Managing the estate of a deceased shareholder

Managing the estate of a deceased shareholder is a two stage process; notification and registration.


Notification of death

On instruction, notification of a shareholder's death can be applied to a shareholding. This will enable us to place a temporary restriction on the register to protect the shares whilst the estate is managed.


Registration of death

Formal registration of the shareholder's death is then required to enable the appointed legal representative(s) to sell or transfer the shares as appropriate. The death can be registered by either using the Small Estates Service or by providing the Grant of Representation.

If the appointed legal representative is now deceased, please let us know and we will provide you with details of the Registration process.

How to...

You can email, call or write to us to inform us that a shareholder has passed away. Please see the contact us section for details.

Please ensure that you include the shareholder's full name and registered address. It will also help if you are able to provide details of any previous addresses at which the shareholder has lived; this will help to identify all shareholdings. If you know the Shareholder Reference (usually 11 digits) it would also be helpful to include this.

Our standard response time is seven business days.

If the shares are held in joint names, we can simply re-register them in the name(s) of the surviving shareholder(s).

Please write to us at the address listed in our contact us section with the original Death Certificate or Grant of Representation (we cannot accept Death Verification forms) and a completed Transfer of Joint Holding form.

Please contact us if you would like us to send you a paper form.

All original documents will be returned to you by first class mail within three days of receipt. Our standard response time is five business days.

You can use this service if:

  • a UK Grant of Representation has not been issued and is not required for any part of the wider estate; and
  • you are the next of kin or executor(s) of the deceased shareholder; and
  • the value of the holding(s) in each company was less than £20,000 at the date of death; and
  • no inheritance tax is payable on the deceased’s UK estate.

What do I need to do next?

  1. Download the Small Estate Declaration and Indemnity form.

  2. Complete the form using the guidance notes available.

  3. Pay the relevant fee as referenced in our List of fees. Details of how to make the payment can be found on the Small Estate Declaration and Indemnity form.

  4. Once complete, post the form back to us at:

    Equiniti
    Aspect House
    Spencer Road
    Lancing
    West Sussex
    BN99 6DA

  5. We will then update the holding(s) to show the details of the person(s) authorised to act on behalf of the estate. Following this, only the authorised person(s) can approve the transfers or sale of the shares.

Need help understanding the fees?

If you need extra support understanding the fees for the Small Estates Service, please get in touch by email, phone or post and we will send you the form with the fees calculated for you. We’ve also put this guide together to help you register the death with us and transfer or sell the shares to release any money (or the shares) to the estate’s beneficiaries.

For details on how to get in touch, please see the contact us section.

You can also email us to request a Small Estate Declaration and Indemnity form with the fees calculated for you. If you wish to do this, we aim to respond within 10 business days.

Where possible, please provide the following information when contacting us:

  • Full shareholder name.
  • Full shareholder address and any previous addresses.
  • Your name and address (informant).
  • Date of death.
  • Any known Shareholder Reference (usually 11 digits).
  • Any known companies in which the shares were held.
  • Please also confirm if probate has been obtained, or if it will be needed for any other part of the deceased estate.

You should use this service if you have been issued with any of the following documents:

  • Grant of Probate.
  • Letters of Administration.
  • Certificate of Confirmation (Scotland).
  • A Grant of Representation issued by a Commonwealth country/territory will also be accepted as long as it has been resealed in England by the High Court of Justice.

What do I need to do next?

Please send one of these original documents to us, along with a covering letter including:

  • full shareholder name;
  • full shareholder address and any previous addresses;
  • your name and address (informant);
  • date of death;
  • any known Shareholder Reference (usually 11 digits);
  • any known companies in which the shares were held;
  • instructions of who to make any outstanding payments to (please note that a fee may be charged for reissued payments); and
  • instructions of what the executor(s) are to do with the shares (please see ‘Step 3: Sell, Transfer, Donate’).

Please make sure the letter is signed by all executors named on the probate and return it to:

Equiniti
Aspect House
Spencer Road
Lancing
West Sussex
BN99 6DA

Original documents will be returned within five working days.