A misplaced share certificate should trigger a controlled evidence review before a replacement is issued. Ask the company secretary to reconcile the shareholder, certificate details and current share records, then identify the company’s applicable replacement procedure. Do not print another certificate merely because a PDF template is available.

Hands signing a document at an office desk
Illustrative photograph by Pavel Danilyuk.

Record what is missing

Capture the holder’s name, certificate number if known, share class, quantity and last known location. Ask whether a scan, transfer document or earlier correspondence identifies the certificate. Describe the search undertaken in neutral terms. A missing document is not, by itself, evidence of theft or misconduct.

Keep the request and supporting information in a restricted company file. Avoid sending identification documents or signatures through a broad group chat simply to speed up the search.

Reconcile the ownership records

Compare the request with the company’s records and relevant ACRA information. Check whether a transfer, subdivision, cancellation or earlier replacement could explain the discrepancy. A certificate and an electronic share record serve different purposes; neither should be altered casually to make an inconsistent request appear correct.

Ask for the actual replacement requirements

The secretary should review the constitution, certificate history and any advice needed. Depending on the circumstances, the company may need additional evidence, approval or protective documentation. This guide does not prescribe a universal police report or indemnity requirement. Obtain the requirements for the particular company before asking the holder to sign anything.

Example: the scan and requested quantity disagree

A holder supplies a scan showing 1,000 shares but asks for a replacement covering 1,500. The secretary should investigate the later share events and certificate history. Issuing a replacement for the requested quantity without that review could create a second inconsistency.

Control any eventual issue

Where a replacement is properly authorised, record its relationship to the missing certificate and how the old reference is handled. Keep the approval and delivery evidence. If the original later turns up, seek instructions before treating both documents as usable. Do not backdate a replacement to disguise when it was issued.

Related practical guidance

For the surrounding records and responsibilities, see maintaining statutory records, the company secretary role, company recordkeeping.

Official guidance: ACRA official guidance.

Help with your company records

For corporate secretarial and company administration support, contact Raffles Corporate Services at [email protected] or WhatsApp +65 8501 7133. Tell us which records or process need attention so we can discuss the relevant next steps.