How to create a share register
Creating and maintaining an accurate share register is vital for any company. Whether you're managing shareholder details for compliance or tracking ownership, this register is a key document. But how do you properly set one up? This article explains the basics, outlines legal requirements, and shows you how to build a complete share register with real examples and screenshots.
Estimated Reading Time: 1 minute 30 seconds
A share register is an official record of a company’s shareholders, including their personal details and the number of shares they own. It helps companies track ownership, comply with regulations, and manage shareholder communications effectively.
The key legal requirements regarding share registers under the Companies Act, 71of 2008 include:
Section 24(3)(c): A company must maintain a share register containing the names, addresses, and details of shareholders, along with the number and class of shares held by each shareholder.
Section 33(3): The company must allow proper access to the share register to ensure transparency and allow stakeholders to verify shareholder information.
Section 50(3): Certificates must be signed by two authorised representatives within the company. This can be the directors or director and a manager. Both individuals must be duly authorised by the company to sign the share certificate. The signatures are an indication that the information on the certificate has been verified and is accurate according to the company's records.
Section 51(1): When shares are issued, the company must enter the details into its securities register and issue a share certificate within 20 business days.
Section 56: Share transfers must be recorded in the share register, with the transfer reflecting the updated ownership information.
Section 57: Shareholders are entitled to receive share certificates for their holdings, and their details must be accurately recorded in the share register.
Additional compliance might apply based on the company's size, structure, or specific regulations, but these are the core legal sections related to share registers and share certificates.
Step 1: Collect all the necessary details, including ID numbers, full names, addresses, and the share history.
Step 2: Ensure that share details are well-structured, making it easy for anyone reviewing the register to follow the transaction flow. Keep the information transparent and clear, meeting auditing requirements while remaining easy to understand.
Step 3: Regularly update the register and relevant regulatory bodies whenever there are changes in ownership or share structure.
Jane Doe, director and founder of The InfoDocs Demo Company, initially held 100% of the company’s ordinary shares. To bring in a partner and support the company’s growth, she transferred 50% of the issued shares to John Smith on 6 April 2025, issuing share certificate #2 in his name and generating a balance certificate (#3) for her remaining 50%.
To reflect the new share transfer, Jane updated her share register to document the change and include John Smith as a shareholder. The following examples can be used as a guide when creating or reviewing your own share register.
This register shows all current shareholders, the number and class of shares they hold, and their percentage ownership. This is the primary view for tracking who owns what.
Breaks down individual share movements per shareholder over time, providing a transaction-level history of holdings and is useful for audits or dispute resolution.
Reflects the true underlying natural persons who ultimately control or benefit from shares, even if held through intermediaries. Required for compliance with CIPC Beneficial Ownership submissions.
Outlines the different classes of shares (e.g. Ordinary, Preference), their associated rights (voting, dividends), and how many shares of each class have been issued.
Records all share issuances, including the date of allotment, recipient, number of shares and share class.
Records every transfer of shares between shareholders, including the date, quantity, and value of each transaction. Essential for tracking historical ownership and validating changes in control.
Shows issued share certificates and their statuses. Important for both internal controls and issuing replacement certificates.
Documents structural changes like share splits, conversions, or new classes. Keeps a historical view of your capital evolution.
InfoDocs simplifies the process of maintaining a share register. Our platform allows you to easily manage shareholder details, track share transfers, and ensure compliance with CIPC and other legal requirements.
Get started with InfoDocs today.
Estimated Reading Time: 1 minute 30 seconds
What is a Share Register?
A share register is an official record of a company’s shareholders, including their personal details and the number of shares they own. It helps companies track ownership, comply with regulations, and manage shareholder communications effectively.
Legal Requirements
The key legal requirements regarding share registers under the Companies Act, 71of 2008 include:
Section 24(3)(c): A company must maintain a share register containing the names, addresses, and details of shareholders, along with the number and class of shares held by each shareholder.
Section 33(3): The company must allow proper access to the share register to ensure transparency and allow stakeholders to verify shareholder information.
Section 50(3): Certificates must be signed by two authorised representatives within the company. This can be the directors or director and a manager. Both individuals must be duly authorised by the company to sign the share certificate. The signatures are an indication that the information on the certificate has been verified and is accurate according to the company's records.
Section 51(1): When shares are issued, the company must enter the details into its securities register and issue a share certificate within 20 business days.
Section 56: Share transfers must be recorded in the share register, with the transfer reflecting the updated ownership information.
Section 57: Shareholders are entitled to receive share certificates for their holdings, and their details must be accurately recorded in the share register.
Additional compliance might apply based on the company's size, structure, or specific regulations, but these are the core legal sections related to share registers and share certificates.
Tips for Creating a Share Register
Step 1: Collect all the necessary details, including ID numbers, full names, addresses, and the share history.
Step 2: Ensure that share details are well-structured, making it easy for anyone reviewing the register to follow the transaction flow. Keep the information transparent and clear, meeting auditing requirements while remaining easy to understand.
Step 3: Regularly update the register and relevant regulatory bodies whenever there are changes in ownership or share structure.
Practical Example: The InfoDocs Demo Company’s Share Register
Jane Doe, director and founder of The InfoDocs Demo Company, initially held 100% of the company’s ordinary shares. To bring in a partner and support the company’s growth, she transferred 50% of the issued shares to John Smith on 6 April 2025, issuing share certificate #2 in his name and generating a balance certificate (#3) for her remaining 50%.
To reflect the new share transfer, Jane updated her share register to document the change and include John Smith as a shareholder. The following examples can be used as a guide when creating or reviewing your own share register.
Register of Shareholders
This register shows all current shareholders, the number and class of shares they hold, and their percentage ownership. This is the primary view for tracking who owns what.
Register of Share Member Accounts
Breaks down individual share movements per shareholder over time, providing a transaction-level history of holdings and is useful for audits or dispute resolution.
Register of Beneficial Ownership
Reflects the true underlying natural persons who ultimately control or benefit from shares, even if held through intermediaries. Required for compliance with CIPC Beneficial Ownership submissions.
Register of Share Classes
Outlines the different classes of shares (e.g. Ordinary, Preference), their associated rights (voting, dividends), and how many shares of each class have been issued.
Register of Share Allotments
Records all share issuances, including the date of allotment, recipient, number of shares and share class.
Register of Share Transfers
Records every transfer of shares between shareholders, including the date, quantity, and value of each transaction. Essential for tracking historical ownership and validating changes in control.
Register of Share Certificates
Shows issued share certificates and their statuses. Important for both internal controls and issuing replacement certificates.
Register of Capital Reorganisation
Documents structural changes like share splits, conversions, or new classes. Keeps a historical view of your capital evolution.
How InfoDocs helps
InfoDocs simplifies the process of maintaining a share register. Our platform allows you to easily manage shareholder details, track share transfers, and ensure compliance with CIPC and other legal requirements.
Get started with InfoDocs today.
Updated on: 25/04/2025
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