Understanding the Dematerialisation Request Form (DRF)

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.

DRF includes several important fields. Filling them correctly is vital for a successful dematerialisation request.

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

This section includes:

• 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.
  

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.

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 form is completed:

Physical Submission

• Submit the DRF and documents physically to your DP’s registered branch.
  

• Two copies may be needed: one for the DP and one for the RTA (Registrar and Transfer Agent).
  

Online Options

Some brokers offer partial digitisation. You may be able to initiate the process online but will still need to courier or deposit physical certificates.

Role of the Depository Participant (DP)

The DP:

• Verifies the DRF and attached documents
  

• Forwards the request to the respective Registrar and Transfer Agent (RTA)
  

• Updates the electronic records on successful dematerialisation

Refer the following table

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).

Even minor errors can lead to rejection of the DRF. Here's what to watch out for:

The Dematerialisation Request Form (DRF) is a vital component in transitioning from paper-based investing to a modern, secure, and electronic format. By understanding its purpose, structure, and submission process, investors can ensure a smooth dematerialisation experience. Given the SEBI mandate for electronic trading, familiarising yourself with the DRF is not only advisable but essential for participating in today’s capital markets.

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.

1. Zerodha – How to fill a Dematerialisation Request Form

2. Angel One – DRF Form Guide

3. NSDL Official Website

4. CDSL Official Website

5. SEBI Investor Charter

6. Groww – DRF Form PDF

7. HDFC Bank – DRF Form