Cover Letter
A short cover letter summarizing the request, identifying the certificate or CUSIP, listing enclosed documents, and naming the requested action for the transfer agent and issuer records.
A complete packet clarifies entitlement, reduces processing delays, and creates a defensible record for issuers and transfer agents; it helps ensure legend removal requests meet corporate, regulatory, and transfer-agent requirements under ESIGN and state law.
Organizations and individuals who initiate legend removal requests should understand the stakeholders and their roles before assembling the packet.
Clear role allocation reduces back-and-forth and speeds processing with transfer agents and custodians.
A shareholder or holder signs attestations about eligibility for legend removal, provides identification, and submits proof of satisfaction of transfer conditions to the issuer or transfer agent.
The corporate secretary or authorized officer certifies corporate approvals, signs corporate resolutions, and confirms that the issuer has no objection to removing the legend when corporate criteria are met.
A short cover letter summarizing the request, identifying the certificate or CUSIP, listing enclosed documents, and naming the requested action for the transfer agent and issuer records.
A signed affidavit from the holder stating facts required for legend removal (e.g., expiration of holding period, registration, or exempt transfer), plus signature attribution details.
Board or officer certification authorizing legend removal where corporate approval is required; includes effective date and officer signature block.
Documents proving compliance with conditions: registration statements, SEC filings, release notices, broker confirmations, or legal opinions as applicable.
Notarized signature blocks and any required witness statements per issuer or state requirements to authenticate signer identity and execution.
Completed transfer-agent-specific forms, medallion guarantees (if required), and instructions for new certificate issuance or ledger update.
| Platform | PDF or DOCX template with fillable fields |
|---|---|
| Authentication | Email link, SMS code, or stronger KYC as needed |
| Conditional Fields | Show additional fields when specific checkboxes are selected |
| Bulk Send | Batch requests for multiple holders |
| Retention | Automatic archival and export settings |
Choose delivery channels and platform settings that meet legal, security, and transfer-agent preferences.
Ensure the chosen method provides an audit trail and proof of receipt acceptable to the transfer agent or issuer.
1–3 business days for document assembly
Same day to several days depending on availability
5–15 business days typical for verification
10–30 business days after approval
May be available for an additional fee
Assemble attestations, resolutions, and evidence for submission.
Signatures and notarization are collected from required parties.
Transfer agent validates documents and confirms compliance.
Agent updates ownership records and issues any replacement certificate.
| signNow | DocuSign | Adobe Sign | PandaDoc | HelloSign | |
|---|---|---|---|---|---|
| Starting Price | $8/user/mo | $15/user/mo | $14/user/mo | $19/user/mo | $15/user/mo |
| Free Trial | 7-day free trial | No | No | Yes, limited | Yes, limited |
| Bulk Send | Yes | Yes | Yes | Yes | No |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes | Yes | Yes | No | No |
| Envelope Cap | No cap | 100 envelopes/user/year | Varies | Varies | Varies |
Martin Properties used a standardized packet to replace manual submission processes and reduce rework.
Optica Ventures standardized legend removal checklists and templates across deals.