Have the company’s current register or ledger, the relevant issue or transfer records, and any notice wording ready. If you are preparing a certificate for a client, ask them to confirm the details below before starting.
1 Gather the records2 Resolve missing details3 Prepare the PDF
A checklist you can work through
Tick items as you collect them. Skip fields that do not apply to the company. These ticks are not saved when you leave the page.
Where should the information come from?
- Company and holder details
- The formation records and the company’s current register, stock ledger or membership records.
- Quantity, class and financial details
- The relevant approvals, issue or transfer documents and current ownership records. Resolve discrepancies with the person responsible for those records.
- Notices and signing authority
- The governing documents, applicable agreements and the company’s authorised adviser or officeholders.
Three details worth checking twice
- Formation is not location. A company may operate somewhere other than the place where it was formed.
- This holder’s allocation is not the company total. Enter what this certificate represents, not all authorised or issued shares.
- A trading name is not always the legal holder. Confirm the full legal name before preparing a client document.
Keep client details out of shared examples
You do not need to upload records to ShareCert. Read them alongside the form and enter only the details needed for the certificate. Use our fictional examples when showing a client what the output looks like.
ShareCert does not store a draft. Keep the generator tab open until you have downloaded the PDF, then retain the final document in the company’s own records.