Filling Out a Stock Certificate

By David Gass

Filling out a stock certificate is usually done by the corporation in which the shares are issued by the brokerage company that completes the share transaction. The stock certificates themselves are pre-printed on the front showing the company’s name, address and state of incorporation. In terms of filling out a stock certificate the only portion that usually needs to be completed is on the back of the stock certificate. This should include the shareholders name and address as well as the individual’s tax number which has been issued by the Internal Revenue Service,

The only time an individual should be filling out a stock certificate is if they want to change their personal information or transfer the shares to another individual or corporate body. In the case of stock transfers the individual filling out the stock certificate should sign on the back or on prepare a stock power which is known as Assignment Separate from Certificate form. This should be filled out exactly as the shareowner name is printed on the front of the certificate.

If the shares are jointly held in a process known as Joint Tenancy, all holders must approve the transfer by filling out the stock certificate and applying their signatures to the back of the stock certificate. In the case of filling out a stock certificate change as a result in a change of marital status the name and signature should be applied with a note affixed indicating that the individual named on the stock certificate is “Now by Marriage” followed by the new name.

In the case of filling out a stock certificate change as a result of a divorce then there should be a signature on the back of the stock certificate noting the new name. If the stock is held by both partners in a marriage then both signatures are required. If one of the signatures cannot be obtained then a certified copy of the divorce degree awarding the shares to the individual must be attached.

On the death of a registered shareholder the changes required in the filling out of a stock certificate include a signature by the legal representative of the estate, a certified copy of the appointment of the legal representative, an inheritance waiver is applicable, and an instruction letter stating the name and address of the person to whom the shares are to be transferred.

If a stock certificate is lost it can only be replaced by filling out a stock certificate replacement order. This form must be sent to the issuing corporation and will be processed by them once they are satisfied that the missing stock certificate is unlikely to be found.

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