Welcome to Image Registrars Limited

Immobilization: Is the process whereby the underlying physical certificate has been deposited with and is held by the Central Depository and Settlement Corporation Kenya. 

 

Requirements:

Submit the following documents to a Central Depository Agent (CDA) (stockbroker/Investment Bank/licensed Commercial Bank) of choice:

a) All the share certificates (Where some are lost the shareholder to execute indemnity form for certificate replacement) 

b) Certified copy of shareholder(s) ID card(s) or passport used when buying shares 

c) Sworn affidavit where names in the ID or passport differ in our register OR they are abbreviated. If they differ due to change of marital status a marriage certificate should be attached, birth certificate or a deed poll. 

d) Certified Copy of CDSC Statement or Broker Statement 

e) Certified copy of PIN certificate.

f) corporate bodies/Institutions should provide the following in addition to the above: 

- Certified copy of Certificate of Registration 

- Certified Copy of last filed Annual Returns, and

- E-citizen generated CR12

- Letter introducing the Institution’s signatories on the institution’s letter head. It should indicate full names as per ID/Passport, sample signatures, ID numbers Passport numbers. (Introduction to be made by the Company Secretary or a third person different from the ones being introduced) 

g) Where the shareholder’s signature differs from the one used while purchasing the shares, the shareholder(s) will be contacted by us for signature verification. 

h) All copies must be certified by a commissioner of oaths/notary public or in our office when the originals are availed.

1. The Administrator/Executor will be required to present Letters of Administration, or a duly signed letter of introduction from the public trustee to seek information on the shares and accrued dividends owned by the deceased. 

2. The Administrator/Executor will then present this information to the High Court or the Public Trustee in order to obtain the required documents authorizing them to execute or administer the deceased’s estate.

3. The Administrator/Executor will then lodge the following documents with a stockbroker of his/her choice:

    I) Certified copies of Grant Letters of Administration and Certificate of Confirmation of Grant from the High Court or Public Trustee’s Letter of Indemnity and       Summary Letters of Administration.

  ii)  If a person dies while domiciled in another country, succession of the movable property will be applied only in the court of his domicile. The grant must be resealed by the High Court of Kenya as is required by Law. When resealing, there are two forms that are issued. 

• Notice to resell of grant then 

• Probate and administration 

iii) Certified copy of death certificate of the deceased shareholder.

iv) Certified copy of ID card/valid passport of the administrator(s)/Executor(s) and beneficiaries (certified on the front).

v) All share certificates, (Where some are lost the administrator(s)/Executor(s) to execute an indemnity form for certificate replacement, which must be witnessed by commissioner of oaths/notary public).

vi) Transfer forms which shall be signed by both the administrator(s) and the beneficiary.

 

Please Note:

• Names MUST correspond on the share certificate, the court documents and the death certificate (Sworn affidavits will be done by the administrator(s)/Executor(s) on behalf of the Estate-if differing), 

• If the deceased has an additional name in the court letters, death certificate or the share certificates, the grant will be amended to capture all set of names. 

• The names of the administrator and the beneficiary must be the same as in the ID/passport and all the related documents of administration. If the administrator/beneficiary has an additional name in the court letters or the national ID/passport, you will be required to attach a birth certificate, marriage certificate or deed poll. If none can be availed, the grant will have to be amended to capture all the names. 

• In the event that the names differ, a sworn affidavit, on the difference, must be obtained from the advocate. 

• Certification of Copies of the death certificate, letters from the court, ID card or passport must be certified by a commissioner for oaths (Kenya) or notary public (Overseas).

This is ONLY applicable for a transfer to a direct relative (Spouse, Child). The following documents will be required:

 

I) Original share certificates (Where some are lost, the shareholder to execute an indemnity form for certificate replacement).

ii) A sworn affidavit indicating the relationship between the transferor & transferee and expressing the intention by the transferor to gift the shares to the transferee

iii) Supporting documents as proof of relationship between the transferor & transferee i.e., birth certificate and/or marriage certificate 

iii)Certified Copy of Transferor’s & Transferee’s ID card 

iv) Transfer forms obtainable from stockbrokers signed by both the transferor & transferee.

Where a dividend(s) is/are outstanding, the shareholder will be required to:

 

Individuals:

1. Present the stale or mutilated cheque(s) for replacement (where the physical stale or mutilated cheque(s) are available).

2. Present a duly executed indemnity form. 

3. Provide a certified copy of your identification document (National ID or Valid Passport)

4. Provide your KRA PIN certificate (where available)

Companies/Institutions/Self Help Groups:

1. Duly completed, sealed/stamped indemnity form signed by 2-authorised signatories 

2. Certified copy of the certificate of incorporation/registration

3. KRA PIN certificate

4. Certified National ID or valid Passport copies of signatories

5. Certified copy of the CR12 (not older than 3months)

 

Please Note:       

• In the case of Companies, present a letter confirming the authorized signatories. The letter must be on letterhead/sealed/stamped and signed by the Company Secretary of the company.

• In the case of Self-Help Groups/welfares, present minutes confirming the authorized signatories. The minutes must be stamped by an authorized official from the relevant Government Department

Static Details/Non-Trading accounts 

If you are holding share certificates, the following will be required:

1. Duly signed letter requesting update of postal address or dividend payment details

2. Certified copy of ID or Valid Passport used when purchasing your shares

3. Duly signed Dividend OPT-IN Form (sent via email request or issued to you if you visited our offices)