Dematerialisation compliance

Work covered by the assignment

The engagement begins with entity-class and instrument assessment, then maps the issuer, registrar, depository and holder dependencies. We reconcile the capital record and help organise the documentation and reporting calendar.

1. Document the entity and instrument facts used for the applicability assessment.
2. Reconcile the issuer’s capital records and identify holder-level discrepancies.
3. Coordinate the agreed issuer, registrar and depository documentation.
4. Track requests and reconcile completed movements against the company’s records.

Keep issuer setup, holder account readiness and completion of a particular request as separate milestones.

Records that establish the starting position

• Current capital table
• share certificates and allotment trail
• entity-class details
• shareholder contact records
• transfer history
• existing depository arrangements.

Build an exception list for differences in names, holdings, certificate details or the underlying allotment and transfer trail. Identify the source supporting each correction and the party responsible for resolving it. Shareholder account documents should be exchanged through the agreed secure process.

A practical point to resolve

A proposed share transfer can expose mismatches in old certificates or holder names. Reconcile those early rather than assuming dematerialisation is just an account-opening exercise.

For example, the company’s register may show one holding while a shareholder submits certificates covering a different quantity. Establish the transaction trail and any missing records before treating either total as the confirmed balance. Track the discrepancy through resolution rather than simply carrying it into the new record.

Boundaries and engagement terms

Applicability, operative exemptions and the current rules are checked for the company. Depository, registrar and third-party charges are separate.

We confirm the covered event or financial period, deliverables, professional involvement and fees in writing. The enquiry should identify any approaching date and outstanding prior work.

The handover can include the applicability working note, reconciled capital schedule, setup correspondence and outstanding holder requests. A request submitted to a third party is not recorded as completed until the relevant evidence is available. Coordinate planned transactions with the share allotment and transfer service so unresolved holdings are visible before closing.