Class 12 SP Letter for Issue of Share Certificate: Format & Solved Draft (Chapter 6)
Master the official format and scoring guidelines for the Class 12 Secretarial Practice (SP) letter on the Issue of Share Certificate tailored for the Maharashtra State Board (HSC) Commerce examination. Under Chapter 6 (Correspondence with Members), drafting a formal intimation letter regarding the dispatch of a share certificate to a shareholder following allotment is one of the foundational questions in Question 7 (Letter Writing), carrying a direct weightage of 5 marks. Below, you will find the official board exam scenario, step-wise marking breakdown, statutory legal guidelines under the Companies Act, 2013, and a textbook-accurate solved model answer.
Statutory Rule (Section 56(4)(b), Companies Act 2013): Every company must deliver share certificates within two months from the date of allotment of equity or preference shares. The share certificate is a registered document of title under the common seal of the company (or signed by two directors and countersigned by the Company Secretary) and serves as prima facie legal evidence of ownership.
HSC Board Examination Question Scenario
In the HSC examination, this question is typically framed as follows:
"Draft a letter to a shareholder informing him / her regarding the dispatch of a Share Certificate within 2 months of allotment, citing the resolution passed at the Board Meeting."
Official HSC Step-Wise Marking Breakdown (5 Marks)
Examiners evaluate secretarial correspondence based on structural completeness and factual accuracy:
| Component | Required Exam Content | Marks |
|---|---|---|
| Letterhead & Layout | Company Name, Registered Address, 21-digit CIN, Phone, Email, Website, Ref. No., and Date. | 1 Mark |
| Inside Address & Subject | Member Name, Address, concise Subject Line, and formal Salutation. | 1 Mark |
| Body of the Letter | Reference to Allotment Letter, Board resolution, statutory 2-month timeline, tabular schedule of shares, and registered post dispatch. | 2 Marks |
| Sign-off & Enclosure | Complimentary close ("Yours faithfully"), Secretary signature block, and mandatory Enclosure ("Encl: Share Certificate No. ..."). | 1 Mark |
| Total Marks | Question 7 (Attempt Any 2 Letters out of 3 = 10 Marks Total) | 5 Marks |
Solved Model Answer: Letter for Issue of Share Certificate
SUNSHINE AGRO PRODUCTS LIMITED
Registered Office: 102, Commercial Chambers, Senapati Bapat Marg, Lower Parel, Mumbai - 400013.
CIN: L01110MH2011PLC214567
Phone: 022 - 2498 7755
Email: secretarial@sunshineagro.com
Website: www.sunshineagro.com
Ref. No.: SAPL/SH-CERT/2026-27/08
Date: 12th December 2026
To,
Mr. Mahesh N. Sharma,
Flat No. 12, Gokul Dham Society, M.G. Road,
Mulund (West), Mumbai - 400080.
Subject: Issue and Dispatch of Share Certificate.
Dear Sir,
With reference to your Application No. AP-3342 and our Allotment Letter No. AL-458 dated 20th October 2026, I am pleased to inform you that in accordance with the resolution passed at the meeting of the Board of Directors held on 5th December 2026, Share Certificate No. 7852 has been duly prepared and signed in accordance with statutory guidelines.
In compliance with Section 56(4) of the Companies Act, 2013, the Share Certificate has been issued within two months from the date of allotment. The certificate is duly stamped and executed under the common seal of the company and counter-signed by two Directors and the Company Secretary.
The particulars of the shares issued to you are set out in the schedule below:
| Register Folio No. | Share Certificate No. | Distinctive Numbers (From - To) | No. of Equity Shares Issued |
|---|---|---|---|
| M-5402 | 7852 | 3001 - 3100 | 100 |
The Share Certificate is enclosed herewith and is dispatched by Registered Post to your registered address. Kindly acknowledge the receipt of the share certificate by signing and returning the counterfoil slip attached to the certificate.
Thanking you.
Yours faithfully,
For Sunshine Agro Products Limited
(Signature)
Mr. Sandeep G. Joshi
Company Secretary
Encl: Share Certificate No. 7852
Examiner's Secret: 3 Critical Points for Scoring Full Marks
- The 2-Month Timeline Check: The date of allotment mentioned in the first paragraph (e.g., 20th October 2026) and the date of the letter (e.g., 12th December 2026) must strictly fall within the statutory 2-month window.
- Mandatory Enclosure Line: Always include
Encl: Share Certificate No. ...at the bottom-left margin. Without this, 1 full mark will be deducted from your presentation score.- Execution Authority: Mention that the certificate is executed under the company seal (or signed by two directors and the Company Secretary) to show clear legal mastery.
Frequently Asked Questions (HSC Board Exam FAQs)
1. Within what time limit must a company deliver Share Certificates after allotment?
Under Section 56(4)(b) of the Companies Act, 2013, every company must deliver share certificates within 2 months from the date of allotment to the allottees.
2. Within what time limit must Share Certificates be delivered in case of transfer or transmission?
In case of transfer or transmission of shares, the company must deliver the endorsed share certificate within 1 month from the date of receipt of the transfer deed or intimation of transmission.
3. Who must sign the Share Certificate of a company?
Under the Companies (Share Capital and Debentures) Rules, 2014, a share certificate must be signed by at least two directors authorized by the Board, and countersigned by the Company Secretary or an authorized person.