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SERVICES
Our standard services are:
Maintenance of the share register
We register and certify forms of transfer and process other legal documents affecting title including powers of attorney, changes of address, dividend mandates and acting upon all instructions received through CREST. We also undertake the preparation, sealing and dispatch of share certificates.
Statutory inspection rights
We liaise promptly with companies regarding any requests to inspect or copy the register of members. We can provide a supervised facility for register inspection at our offices for requests that meet the “proper purpose” test.
Change of address security letters and dividend mandates
All change of address notifications and dividend mandates received from private individuals are acknowledged in writing.
Shareholder enquiry service
We maintain a correspondence, email and telephone enquiry service for shareholders and their agents. The members of staff who look after the registers of our clients are the same people who deal with queries from clients, their advisors, brokers and shareholders. This enables us to provide an efficient and friendly response.
Provision of shareholder list for the Annual General Meeting
A shareholder list is provided for the Annual General Meeting.
Management information
Transfer reports detailing register movements are prepared on a monthly basis. Significant share movements can be notified on a daily basis.
Additional services that can be provided are:
Provision of management information
We can provide information of a company’s share register analysed in a wide variety of ways to each company’s specification.
Proxy Services and General Meetings
We provide CREST proxy voting services and our shareholder web site provides electronic proxy voting by shareholders. Proxies for general meetings are received, scrutinised and counted with the results tabulated for the Chairman of the meeting. We can provide a member of staff to attend the meeting to assist the Company Secretary and to conduct a poll if necessary.
Client and shareholder web site
This service enables companies to securely access their register and to download shareholder lists, transfer reports and proxy reports. Shareholders can securely access details regarding their own holdings and can update their address, communications preference and dividend payment details.
Despatch of shareholder communications
We can provide assistance with the printing and despatch to shareholders of Annual Reports, Interim Reports, Notices of General Meetings and other communications.
Payment of dividends and interest (including BACS and CREST)
Where dividends are paid through a Share Registrars client deposit account with our bankers National Westminster Bank plc, dividend payments may be made through the BACS system. Our systems manage the payment of dividends through CREST to comply with Market Standards. Management of a dividend payment includes agreeing record and payment dates, creation of CREST payment messages, arranging for printing of dividend cheques (incorporating image survivable security features) and dividend confirmations by our security printer, submission of the BACS file to the bank and delivery of the dividend to the Royal Mail. We will also reconcile National Westminster Bank client deposit accounts on the Company’s behalf. Interest less bank charges on client deposit bank accounts accrues to the Company. Scrip dividend schemes can also be managed.
Electronic communication with shareholders
We can assist companies with the conducting of an e-communication preference exercise including the provision of pro forma documentation. We can record shareholder communication preferences and provide label runs or electronic lists streamed according to elections – email notification, web notification letter or hard copy. We can email shareholders who have provided their email address with notification that a document is available on the Company’s web site.
Corporate Actions
We can manage capital issues such as rights issues, open offers and offers for subscription and capital reconstructions such as share consolidations, stock splits and bonus issues. We meet the qualifications required to act as a receiving agent to a takeover offer in accordance with The Takeover Code and we are CREST receiving agents. Share Registrars is registered with the Financial Conduct Authority under the Money Laundering Regulations 2017. We are used to liaising with professional advisors to effect a smooth operation.