My address has changed, who do I tell?
To change your address, please provide us with written notice stating both your old and
new addresses. You may email the change to us by completing the attached form or
send the change by mail or fax to our office to the attention of
Peter Cady.
My legal name has changed, how do I make changes from my old name?
If you are a registered owner, to change the name that appears on the certificate you must:
- Complete the transfer panel (on the reverse side of the certificate)
- Place your signature on the signature line, exactly as it appears on the face of the certificate.
- Have your signature guaranteed by a Schedule I Canadian Chartered Bank, or
financial institution that is a member of a recognized Medallion
Signature Guarantee (STAMP) Program.
If your situation is more complex, or you require further information, please contact Rashmi Sanghvi in our Transfer Department.
What is the difference between having a security registered in my name or having a broker or financial institution hold the security on my behalf?
There are both advantages and disadvantages in holding securities in either form. If you have a security registered in your name, you directly receive any dividends, shareholder communications and other entitlements. You are also able to attend and vote in person or by proxy at any shareholders meeting. The disadvantage is that by holding securities in your name, it may take longer to sell or dispose of your security.
If you buy securities from a broker or other financial institution, the securities are not registered in your name but in the broker or financial institution. You are entitled to receive dividends, shareholder communications and other entitlements through your broker. You are also able to attend and vote at shareholders meetings but you can only do so by using your voting instruction form if by mail or by advising your broker you wish to attend whereby the broker will designate you as having a proxy.
Should you wish to have your securities registered directly in your name, instruct your broker at the time of purchase. Ensure you register your securities in your legal name. Titles such as Doctor, military titles, Mr. etc. are not used.
I have some old certificates and the transfer agent on the certificate no longer exists, how do I find out the current transfer agent?
Contact the company directly or access the company's website; alternatively, search for the company's profile on SEDAR.
I have some old certificates and the name of the company has changed, how do I find out the new name and how do I get a new certificate?
Check the certificate to find out who the Transfer Agent and Registrar is and contact them. Have as much information as possible about the company on hand when you call. If Equity Transfer & Trust Company is the transfer agent and registrar, you can obtain some information from our List of Predecessor Companies. Alternatively, you may contact your broker for assistance.
To exchange your old company certificates for the new company certificates, forward your original certificate to the transfer agent accompanied by a letter of instruction. A new certificate will be issued, taking into account any corporate changes that may have occurred.
How do I transfer securities to another person?
To transfer securities from one person to another you will need to do the following:
On the back of the certificate, state how you wish the new certificate to be registered. Provide the full address and social insurance number of the new registered owner. (Please print.) You can do this by referring to Transferring a Security page in our self-help section.
Complete the transfer panel (located on the back of the certificate) and place your signature on the signature line exactly as it appears on the front of the certificate. Your signature must be guaranteed by a Schedule I Canadian Chartered Bank or a financial institution that is a member of a recognized Medallion Signature Guarantee program.
If the certificate is currently registered in a corporate name, a corporate resolution and the Stock Power of Attorney must accompany the certificate.
The Corporate Signing Resolution is one page document, which states who can sign on behalf of a company. The contents of the Resolution are verified by another signatory, usually the Secretary. This document cannot be dated more than six months from presentation.
The Stock Power must be signed by the appointed signatory on the Corporate Signing Resolution. His/her signature must be guaranteed, either by a Schedule 1 Canadian Chartered Bank or Medallion Guaranteed by a broker. This document cannot be dated more than one year from presentation.
Where neither option is available, a Signature Guarantee must be obtained by a bank, and that bank must then have its guarantors’ signature over-guaranteed by a correspondent Schedule 1 Canadian Chartered Bank.
In the event that the signing Director/Secretary is a company, a Certificate of Incumbency must also be submitted.
It is our strict practice and that of our industry to only accept signature guarantees from a Schedule 1 Canadian Chartered Bank or Medallion STAMP members. Bank and STAMP guarantees provide the Company and the Transfer Agent with financial protection, should the signature of the transferee be falsified or otherwise invalid. Even though the Companies are willing to indemnify Equity Transfer & Trust Company against possible financial loss, we will not transfer the securities without the proper guarantees.
If your situation is more complex, or you have other questions please contact Rashmi Sanghvi in our Transfer Department.
Are there charges on transferring a certificate?
When transferring a security, a number of charges may apply depending upon how quickly you wish the transfer to take place and the amount of work required to verify that the transfer is in good order. The industry standard for transfers is to have the process completed within forty-eight hours. On items received by mail, we process them within seventy-two hours.
What is the difference between having a security in street form and being registered?
A certificate in street form means that the certificate is endorsed and is transferable by the holder. In this case, the holder can present the certificate and have it registered in his/her name.
If the securities are registered, the security holder has the physical certificate in hand and their legal name is printed on the front. The certificate is not necessarily endorsed.
I have been told that my shares are being held in escrow, what do they mean?
Shares are held in escrow to prevent them from being traded. Usually there is an agreement requested by a security commission or securities exchange when the company first becomes public. Shares can also be held in escrow voluntarily under a pooling agreement or purchase agreement. Shares held in escrow are released when certain conditions or milestones are reached. Alternatively, they can be released after a specified time period has elapsed. The standard escrow agreement of the TSX-Venture Exchange releases escrowed shares every six months.
If you have questions about escrow agreements, please contact our office.
Can shares be transferred within escrow?
The escrow agreement provides the terms and conditions under which the shares can be transferred or released. Escrowed shares are normally transferred within escrow upon the signing of an agreement by the new registered shareholder that he or she will be subject to the terms of the original Escrow Agreement. The consent of a securities commission may also be required. The TSX-Venture Exchange provides a standard form for transferring securities within escrow.
How do I receive information about the company?
Publicly traded companies are required to provide their registered shareholders with financial information annually. They are also required to have an annual shareholders meeting where corporate matters are discussed and voted upon.
If you are a beneficial shareholder, i.e. your securities are held by a broker or investment advisor, you must advise them that you wish to receive the annual report from the company. In addition, included in their annual meeting material is a Supplemental Mailing List Request Form. This form must be filled out and mailed back in order for you to receive additional information from the company throughout the year.
There are other sources of public information available to shareholders. One source of information is the company's
profile found on the SEDAR website which contains the regulatory information filings for all publicly traded companies in Canada.
How do I vote on company business?
Your ability to vote on company business depends on how your securities are registered.
Registered Shareholders
Registered shareholders can vote on company business either in person or by Proxy. Prior to any shareholders meeting, the company mails out information concerning the business of the meeting. Within the information package, the registered shareholder will receive a form of Proxy. If you do not plan on attending the meeting, and you wish to vote on the proposed matters, you must complete and sign the form of Proxy and return it in the Proxy Return envelope that is provided. Please note a deadline is shown on the proxy and the proxy must be submitted prior to that date for your vote to be counted at the meeting.
Beneficial Shareholders
If your securities are being held by your Broker or Investment Dealer, you are a beneficial or a non-registered owner. You may attend the company meeting but can only vote if you have a Proxy designating you to do so.
If you have instructed your broker or dealer to send you information about shareholder meetings, included in the information package, is a Voting Instruction Form. The Voting Instruction Form must be completed, signed and mailed back to the stated address in order for your vote to be included. DO NOT bring the Voting Instruction Form to the meeting. Alternatively, you may be able to vote by e-mail or internet, refer to the documentation provided with the voting instruction form.
On our website is a more detailed description of the process by which public companies communicate to their beneficial shareholders.
If you are unsure as to whether you are a registered or beneficial shareholder you can contact please contact Rashmi Sanghvi in our Transfer Department.
How do I obtain a shareholders' list?
You can obtain a shareholders list by contacting our Client Services Department. We will notify the company of your request and you will be required to fully complete, sign and notarize a Statutory Declaration form requesting the shareholders list. There is a fee for this service.
Where should I keep my certificate(s)?
We recommend that you keep your certificates in a home safe, safety deposit box or other safe place where it cannot be readily seen and stolen. We also recommend that the registered owner not sign the back panel of the certificate. A certificate is valuable and represents your ownership in a company and the process of replacing it is time-consuming and costly.
I currently receive several mailings for the same Company. How can I go about receiving just one copy?
If you have a number of certificates and they are registered in several different names (e.g. John Smith, John R. Smith or J.R. Smith), we are required to treat each name as a separate person. If you wish to combine them, please ensure that these different registrations are for the same person (not a father and son, for example) and submit those certificates, properly endorsed, to have them transferred into one certificate.
Can I buy or sell my shares through Equity Transfer & Trust Company
We are a transfer agent only and are unable to purchase or sell shares on behalf of a shareholder. We recommend that you contact your Broker or Investment Dealer.
However, there are some cases where on behalf of our clients, we will facilitate the sale of securities, such as a small shareholder buy back program.
Why do I have to give my Social Insurance Number?
We are required to obtain social insurance numbers by Canada Customs and Revenue Agency for Tax reporting purposes.
What is a Stop?
A Stop refers to a notation on the security register that the security cannot be transferred.
Why is there a Stop on a certificate?
Stops can be placed on securities for several reasons:
- The certificate has been reported lost, stolen, or destroyed and may have been replaced by another certificate;
- The registered shareholder has notified the transfer agent that there is
an adverse claim on the security;
- The security is restricted due to a regulatory hold period; or
- The security is being held pursuant to a pooling or escrow agreement.
Can I register a certificate in my son or daughter's name?
A certificate should not be registered in the name of a minor. The legal definition of "minor" or "age of consent" varies among provinces and you should become aware of the legal age of consent in the province where your child resides.
I am the Guardian to a child who has certificates registered in their own name, how do I transfer these securities?
To transfer a security registered in a child's name, we will require the following documentation:
- Proof of Appointment of Guardian certified by an appropriate court, and
- The certificate endorsed by the legal Guardian, signature guaranteed by a
Schedule I Canadian Bank or
a financial institution that is a member of a recognized Medallion Signature Guarantee
program.
Why do I require a signature guarantee (Medallion guarantee)?
A signature guarantee is required to transfer a security as it provides the transfer agent and the company with some proof that the registered owner of the security wishes to transfer the security and to relinquish ownership.
In Canada, there are two acceptable ways to guarantee a security:
- A signature guarantee from a Schedule I Canadian Chartered Bank. This form of guarantee is represented by a stamp from the financial institution
and is signed by an officer who guarantees that the signature is genuine. The
officer must also provide his/her bank identification number.
- The second acceptable form of guarantee is to have a financial institution
(broker, dealer, etc.) place a Medallion Signature Guarantee supported by a
recognized Security Transfer Association Medallion Program indicating that the signature is genuine.
I have my securities offshore, how do I have my signature guaranteed?
If you reside offshore, you can have your signature guaranteed by a representative at a local branch of a Schedule I Canadian chartered bank and he/she can make arrangements to have the security over guaranteed in Canada by the same bank.
When do I require a Corporate Signing Resolution?
A Corporate Signing Resolution is required to transfer a security that is registered in the name of a company. The Corporate Signing Resolution identifies the individual(s) who has been given the authority to sign on behalf of the corporation. The resolution must be dated within 6 months of the date the certificate is presented for transfer and specimen signature(s) must also be provided. The individual endorsing the certificate must be different from the person certifying the corporate resolution unless there is only one signing officer. A signature or a Medallion STAMP guarantee is also required when a resolution is presented with the certificate.
I am the sole owner of a company and I wish to transfer securities, do I still require a corporate resolution to transfer the shares?
The corporate resolution as noted above is required, however, we will also require the Corporate Resolution to state that you are the sole director of the company. If you have any questions please contact Rashmi Sanghvi.
I did not receive my share certificate when I bought securities through my broker. My broker is no longer in existence. What can I do?
If you bought your securities through your investment dealer or broker and did not instruct your broker to register your securities in your name, in all probability the securities are being held in the dealer's name. Now that your dealer is no longer in existence, we suggest that you contact the surviving broker, if there is one, or the broker's appointed receiver or the Investment Dealer's Association to inquire about your shares.
I own shares of ABC company and Equity Transfer & Trust Company is the transfer agent on the share certificate. How many shares do I own and what are they worth?
You may contact Equity Transfer & Trust Company for that information. We can tell you if the company exists in its present form, the number of shares you hold, and the exchange where the shares are listed. You can also refer to our List of Predecessor Companies and note the new company name,
the exchange rate of new shares for old and the listing stock exchange. You can then look for the share price in the newspaper or on the World Wide Web. If you are unsure as to whether you are a registered or beneficial shareholder you can contact Rashmi Sanghvi.
What is a Cease Trade Order?
A Cease Trade Order is issued by the Securities Commission restricting the trading of the securities of a company. Cease trade orders are normally the result of the company failing to comply with securities regulations such as providing financial statements on a timely basis. You may contact the appropriate securities commission by phone or on their website for the reasons and the date of the cease trade order.
Tax Information
As disbursing agent for our corporate clients, Equity Transfer & Trust Company maintains records of cash dividends, stock dividends, interest and other distributions paid to each holder. As dividend and interest payments are considered income, all recipients of these payments must report the income to their respective governments. Equity Transfer & Trust Company mails out all required tax forms in due time as prescribed by law; however, some companies may choose not to mail out slips valued at less than $50 for Canadian holders. In this situation, it is up to the individual investor to report these amounts on their income tax forms.
I did not receive my tax slip. Can you send me another one?
If you have not received your tax slip, please complete the following information and we will mail you a duplicate form. If you have recently moved or if you need a duplicate tax slip, please contact our office.
My question is not covered above. How do I get an answer to my question?
You can obtain answers to your questions by contacting Equity Transfer & Trust Company, or by submitting your questions to us here.
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