How to obtain proof of ownership for private company shares

If you hold shares in a private company and are preparing to transact, proving your ownership is a key step. If your equity is managed via Carta or Shareworks (by Morgan Stanley at Work), this guide walks you through how your holdings are verified and what you can do to generate share ownership documentation.

This guide walks you through the full experience—from selecting a company to entering your terms—so you can confidently engage with the marketplace.

Overview

Equity verification begins with the company and flows through the digital equity management platform you use. Platforms like Carta and Shareworks reflect board-approved equity issuances, store legal documents and create digital audit trails. When it's time to confirm your ownership—for a sale, tax purposes or internal record-keeping—these systems are your go-to source for accurate and legally backed information.

How shareholdings are verified

Regardless of which platform your company uses, shareholdings are verified through a consistent process:

1. Equity issued by the company

Your company initiates the issuance by entering equity data—like stock options, RSUs or common shares—directly into the equity management platform.

2. Board and legal approvals

Each issuance is tied to formal approval by the board of directors. Legal teams or outside counsel draft the supporting documentation.

3. Electronic acceptance

Once approved, you’ll receive a platform notification to view and accept the grant electronically. This includes reviewing the grant agreement and accepting digitally.

4. Audit trails and secure document storage

Actions like grant approval, acceptance and vesting are timestamped and logged in the platform. Legal documents are securely stored and can be downloaded at any time.

5. Third-party valuations

Platforms like Carta and Shareworks also facilitate 409A valuations, which determine fair market value for your equity. These may be used in audits or sales transactions as part of ownership validation.

How to confirm ownership in Carta

To verify your holdings in Carta:

• Log in to your Carta account.
• Review your grants or share certificates from your dashboard.
• Download key documents, including:
  • Grant agreements
  • Vesting schedules
  • Certificate numbers and details
• Cross-check these with any offer letters or grant documents you’ve received outside the platform.
• Contact your company’s HR, legal or finance team if you see discrepancies.

To generate a proof-of-ownership report:

1. Go to Reports and documents > Reports.
2. Locate “All investment information”.
3. Choose a date and click Export.
4. Select the columns to include or check the Columns box to select all.
5. Click Generate report.
6. Download the spreadsheet from the Downloads section near your account name

If you have trouble accessing this information, reach out to your company’s designated Carta administrator or Carta’s support team. If you seek further assistance, don’t hesitate to contact a Forge private market specialist for additional guidance.

How to confirm ownership in Shareworks

To verify your holdings in Shareworks (by Morgan Stanley at Work):

• Log in to your Shareworks account.
• Navigate to the Portfolio tab.
• Click Stock options and awards.
• Locate the relevant equity grant or shares.

You can then view:

• Grant date
• Number of shares/options
• Strike price (if applicable)
• Vesting schedule and status
• Current value (based on fair market value or most recent round)

You may also download grant agreements or export summaries for use in ownership verification. If you have trouble accessing this information, reach out to your company’s designated Shareworks administrator or Shareworks’ support team. And, if you seek further assistance, don’t hesitate to contact a Forge private market specialist for additional guidance.

Best practices for verifying equity

To ensure your documentation is accurate and complete:

• Periodically download and save your equity agreements and reports.
• Keep backup records of all correspondence and legal agreements related to your shares.
• For sales or audits, always coordinate with your company’s legal or finance team to ensure your documents meet compliance requirements.
• If you’re working with a Forge private market specialist, we can help guide you through these steps as part of your transaction prep.

Still have questions?

If you're unsure about your share ownership status or need help preparing documentation for a sale, Forge is here to assist. Contact our support team to connect with a Forge private market specialist to ensure you're ready for your next move.