Understanding the Dematerialisation Request Form

The full form of DRF is Dematerialisation Request Form. It is an official document used by investors when converting physical share certificates into electronic form within a demat account. A DRF must be submitted to a Depository Participant (DP) along with the documents required for DRF, such as original share certificates and valid identity proofs, to ensure successful dematerialisation.

As the Indian securities market embraces digitisation, the process of converting physical share certificates into an electronic format has become essential. This transition is made possible through a document known as the Dematerialisation Request Form (DRF). Whether you're a new investor or someone dealing with legacy shareholdings, understanding how the DRF works is crucial for seamless portfolio management.

This detailed guide explains what a DRF is, how to fill it, its role in dematerialisation, and everything investors need to know to ensure a smooth and compliant experience.

A Dematerialisation Request Form (DRF) is a mandatory document required to convert physical securities such as equity shares, debentures, or bonds into an electronic form held in a demat account. It serves as a formal application submitted to a Depository Participant (DP), requesting the dematerialisation of the paper certificates.

In India, dematerialisation is managed by two central depositories:

• National Securities Depository Limited (NSDL)

• Central Depository Services Limited (CDSL)

The DRF acts as a bridge between the physical and electronic formats of securities. Once the form and the original share certificates are verified and approved, the securities are credited into the investor’s demat account, identified by a unique Client ID and Demat Account Number.

A Dematerialisation Request Form (DRF) is used when investors want to convert physical share certificates into electronic holdings within their demat account. Providing accurate information on the form ensures that the request is processed efficiently.

Below are the key fields included in a DRF and what they represent: 

• Contact Details and Date

Enter the correspondence address, contact number, and the date of submission. These details are used for communication during the verification process.

• Account Holder Information and Client ID

Include the DP ID and Client ID exactly as recorded in your demat account. Ensure the names of the primary and joint account holders match the DP records and the physical share certificates.

• Security Details

  • Company name

  • ISIN (International Securities Identification Number)

  • Quantity of shares

  • Certificate numbers and distinctive number ranges

These details must match the physical certificates precisely.

• Folio Details

If the shares are registered in a folio with the company or its Registrar and Transfer Agent (RTA), the folio number must also be mentioned.

• Signatures of Account Holders

All holders must sign in the respective fields. The signatures should match both DP records and the signatures available with the issuing company/RTA.

• Declaration Section

The declaration confirms that the securities belong to the applicants and that dematerialisation is being requested voluntarily.

• Form ISR-2 (If Applicable)

Where name differences exist between the demat account and share certificate, Form ISR-2 may be required as supporting documentation to validate identity.

Once the DRF and original physical certificates are submitted to the Depository Participant, verification occurs and they are forwarded to the Registrar and Transfer Agent. Electronic holdings are then credited to the demat account upon approval, within the standard processing timeline.

The form contains several data points required for verification and processing:

Client Details

• DP ID and Client ID: These details identify the investor’s demat account.

• Account Holder Name(s): Includes primary and any joint holders.

Security Details

• Name of the Company: Full name of the company whose shares are being dematerialised.

• ISIN (International Securities Identification Number): A unique 12-digit code that identifies a specific security.

• Face Value and Quantity: Denotes the denomination of the security and the number of shares.

• Certificate Number: The number printed on the physical certificate.

• Distinctive Numbers: These represent the range of share numbers being dematerialised.

• Folio Number: Applicable if the investor has a folio maintained with the issuer.

Declaration and Signatures

• Declaration by the Account Holders affirming ownership of the shares.

• Signature Fields for all joint holders (if applicable), which must match DP and company records.

Supporting Annexures (if required)

• Annexure for Transmission: If one of the holders is deceased.

• Annexure for Name Mismatch: In case the names on the certificate and demat account differ slightly.

Dematerialisation requirements may vary depending on the status of the physical certificates and the account holders. The appropriate Dematerialisation Request Form (DRF) type must be selected to ensure accurate processing.

1. Normal Demat Request Form

Used when the details on the physical share certificates, including holder names and their order, match exactly with the demat account records.

This is the standard format for most dematerialisation requests.

2. Transmission-cum-Dematerialisation Form

Applicable when one or more joint holders of the security are deceased.

The surviving holder(s) can update the ownership records and request dematerialisation at the same time, subject to supporting documents.

3. Transposition-cum-Dematerialisation Form

Required when the names of joint holders are the same across both physical and demat records, but the order of names differs.

This form allows correction of the name sequence while converting the shares into electronic form.

Choosing the correct DRF type helps prevent delays or rejections during the dematerialisation process and ensures seamless conversion of physical certificates to electronic holdings.

Filling the DRF requires precision. Here's a step-by-step guide to fill the form up:

Step 1: Collect the Form

Obtain the DRF from your DP. It can usually be downloaded from the DP’s website (e.g., Zerodha, Angel One) or collected from their branch.

Step 2: Enter Account Holder Details

Fill in your DP ID, Client ID, and names of the account holders exactly as registered with the DP.

Step 3: Add Security Details

Provide details such as:

• Company name

• ISIN code

• Face value

• Number of shares

• Certificate numbers and distinctive numbers
  Ensure the information matches the physical certificate exactly.
  
  

Step 4: Sign the Declaration

All holders must sign. Signatures must match the DP records.

Step 5: Attach Required Documents

• Physical share certificates (original)

• Self-attested copies of PAN and address proof

• Annexures if applicable

Once the Dematerialisation Request Form is fully filled and supporting documents are ready, the next step is to submit the request for processing.

Physical Submission

• The completed DRF must be submitted along with the original physical share certificates to the Depository Participant’s (DP) authorised service branch.
  

• In some cases, duplicate copies of the DRF may be required; one retained by the DP and the other forwarded to the company’s Registrar and Transfer Agent (RTA) for validation.
  

• Proper packaging of certificates helps ensure they remain intact during submission.

Online Initiation (Where Available)

• Certain intermediaries provide a digital interface to begin the dematerialisation request by uploading details online.

• However, regulatory requirements still mandate that physical certificates be delivered to the DP through courier or in person for verification and onward processing.

Role of the Depository Participant (DP)

Once the documents are received, the DP carries out the following actions:

• Examines the DRF and certificate details to ensure accuracy and consistency with account records

• Sends the verified request and certificates to the respective RTA managing the company’s share records

• Receives confirmation after the RTA completes dematerialisation and facilitates credit of securities into the investor’s demat account through the central depository system

Throughout the process, the DP acts as the link between the investor, the company’s registrar, and the depository (NSDL/CDSL), enabling a secure update of holdings from physical to electronic form.

Submitting the correct paperwork helps ensure that the dematerialisation request is processed smoothly. Below is a list of commonly required documents for DRF submission:

• Original physical share certificates - Must be legible and intact

• Self-attested PAN card copy - For all account holders, used for identity verification

• Proof of identity and address - Documents such as Aadhaar, passport, voter ID, or driving licence

• Client Master Report (CMR) (optional) - Issued by the DP to confirm demat account details

• Bank proof - Such as a cancelled cheque (may be requested for verification and future credit of corporate actions)

• Annexure documents - Required in cases of name discrepancies or transmission due to the demise of a joint holder

• Joint holders’ proofs - Identity and address documents, along with signatures matching DP records

Ensuring that all relevant documents are complete and correctly attested reduces the chances of delays or rejection during the dematerialisation process.

Once submitted, the dematerialisation request typically follows this timeline:

• 1-2 days: DP processes and verifies documents.

• 7-15 business days: The RTA verifies and confirms the request.

• Post-approval, securities are credited to the investor’s demat account, and a confirmation is shared via email or SMS.
  

Investors can track the progress through:

• Their DP’s website or app.

• Statements issued by the depository (CDSL or NSDL).

Enhanced Security

Eliminates risks like theft, loss, forgery, or damage to certificates.

Convenience and Efficiency

Enables faster settlements, easy transfer, and easier portfolio tracking.

Cost Savings

Reduces paperwork, stamp duty, and courier expenses. Simplifies taxation and reporting.

Simplified Access and Management

Investors can view and manage holdings online using DP platforms and mobile apps.

Accuracy plays a key role when submitting a Dematerialisation Request Form. Small discrepancies may lead to processing delays or rejection by the Depository Participant or Registrar and Transfer Agent.

• Name mismatch - The names printed on the physical share certificates must match the names recorded in the demat account, including initials and spelling.

• Incorrect Client ID or account details - Errors in DP ID, Client ID or holder information can prevent the request from being linked to the correct account.

• Inaccurate security information - Details such as ISIN, certificate numbers, folio numbers and distinctive ranges should be copied exactly from the physical certificates to avoid discrepancies.

• Signature mismatch - The signatures of all account holders must correspond with DP records. If a signature has changed over time, supporting verification documents may be required.

Careful form-filling supports timely completion of dematerialisation formalities.

The Dematerialisation Request Form enables the conversion of physical shares into electronic form within the regulated market infrastructure. A clear understanding of the form’s requirements and workflow helps in completing the process efficiently in line with current demat-based settlement systems.

This content is for informational purposes only and the same should not be construed as investment advice. Bajaj Finserv Direct Limited shall not be liable or responsible for any investment decision that you may take based on this content.