Securities Holding by Category
Securities holders may opt to hold securities in one of these 2 choices.
1. Scrip Form (securities certificate)
The registrar will prepare and issue a securities certificate in the name of the securities holder and under the following conditions. In case of capital increase– the certificate will be issued within 15 days after the settlement has been made. In case of certificate re-issuance- the certificate will be issued within 15 days after the date that the request has been made.
2. Scripless or Book Entry Form (without certificate)
The Registrar will send securities holding information of each and every subscriber upon the date capital increase is officially registered with the Ministry of Commerce through the securities depository system to the respective securities company for it to further update the securities holder’s account with this information. A notification of such execution will be issued from TSD to the securities holders for acknowledgement in this regard.
Record Date is a date established by Board of Directors of a securities issuing company (the “Company”) for the purpose of determining the security holders who are entitled to receive a dividend or distribution. The security holder whose name appears on the Register Book at the end of the Record Date shall be eligible to any declared rights of the Company. Under this discipline, the Register Book shall be closed for any transfer for a period of one business day after the Record Date. The Record Date concept is deemed to be in line with international best practice and allows the security holders to register securities transfers without having to wait for a long Register Book Closing period.
With the fact that the Company may set the Record Date for up to 2 months prior to the date fixed for the security holders’ meeting, the application of Record Date in such case shall necessarily allow more time for the Company to prepare for the meeting and for the shareholders for up to 40 days to study the details of the notice of the meeting.
Register Book Closing
Register book closing is a compilation of the information of the securities holders who will be entitled to receive benefits from a securities issuing company upon the register book closing date or the record date. Step taken by the registrar around the register book closing is summarized as in the followings:
Gather a list of the securities holders appear on the register book, both in scrip and scripless forms, upon the register book closing date or the record date;
Calculate and allocate benefits to the securities holders whose name appear on the register book in various forms - i.e. dividend/interest/principal payments , rights to subscribe capital increase securities and rights to attend a securities holders’ meeting;
Execute and send the benefits and other relevant document(s), i.e. notification of payment and withholding tax certificate on dividend/ interest payment, a notice to attend a securities holders’ meeting, etc., to the securities holders via post or such other way as may be agreed from time to time by the securities issuing company and the registrar
Types of Securities Services Offered by TSD
Common and preferred stocks
Transferable subscription right (TSR)
Real Estate Investment (REIT)
Infra Structure Fund
Securities Transfer (Scrip Form)
Securities in scrip form may be transferred from the transferor (the previous holder) to the transferee (the new holder) by following the procedures as set out below.
A transferor signs his/her name on the back of the scrip in the transferor box.
A transferee signs his/her name on the back of the scrip in the transferee box.
The transferee fills in and submits an Application for Registration of Securities Transfer together with a securities certificate and other supporting evidence from both transferor and transferee as required by TSD.
TSD verifies and registers the transfer and issues a new certificate to the transferee (if required).
Time Taken for Registration of the Securities Transfer
The securities transfer can be made either by having the registrar to sign, as approval of the registration of the transfer, on the existing securities certificate and send the said certificate to the transferee (no new certificate issued) or the new certificate is issued in the name of the transferee. In the former case, the transferee can receive the certificate promptly at the time the registration of the transfer is accepted by the registrar. However, in case of the latter, it would require 15 days for the registrar to issue a new certificate and, at the transferee’s choice, have it ready at the registrar’s office for the transferee, or the transferee’s delegated person, to pick up (upon a surrender of an evidence previously issued by TSD) or have it delivered, via registered mail, to the transferee at the given address.
Request for Rights-related Documents Returned by post
The securities holder may contact to receive the rights-related or any other documents that has been returned by post by either contacting in person at TSD’s office and submitting his/her identification card to receive the documents or sending a requisition letter, with a copy of his/her authenticated identification card enclosed, for TSD to re-deliver the documents to him/her via mail.
Revocation of Securities Certificate
In an event that the securities issuing company changes certain information of the company, i.e. a par value of the securities, the name of the company, etc., the new securities certificate is required to be issued, as a replacement of the existing one, to each and every securities holder who is holding the securities in scrip form. TSD, on behalf of the securities issuing company, will do so and notify the securities holder to surrender the existing certificate to it for an exchange of the new one. The requisition to receive the new certificate may be done by the securities holder contacting TSD in person or sending a letter requesting TSD to deliver the new certificate to him/her via mail at the specified address, it would require 15 days for the new securities certificate. In either case, a surrender of the original existing certificate is required.
Request for Rectifying Items in the Securities Holder Record
In order to update the personal information, the securities holders submit a Request Form for Rectifying Items in the Securities Holder Record together with relevant document(s) as required by TSD. In case of the change of title, first name, or last name, the original securities certificate is required to be presented in exchange of the newly issued one.
Suggestion: Address of a securities holder given to the registrar should be an address that is proper for registered mailing purpose. There must be any person at such address to receive the documents upon delivery. Also, in accordance with the regulations set out by theDepartment of Business Developmentof the Ministry of Commerce, such address may not be a postal box.
For the securities holder who deposits his/her securities with broker/custodian, he/she has to contact the broker/custodian to have his/her information updated. The updated information will be applied to any particular distribution of benefit only when the update is made at least 5 business days prior to the respective register book closing or the record date (as the case may be).
Request for Alteration of Particulars in Dividend/interest Cheque
Documents required to be submitted to TSD upon a request for having a cheque updated are as in the followings:
Court order(in case the payee is changed to legator(s))
Other supporting documents as deemed necessary by TSD
Request for Issuance of New Securities Certificate or Cheque in Replacement of the Lost Securities Certificate or Cheque
The securities holder may seek for the details concerning the lost document, i.e. dividend cheque, securities certificate, to further illustrate such information in a police report, which is, among others, a crucial supporting evidence for TSD to re-issue the replacement document. Other documents that are required to be submitted are:
An Application for Issuance of New Securities Certificate or Cheque in Replacement of the Lost Securities Certificate or Cheque
Other supporting documents as deemed necessary by TSD
Application for Payment of Dividend/interest/other cash benefits deposited directly into Bank Account (e-Dividend Service)
e-Dividend service is to provide convenience to the securities holders to receive payment through his/her bank account as early as on the beginning of the payment date. The securities holders will no longer need to go to bank to have his/her cashed and deposited into the bank account. Click here for more details (Link to e-Dividend page)