Stock Transfer Services
Columbia Stock Transfer Company’s services include receipt of stock certificates presented for transfer, review of endorsements, check signature guarantees, cancellation of the old certificates and issuance of new certificates as instructed.
We cancel and issue new stock certificates within 24 hours on routine items.
All transfer transactions are logged, audited for completeness and compliance, and processed according to SEC Rules and Regulations. Shareholder records are updated immediately through Columbia’s software system. Cancelled certificates are stored with the transfer documentation. Transfer reports are generated and also stored with the transfer documentation. New certificates issued in the transfer are sent by insured carrier (US Mail, UPS or Federal Express).
Warrant certificates are handled in the same careful and precise manner as Common Share certificates.
During the “exercise” period, we are prepared to receive the properly executed Warrant certificates for exchange to Common share certificates.
Examine and review the required documents for “Rule 144” transactions, obtain Company approval of these transactions before new certificates are issued
Review documents for estate or other legal transfers.
Columbia Stock Transfer Company is protected with a sprinkler system, fireproof safes and is within a mile from the local fire department.
All shareholder records are strictly confidential, and are available only to those persons designated by each of our clients.
Unissued stock certificates are kept secure and carefully monitored in our locked fireproof safe.
Back-up computer disks are stored away from our office in a secure location to guarantee the safety of your shareholders information. In addition, a hard copy is maintained in our office to prevent any changes or alteration.
Lost or stolen certificate records are maintained for every stock issuance within Columbia’s software system. Stop Transfers are applied to these certificates (under company directive) and, if presented for transfer, proper notification is sent immediately to appropriate parties (Company, Broker, DTC, or others).
Process “stop transfer” orders on lost or stolen securities. Maintain the file and follow through to conclusion, replacement or recovery. File all forms with the Securities Information Center. In most cases help with obtaining the required bond for replacement.
Shareholder Record Maintenance
Shareholders’ verbal inquiries, as well as written, e-mailed, or faxed correspondences, are handled in a timely fashion. Depending on the inquiry, processes will be explained and, if appropriate, information on obtaining required forms for transfer processing will be provided. All correspondence related to specific transfers are logged and replied to within 24-72 hours (as required by the SEC).
We will update shareholders addresses, and search for lost shareholders as required in Rule 17AD-2.
We will be happy to arrange for the printing of all shareholder communications.
We print stock certificates in our own office and will assist you with the ordering of your stock certificates.
Want a custom certificate? We can arrange to add custom logos or colorful fonts to your certificates.
Columbia provides a comprehensive reporting system to supply customers with the information they need to know when they need to know it. Printed reports can be provided either by e-mail, fax or mail – or, a company can access reports on Columbia’s website with a secure login name and password.
We offer shareholders reports, transfer reports, issuance logs, and mailing labels.
Columbia provides full stock split processing for either forward or reverse splits (by certificate). This includes the option to round up or down on each fractional share.
You know that frequent communication with your shareholders and the brokerage community is vital to maintain confidence in your company. Columbia Stock Transfer Company can be that critical link to your shareholders and the brokers. To make sure the word gets out; we will mail shareholder letters, press releases, special meeting notices, proxy statements, annual reports, and any other significant shareholder information.
We will provide the labels, arrange for the printing, fold, stuff and will apply the postage. We will then deposit all items directly to the post office. We will provide an affidavit of mailing upon request. Should it be necessary, we will have your mailing out within 24 hours.
We can handle the broker search, printing, mailing, and proxy tabulations for all your annual and special shareholder meetings.