Maharashtra Board Class 11 Secretarial Practice Chapter 1 Secretary Solutions

Select the Correct Answer from the Options Given Below and Rewrite the Statements

 

Question 1. The word Secretary is derived from the Latin word ____________ which means a confidential writer.
(a) Amatya
(b) Scribae
(c) Secretarius
Answer: (c) Secretarius
In simple words: The English word "Secretary" comes from the Latin word "Secretarius", which refers to someone who keeps secrets and writes confidential letters.

🎯 Exam Tip: Remember the origins of the word: 'Secretarius' is Latin, 'Scribae' is also Latin but means a professional writer, and 'Amatya' is the ancient Indian term. Knowing these distinctions helps you answer matching or fill-in-the-blank questions easily.

Question 2. Only ____________ can be appointed as a Secretary.
(a) an Individual
(b) a Partnership firm
(c) a Joint-stock company
Answer: (a) an Individual
In simple words: Only a living, individual person can be appointed as a secretary, not a business or an organization.

🎯 Exam Tip: Remember that a secretary must be a natural person (an individual) because the role requires personal qualities, trust, and qualifications that a firm or company cannot possess.

 

Question 3. A Secretary is a custodian of ____________ information.
(a) confidential
(b) individual
(c) investigative
Answer: (a) confidential
In simple words: A secretary is trusted to keep important and private secrets of the organization safe.

🎯 Exam Tip: The word "custodian" means protector or keeper, and "confidential" means secret. A secretary is always trusted with highly private organizational plans.

 

Question 4. The Secretary of a Joint-stock company should be a member of ____________
(a) IPS
(b) ICSI
(c) IAS
Answer: (b) ICSI
In simple words: To work as a secretary for a large company, a person must be a qualified member of the Institute of Company Secretaries of India (ICSI).

🎯 Exam Tip: ICSI stands for Institute of Company Secretaries of India. This is a mandatory legal qualification for company secretaries under the Companies Act.

 

Question 5. ____________ is the oldest type of Secretary.
(a) Company Secretary
(b) Personal Secretary
(c) Secretary of Government Department
Answer: (b) Personal Secretary
In simple words: Long ago, busy and important people hired personal assistants to write letters and manage their work, which is the oldest form of a secretary.

🎯 Exam Tip: Historically, kings, emperors, and busy individuals hired personal secretaries (originally called 'secretarius' in Latin) long before modern companies or government departments existed.

 

Question 6. The main objective of a co-operative society is to ____________ the interest of its members.
(a) neglect
(b) takeover
(c) protect
Answer: (c) protect
In simple words: A co-operative society is formed by people working together to help and protect each other's financial and social interests.

🎯 Exam Tip: Remember that co-operative societies are formed for mutual help, so their primary goal is always to protect and support their members.

 

Question 7. Secretary of Government department must be a member of the ____________
(a) ICSI
(b) IAS
(c) ICWA
Answer: (b) IAS
In simple words: A government secretary is a high-ranking officer who must belong to the Indian Administrative Service (IAS).

🎯 Exam Tip: Do not confuse corporate secretaries (who need ICSI qualification) with government department secretaries, who must be IAS officers.

 

Question 8. ____________ means correctness in doing a work.
(a) Accuracy
(b) Loyalty
(c) Courteous
Answer: (a) Accuracy
In simple words: Accuracy means doing your work correctly without making any mistakes.

🎯 Exam Tip: Think of "accuracy" as hitting the bullseye—it is all about being precise and error-free in your tasks.

 

1B. Match the Pairs.

 

Question 1. Match the pairs:

Group 'A'	Group 'B'
(a) Amatya	(1) Government department
(b) Ministry of Finance	(2) Paid employee
(c) Personal Secretary	(3) Appointed by busy persons

Answer:
(a) Amatya — (2) Paid employee
(b) Ministry of Finance — (1) Government department
(c) Personal Secretary — (3) Appointed by busy persons
In simple words: Amatya was an ancient term for a secretary who was a paid employee. Government departments like the Ministry of Finance have secretaries, and busy individuals hire personal secretaries to manage their daily work.

🎯 Exam Tip: When matching pairs, write the complete correct pairs side-by-side in your answer sheet to make it easy for the examiner to grade.

 

Question. Match the pairs:

Group 'A'	Group 'B'
(a) Amatya	(1) Government department
(b) Ministry of Finance	(2) Paid employee
(c) Personal Secretary	(3) Appointed by busy persons
(d) Loyalty	(4) Roman Empire
(e) Financial duties	(5) Maintenance of books of accounts
(f) Secretary	(6) Faithfulness
	(7) Reveals information
	(8) Appointed by Co-operative societies
	(9) Ancient Indian history
	(10) Correspondence
	(11) Free service
	(12) Joint Stock company

Answer:

Group 'A'	Group 'B'
(a) Amatya	(9) Ancient Indian history
(b) Ministry of Finance	(1) Government department
(c) Personal Secretary	(3) Appointed by busy persons
(d) Loyalty	(6) Faithfulness
(e) Financial duties	(5) Maintenance of books of accounts
(f) Secretary	(2) Paid employee

In simple words: This matching exercise connects administrative and secretarial terms with their correct meanings and historical contexts.

🎯 Exam Tip: Double-check each match to ensure that historical terms like Amatya are correctly linked to ancient Indian history, and functional roles like Secretary are linked to paid employment.

Write a Word or a Term or a Phrase That Can Substitute Each of the Following Statements

 

Question 1. The term was used in the Roman empire was for a person who was a professional letter writer.
Answer: Scribae. This term historically referred to professional scribes or copyists in ancient Rome who performed key secretarial duties.
In simple words: In ancient Rome, a professional writer who wrote letters and kept records for others was called a Scribae.

🎯 Exam Tip: Remember the spelling 'Scribae' carefully, as historical terms are often asked in one-word substitute questions.

 

Question 2. The sports club is an example of this type of organization.
Answer: Non-profit association. These organizations focus on providing services to their members rather than earning profits.
In simple words: A sports club is a non-profit association because its main goal is to help people play sports, not to make money.

🎯 Exam Tip: Remember that sports clubs, cultural clubs, and charity groups are classic examples of non-profit associations.

 

Question 3. A Secretary appointed by an individual.
Answer: Personal Secretary. Busy professionals like doctors, lawyers, and politicians often hire them to manage daily schedules.
In simple words: A personal secretary is hired by one single person to help them organize their work and daily tasks.

🎯 Exam Tip: Clearly distinguish between a personal secretary and an institutional secretary based on who appoints them.

 

Question 4. The quality that a Secretary should possess is to be faithful to his organization.
Answer: Loyalty. This quality ensures that the secretary maintains strict confidentiality regarding all sensitive organizational matters.
In simple words: Loyalty means being faithful and honest to the organization, keeping its secrets safe.

🎯 Exam Tip: Loyalty is a key personal quality of a secretary; make sure to highlight confidentiality when explaining it.

 

Question 5. The Latin word for a Secretary.
Answer: Secretarius. Historically, this term referred to a person who worked for prominent individuals and kept confidential records.
In simple words: The word secretary comes from the Latin word "Secretarius", which means someone who keeps secrets.

🎯 Exam Tip: Memorize the spelling of "Secretarius" as it is a very common one-mark question in exams.

 

Question 6. The Company Secretary must be a member of this organization.
Answer: ICSI (Institute of Company Secretaries of India). This professional body regulates and develops the profession of company secretaries in India.
In simple words: To work as a company secretary in India, a person must be registered with a special professional group called ICSI.

🎯 Exam Tip: Always write the full form of ICSI along with the abbreviation to secure full marks.

 

Question 7. The Secretary of a Co-operative organization in Maharashtra must have knowledge of this Act.
Answer: Maharashtra State Co-operative Societies Act, 1960. This legal framework governs the registration, administration, and functioning of all co-operative societies in the state.
In simple words: The secretary of a co-operative society in Maharashtra must know the rules of the Maharashtra State Co-operative Societies Act of 1960.

🎯 Exam Tip: Do not forget to mention the year "1960" when writing the name of this Act.

 

Question 8. An association that aims to protect the interest of its members.
Answer: Co-operative society. These societies are formed voluntarily by people who share common economic or social needs.
In simple words: A co-operative society is a group formed by people who work together to help and protect each other's interests.

🎯 Exam Tip: The primary motive of a co-operative society is mutual help and service, not profit maximization.

1D. State Whether the Following Statements are True or False.

 

Question 1. A Secretary is responsible only for typing letters.
Answer: False. A secretary performs a wide variety of administrative tasks beyond just typing correspondence to ensure the office runs efficiently.
In simple words: A secretary does many different jobs like answering phones, organizing files, and scheduling meetings, not just typing letters.

🎯 Exam Tip: Remember that the role of a secretary is multi-functional and covers diverse administrative duties, so statements limiting their work to a single task are usually false.

 

Question 2. The Secretary of a Government department is the oldest type of Secretary.
Answer: False. Personal secretaries are historically considered the oldest type of secretary. Government department secretaries emerged much later as state administrative systems evolved.
In simple words: Personal secretaries who worked for individuals existed long before governments created official secretary positions.

🎯 Exam Tip: Keep in mind the historical evolution of the secretarial profession, where personal assistants came first.

 

Question 3. The Secretary should remain confidential about his organization.
Answer: True. Maintaining confidentiality is a core duty of a secretary to protect sensitive organizational information. This helps build trust and safeguards business secrets.
In simple words: A secretary must keep the company's private information safe and secret from outsiders.

🎯 Exam Tip: Confidentiality is a key quality of a secretary; always highlight its importance in maintaining organizational trust.

 

Question 4. A Secretary also looks after routine and administrative duties.
Answer: True. Routine and administrative duties form the backbone of a secretary's daily responsibilities. These tasks ensure the smooth functioning of the entire office.
In simple words: A secretary handles everyday office tasks like managing schedules and paperwork to keep things running smoothly.

🎯 Exam Tip: Administrative and routine tasks are fundamental to a secretary's job description, so this statement is always true.

 

Question 5. A Secretary is a paid employee.
Answer: True. A secretary is a professional who receives a regular salary or wages for their services. They are legally employed by an individual or an organization.
In simple words: A secretary is a professional worker who gets paid a salary for doing their job.

🎯 Exam Tip: Since a secretary is an employee of an organization, they are always compensated with a salary.

 

Question 6. Chitnis is a term used in the ancient Roman period.
Answer: False. Chitnis is a historical Indian term used for secretaries, particularly during the Maratha empire. The ancient Roman term for a scribe or secretary was 'Scribae'.
In simple words: 'Chitnis' is an Indian word used in history, not a Roman one.

🎯 Exam Tip: Learn the historical terms for secretaries across different cultures, such as 'Scribae' for Roman and 'Chitnis' for Indian history.

 

Question 7. A Secretary need not have knowledge of computers.
Answer: False. In the modern digital era, computer literacy is absolutely essential for a secretary to perform daily tasks efficiently. Most office communication and record-keeping are now done digitally.
In simple words: Today, secretaries must know how to use computers because almost all office work is done on them.

🎯 Exam Tip: Modern secretarial roles require technological skills, making computer knowledge a mandatory qualification.

Question 8. Cultural Association is an example of a Government department.
Answer: False. A cultural association is typically a non-profit organization formed by individuals to promote cultural activities, rather than a government department.
In simple words: A cultural association is run by private individuals for cultural activities, not by the government.

🎯 Exam Tip: Remember that government departments are fully owned and controlled by the state, unlike private cultural clubs.

 

1E. Find the odd one.

 

Question 1. Secretarius, Scribae, ICSI, Chitnis
Answer: ICSI. While Secretarius, Scribae, and Chitnis are historical terms used for secretaries, ICSI is a modern professional institute.
In simple words: ICSI is an institute for company secretaries today, while the other three are ancient names for a secretary.

🎯 Exam Tip: Identify the odd one out by grouping the other three terms under a single historical category.

 

Question 2. Leadership, IAS, Tactfulness
Answer: IAS. Leadership and tactfulness are personal qualities required by a secretary, whereas IAS is a civil service qualification.
In simple words: IAS is a professional qualification, while leadership and tactfulness are personal skills.

🎯 Exam Tip: Differentiate clearly between personal qualities (skills) and professional qualifications when solving odd-one-out questions.

 

1F. Complete the sentences.

 

Question 1. In Latin language, a confidential writer was called as ____________
Answer: Secretarius. In ancient Rome, this term was specifically used for a person who handled confidential correspondence for their employer.
In simple words: In ancient Latin, a person who wrote secret letters for someone else was called a Secretarius.

🎯 Exam Tip: Pay close attention to historical terms and their language of origin, as these are frequently asked in fill-in-the-blank questions.

 

Question 2. The oldest type of Secretary is ____________ secretary.
Answer: Personal Secretary/Personal Assistant. This type of secretary has existed since ancient times to assist busy individuals with their daily work.
In simple words: A personal secretary is the oldest kind of secretary, hired by individuals to help them with their private work.

🎯 Exam Tip: Write both 'Personal Secretary' and 'Personal Assistant' if you want to show a comprehensive understanding of the term.

 

Question 3. A company secretary must be a member of ____________
Answer: ICSI (Institute of Company Secretaries of India). Membership in this professional body is a mandatory legal requirement to practice as a company secretary in India.
In simple words: To work as a company secretary in India, a person must legally be a registered member of the ICSI.

🎯 Exam Tip: Always write the full form of ICSI along with the abbreviation to secure maximum marks.

 

1G. Select the correct option from the bracket.

Question 1. Match the pairs from Group 'A' and Group 'B':

Group 'A'	Group 'B'
(1) …………………	Personal Secretary
(2) Secretary of Government Department	………………………….
(3) ICSI	………………………….
(4) …………………	Scribae
(5) Custodian of secret	…………………….

Options: (IAS, Appointed by busy individuals, Secretary, Roman Empire, Company Secretary)
Answer:

Group 'A'	Group 'B'
(1) Appointed by busy individuals	Personal Secretary
(2) Secretary of Government Department	IAS
(3) ICSI	Company Secretary
(4) Roman Empire	Scribae
(5) Custodian of secret	Secretary

In simple words: This matching exercise helps connect key terms related to secretaries with their correct definitions or origins, such as linking the ancient Roman term 'Scribae' to its historical context.

🎯 Exam Tip: Double-check each pair by process of elimination to ensure all terms match their correct historical or modern definitions.

 

1H. Answer in One Sentence.

 

Question 1. Who can appoint a personal secretary?
Answer: A personal secretary can be appointed by busy individuals, such as doctors, lawyers, engineers, chartered accountants, actors, politicians, leaders, and ministers. These professionals require assistance to manage their daily schedules and correspondence efficiently.
In simple words: Busy professionals like doctors, lawyers, and politicians hire personal secretaries to help them manage their daily work and schedules.

🎯 Exam Tip: Mention at least three to four examples of professionals (like doctors, lawyers, or politicians) who can appoint a personal secretary to secure full marks.

 

Question 2. Which company should appoint a full-time company secretary?
Answer: According to the Companies Act 2013, every listed company and every other public company having a paid-up share capital of Rs. 10 crore or more must appoint a full-time company secretary. This statutory requirement ensures that large corporations maintain high standards of legal compliance.
In simple words: Any company listed on the stock exchange, or any public company with a paid-up capital of Rs. 10 crore or more, must hire a full-time company secretary by law.

🎯 Exam Tip: Remember the key limit of 'Rs. 10 crore or more' and specify 'listed company' as these are the exact terms examiners look for.

 

Question 3. A Cultural Club is an example of which type of organization?
Answer: A Cultural Club is an example of a Non-profit association. These organizations are formed to promote cultural, sports, or social activities rather than to earn profits.
In simple words: A cultural club is not run to make money. Instead, its main goal is to bring people together for fun and community activities.

🎯 Exam Tip: Remember that organizations like clubs, libraries, and sports academies fall under non-profit associations because their main goal is service, not profit.

 

Question 4. The knowledge of which Act is a must for a secretary of Co-operative Society?
Answer: A secretary of a co-operative society should have a good knowledge of the Co-operative Societies Act. This legal understanding helps the secretary guide the management committee in daily operations and compliance.
In simple words: The secretary of a co-operative society needs to know the Co-operative Societies Act. This law tells them how to run the society correctly and legally.

🎯 Exam Tip: Always mention the specific Act name clearly in your answer, as examiners look for the exact legal term "Co-operative Societies Act".

 

Correct the Underlined Word and Rewrite the Following Sentences

 

Question 1. Personal Secretary is appointed by a Joint Stock Company.
Answer: Personal Secretary is appointed by a busy individual. Busy professionals like doctors, lawyers, and businessmen hire them to manage their daily schedules.
In simple words: A personal secretary works for a single busy person, not for a big company. They help organize that person's daily work.

🎯 Exam Tip: When rewriting the sentence, make sure to underline or highlight the corrected word so the examiner can easily spot your answer.

 

Question 2. Busy individuals appoint Company Secretary.
Answer: Busy individuals appoint Personal Secretary. This helps them delegate routine administrative tasks and focus on their core professional duties.
In simple words: Busy people hire a personal secretary to handle their phone calls, emails, and meetings.

🎯 Exam Tip: Do not just write the corrected word; always rewrite the entire sentence as instructed in the question heading.

 

Question 3. The Secretary of a Government Department must be a member of ICSI.
Answer: The Secretary of a Government Department must be a member of IAS. This administrative service qualification ensures they have the necessary training to manage public administration.
In simple words: A government department secretary must belong to the Indian Administrative Service (IAS). This ensures they know how to run government offices.

🎯 Exam Tip: Remember the distinction: a Company Secretary needs ICSI membership, whereas a Government Secretary needs to be an IAS officer.

 

Question 4. The term Chitnis was used in Roman Empire.
Answer: The term Chitnis was used in Ancient Indian history. It was a designation given to writers or secretaries who handled official correspondence for rulers.
In simple words: In olden times in India, a secretary or scribe was called a Chitnis. It is an ancient Indian term, not a Roman one.

🎯 Exam Tip: Be precise with historical terms; "Chitnis" is specifically associated with Maratha administration and ancient Indian history.

Explain the Following Terms/Concepts

 

Question 1. Secretary
Answer: An individual employed to handle general administration, office management, correspondence, and confidential information of an organization. They act as a vital link between the management and external parties.
In simple words: A secretary is a person hired to manage office work, handle letters, and keep important business secrets safe.

🎯 Exam Tip: Define the term clearly by highlighting key duties like administration and handling confidential information to secure full marks.

 

Question 2. Confidential officer
Answer: Secretary is entrusted with the secret and confidential information of his employer and of the business itself. Therefore, they must maintain absolute secrecy and never leak any sensitive data.
In simple words: A confidential officer is someone who is trusted with highly private and secret information about a business and its owner.

🎯 Exam Tip: Emphasize the words 'trust' and 'secrecy' when explaining the role of a confidential officer.

 

Question 3. Compliance officer
Answer: A secretary must stick to or comply with various sets and its provisions that are applicable to the business like maintaining books, filing returns, etc. This ensures that the organization operates within the legal framework at all times.
In simple words: A compliance officer makes sure that the company follows all the laws, rules, and government regulations.

🎯 Exam Tip: Mention legal duties like filing returns and maintaining books of accounts as key examples of compliance.

 

Question 4. Tactfulness
Answer: An ability of a person to handle a situation in the right manner. Secretary must handle the different situations and people in a sensible way to avoid conflicts.
In simple words: Tactfulness means knowing what to say and do in difficult situations without upsetting or offending anyone.

🎯 Exam Tip: Explain tactfulness as the art of dealing with people and difficult situations smoothly and politely.

 

Question 5. Loyalty
Answer: Loyalty means faithfulness. As a confidential officer, a secretary should not share secret matters with anyone. They must always protect the interests of their organization.
In simple words: Loyalty means being faithful and honest to your employer, keeping their secrets safe under all circumstances.

🎯 Exam Tip: Connect loyalty directly with the duty of maintaining confidentiality to show a deeper understanding.

 

Study the Following Case/Situation and Express Your Opinion

 

1. Rajiv and Sanjiv have applied for the post of Company Secretary at Pharma India Pvt. Ltd. Rajiv has experience of 10 years as a Personal Secretary. He later worked as a Secretary at Venus Co-operative Bank for 2 years. Sanjiv has passed his CS...

...examination and is a member of ICSI. He has no working experience. Rajiv is only a commerce graduate.

 

Question (a). Who is better suited for the above post? Justify your answer.
Answer: Sanjiv is suited for the post as he has passed his CS exams and is a member of ICSI which is the basic qualification for a company secretary according to the Companies Act, 2013. This qualification ensures that the secretary is well-versed in corporate laws and governance.
In simple words: Sanjiv is the right choice because he has the official qualification and membership required by law to be a company secretary.

🎯 Exam Tip: Always mention the specific Act (Companies Act, 2013) and the professional body (ICSI) to score full marks in qualification-related questions.

 

Question (b). Can Rajiv be selected as a Personal Assistant for one of the Directors?
Answer: Yes, Rajiv has experience of 10 years as a personal secretary, hence he can be able to assist the director. His extensive past experience makes him highly capable of managing daily administrative tasks for executive roles.
In simple words: Yes, Rajiv can be a personal assistant because he already has 10 years of experience doing similar secretarial work.

🎯 Exam Tip: Clearly distinguish between a Personal Secretary (who needs experience/skills) and a Company Secretary (who needs professional qualifications).

 

Question (c). Can Rajiv be appointed as Secretary to Pharma India Pvt Ltd.?
Answer: No, Pharma India Pvt. Ltd. is a private company that can appoint a Company Secretary for its work. Rajiv has experience as a personal secretary so he cannot be appointed as a secretary to Pharma India Pvt. Ltd. A key distinction lies in the legal requirements of a corporate secretary versus a personal assistant.
In simple words: No, because a company secretary needs professional qualifications like passing the CS exams, which Rajiv does not have.

🎯 Exam Tip: Remember that even private companies require a qualified Company Secretary if they meet certain capital thresholds, and personal secretarial experience is not a substitute for CS qualification.

 

2. Harshada has cleared her CS examination and intends to make her career as a Secretary at the Government department.

 

Question (a). Can she apply for the post of Secretary at Government Department?
Answer: No, a secretary of the Government department must have a clear Civil Services Examination and must be in Indian Administrative Services. These administrative roles require passing highly competitive national exams rather than just corporate secretarial qualifications.
In simple words: No, because government secretaries must pass the Civil Services Exam and belong to the IAS, not just have a CS degree.

🎯 Exam Tip: State clearly that IAS (Indian Administrative Service) is the mandatory qualification for becoming a secretary in a government department.

 

Question (b). Can she be appointed as the Secretary of ABC Ltd.?
Answer: Yes, she can be appointed as the Secretary of ABC Ltd. since she has cleared her CS examination, which is the primary qualification required for a company secretary in a public or private limited company. This qualification makes her fully eligible under the Companies Act to handle corporate secretarial duties.
In simple words: Yes, she can work as a secretary for ABC Ltd. because she has passed her CS exams, which is exactly what companies look for.

🎯 Exam Tip: Emphasize that clearing the CS exam makes a candidate eligible to work as a secretary in any joint-stock company like ABC Ltd.

Question (c). As a Company Secretary will Harshada be considered as an employee?
Answer: Yes, a company secretary is a full-time employee and gets a salary as determined by the Board of Directors, making them an integral part of the internal management structure.
In simple words: Yes, a company secretary works full-time for the company and receives a regular salary, just like other employees.

🎯 Exam Tip: Always mention that a Company Secretary is a full-time employee appointed by the Board of Directors to secure full marks.

 

Distinguish Between the Following

 

Question 1. Personal Secretary and Company Secretary
Answer: The comparison between a Personal Secretary and a Company Secretary highlights their distinct roles, qualifications, and legal standings within an organization.

Basis	Personal Secretary	Company Secretary
1. Meaning	An individual appointed by a busy person to assist him.	An individual appointed by the Board of directors to carry out various duties in a Joint Stock Company.
2. Appointment	Personal Secretary is appointed by a busy person or professionals.	Company Secretary is appointed by the Board of Directors.
3. Qualification	There is no prescribed qualification for a personal secretary.	The company secretary must be a member of ICSI.
4. Legal Status	A personal secretary has no legal status.	The company secretary possesses legal status.
5. Powers	The personal secretary has limited powers as given by the employer.	The company secretary has statutory and managerial powers.
6. Purpose	To assist a busy person in his day-to-day work.	To assist the Board of directors in taking decisions and executive functions.

In simple words: A personal secretary helps an individual with daily tasks and needs no special qualifications, while a company secretary is a highly qualified professional appointed by directors to handle legal and managerial duties for a whole company.

🎯 Exam Tip: When writing distinction tables, always include the 'Basis of Distinction' column as it helps you organize your points and scores higher marks.

 

Question 2. Secretary of Co-operative Society and Secretary of Government Department
Answer: The following table highlights the key differences between a Secretary of a Co-operative Society and a Secretary of a Government Department across various operational parameters.

Basis	Secretary of Co-operative Society	Secretary of Government Department
1. Meaning	Secretary of Co-operative Society is one of the members of the managing committee appointed to carry out the working of the society.	An officer who works under the guidance of the minister or the department.
2. Appointment	He is appointed by the managing committee.	He is appointed by the State or Central government.
3. Qualification	There is no prescribed qualification.	He must have passed an IAS exam.
4. Position	The secretary is a member of society.	The secretary is the administrative head of his department.
5. Purpose	He has to protect the interest of his members.	He has to carry out administrative work under the control of the minister.
6. Remuneration	He is a member of the managing committee and gets an honorarium.	He gets salary and perks as per the Government rules.

In simple words: A co-operative society secretary is chosen by the society's members to help run their local group, while a government department secretary is a highly qualified IAS officer appointed by the government to manage a whole department.

🎯 Exam Tip: Memorize at least four distinct bases of comparison, such as qualification and appointment, to secure full marks in distinction questions.

 

Question 3. Company Secretary and Secretary of a Government Department
Answer: Both roles carry immense administrative responsibility but operate under entirely different legal frameworks.

Basis	Company Secretary	Secretary of Government Department
1. Meaning	A key managerial person appointed to handle administrative and legal compliance of a company.	An officer who works under the guidance of the minister or the department.
2. Appointment	He is appointed by the Board of Directors of the company.	He is appointed by the State or Central government.
3. Qualification	He must be a member of the Institute of Company Secretaries of India (ICSI).	He must have passed the IAS exam and be an IAS officer.
4. Position	He holds a key managerial position as an officer of the company.	He is the administrative head of his department.
5. Purpose	He has to ensure compliance with company laws and protect shareholders' interests.	He has to carry out administrative work under the control of the minister.

In simple words: A company secretary looks after the legal and administrative work of a company, whereas a government secretary is an IAS officer who runs a government department under a minister.

🎯 Exam Tip: Always highlight the professional qualifications (ICSI vs. IAS) as they are crucial distinguishing factors that examiners look for.

 

Question 3. Distinguish between Company Secretary and Secretary of Government Department.
Answer:

Basis	Company Secretary	Secretary of Government Department
1. Meaning	Secretary appointed by the Board of Directors to carry out statutory and managerial duties.	Secretary appointed by State or Central government to handle the work of different government departments.
2. Qualification	He must be a member of ICSI.	He must have passed an IAS exam.
3. Appointment	He is appointed by the Board of directors.	He is appointed by the Central or State government.
4. Powers	He has administrative and managerial powers.	He has statutory powers as per the ministry.
5. Purpose	He has to assist the Board of directors in taking decisions.	He has to assist the ministers in carrying out administrative work.
6. Remuneration	He is paid a salary as decided by the Board of Directors.	He is paid salary and perks as per government rules.

In simple words: A Company Secretary works for a private or public company's board, while a Government Secretary is an IAS officer working for a government department.

🎯 Exam Tip: Clearly state the qualification for both secretaries, as ICSI and IAS are key terms that examiners look for to award full marks.

 

Question 4. Distinguish between Secretary of Non-profit Association and Secretary of Co-operative Society.
Answer:

Basis	Secretary of Non-profit Association	Secretary of Co-operative Society
1. Meaning	A person appointed to look after the working of the association.	Secretary is one of the members of the managing committee appointed to look after the working of the society.
2. Appointment	Secretary is appointed by the managing committee of the	Secretary is appointed by the managing committee of the

In simple words: A non-profit secretary manages the daily activities of an association, whereas a co-operative society secretary is usually a member of the managing committee elected to handle society affairs.

🎯 Exam Tip: When distinguishing between different types of secretaries, always use a tabular format with a 'Basis of Distinction' column to make your answer structured and easy to read.

Point of Difference	Secretary of an Association	Secretary of a Co-operative Society
3. Legal Status	The secretary has no legal status.	Secretary has legal status as per the Co-operative Societies Act.
4. Power	He has limited powers.	He has power as per the Co-operative Societies Act.
5. Compulsory	It is not compulsory. It is optional to appoint a secretary.	The appointment of a secretary is compulsory as per the Act.
6. Object	The main objective is to promote social, cultural, and sports activities.	The main objective is to protect the interest of its members.

 

Answer in Brief

 

Question 1. Describe any four qualities of a Secretary.
Answer: Qualities of a Secretary are as follows:
1. Accuracy: A secretary must be accurate in his work like accuracy in office work, record keeping, drafting letters, reports, etc.
2. Loyalty: A secretary should be loyal. He is a custodian of secret information about his business. He should not disclose the secret of the business to outsiders.
3. Adaptability: There are many changes that take place within the business and outside the business. A secretary must adapt himself to every situation and should be ready for every challenge.
4. Leadership: As a leader, a secretary should be able to guide, advise and direct the subordinates. He should create team spirit among his subordinates. These qualities help in maintaining the overall efficiency and reputation of the organization.
In simple words: A secretary needs to be precise, trustworthy, flexible to changes, and capable of leading others. These traits ensure that the office runs smoothly and securely.

🎯 Exam Tip: To score full marks, list the qualities as distinct headings and write a brief explanation for each using key terms like 'custodian of secrets' and 'team spirit'.

 

Question 2. State any four functions of a Secretary.
Answer: Four functions of a Secretary are as follows:
1. Correspondence: A secretary handles inward and outward mail, replies to inquiries, and maintains proper correspondence files.
2. Office Management: He or she supervises the office staff, distributes work efficiently, and ensures smooth daily operations.
3. Organizing Meetings: The secretary is responsible for preparing notices, agendas, and drafting minutes of various meetings.
4. Maintaining Records: A secretary keeps statutory books, registers, and other important documents safe and updated. Proper execution of these functions is vital for the legal compliance and administrative success of any institution.
In simple words: A secretary's main jobs include handling letters, managing the office, setting up meetings, and keeping important records safe.

🎯 Exam Tip: Remember to mention 'Correspondence' and 'Organizing Meetings' as they are the core administrative duties of any professional secretary.

 

Question. Explain the functions of a Secretary.
Answer: The functions of a Secretary are as follows:
1. Correspondence: It is a basic function of the secretary. He drafts letters, handles inward and outward mails, types letters, files important correspondence. He must handle correspondence well so as to maintain the goodwill of the business.
2. Reception functions: A secretary courteously attends to the visitors, telephone calls, arrange meetings, fix appointments, etc.
3. Financial functions: Secretary handles the financial transactions and maintains proper books of accounts. He handles banking transactions like depositing money, withdrawing money from the bank, issuing cheques and demand drafts, etc.
4. Administrative functions: Secretary performs administrative functions like supervising and controlling the activities of the business, effective coordination, training, orientation, promotion of employees.
In simple words: A secretary handles daily office communication, welcomes visitors, manages bank transactions, and helps run the office smoothly.

🎯 Exam Tip: Memorize the four core areas—letters, visitors, money, and office management—to easily recall these functions in the exam.

 

Question 3. Mention any four features of a Secretary.
Answer: Features of a Secretary are as follows:
1. Individual: Only an individual can be appointed as a secretary. A partnership firm, corporate body, or institution cannot be appointed as a secretary.
2. Employee: Secretary is a paid employee of the business. He is given a salary or honorarium for the work or task done by him.
3. Confidential officer: A secretary is the custodian of the secret or confidential information of his employer and business.
4. Appointment: A secretary can be appointed by a busy person, Co-operative society, Non-profit association, Government, Joint Stock company, etc.
In simple words: A secretary must be a real person (not a company), is a paid employee, keeps important secrets safe, and can be hired by individuals or organizations.

🎯 Exam Tip: Highlight the word "Individual" as only a living person can be a secretary, which is a common fill-in-the-blank question.

6. Justify the Following Statements.

 

Question 1. A secretary should be courteous and have a pleasing personality.
Answer: A secretary is the face of the organization and frequently interacts with outsiders, clients, and staff members. Being courteous helps in building goodwill and creating a positive image of the business. A pleasing personality, combined with polite behavior, ensures smooth communication and helps in resolving conflicts effectively.
In simple words: Since a secretary talks to many people every day, being polite and friendly helps make a good impression and keeps everyone happy.

🎯 Exam Tip: Use keywords like "goodwill", "positive image", and "effective communication" to secure full marks for justification questions.

 

Question 1. A secretary should be courteous and have a pleasing personality.
Answer:
1. A secretary should be courteous as he deals with people within and outside the organization.
2. As he gets the plans executed in the business he must be kind and polite with fellow workers.
3. As a secretary represents the business to outsiders and as a leader within the business, he must have a pleasing personality with confidence and the ability to tackle challenging situations.
4. Thus, a secretary should be courteous and have a pleasing personality. A secretary's positive attitude helps in building a good image for the organization.
In simple words: A secretary needs to be polite and friendly because they talk to many different people and represent the company.

🎯 Exam Tip: Highlight key qualities like "courteous" and "pleasing personality" to show how they help in maintaining good public relations.

 

Question 2. A secretary is considered a paid employee.
Answer:
1. A secretary is a paid employee of the business.
2. He works as a secretary and receives a salary or honorarium in return.
3. He is not the owner but works for them.
4. Thus, a secretary is considered a paid employee. This regular payment confirms their status as a professional staff member rather than a partner.
In simple words: A secretary is hired to do a job and gets paid a regular salary for their work, meaning they are an employee and not the owner.

🎯 Exam Tip: Clearly distinguish between an owner and an employee by mentioning terms like "salary" or "honorarium" to secure full marks.

 

Question 3. Only individuals can be secretaries.
Answer:
1. A secretary is always an individual.
2. Only a person can perform the work of a secretary.
3. A corporate body, institution, or partnership firm cannot be appointed as a secretary.
4. Thus, only individuals can be secretaries. This is because the duties of a secretary require personal skills, intelligence, and individual responsibility.
In simple words: Only a real living person can be a secretary because companies or organizations cannot perform personal administrative duties.

🎯 Exam Tip: Remember to state that legal entities like firms or institutions cannot be appointed as secretaries because the role requires human skills.

 

Question 4. A secretary is a link between the staff and members.
Answer:
1. With the help of effective communication, the secretary strikes a balance between the staff and members.
2. The plans, policies, and decisions made by the top-level are communicated to the staff, which helps inefficient working of the business.
3. Thus, a secretary is a link between the staff and members. They ensure that everyone is aligned with the organization's primary goals.
In simple words: The secretary acts as a bridge, passing important decisions and information between the management and the employees.

🎯 Exam Tip: Use the term "bridge" or "link" and explain how communication flows from top-level management to the staff through the secretary.

 

Question 5. A personal secretary is appointed by busy individuals.
Answer:
1. A personal secretary is appointed by busy persons to handle their day-to-day work.
2. Professionals and busy persons appoint a secretary so that routine work is handled by the secretary and they can focus on other important work. This arrangement allows busy individuals to maximize their productivity and manage their time more effectively.
3. Thus, a personal secretary is appointed by busy individuals.
In simple words: Busy people like doctors, lawyers, or businessmen hire a personal secretary to do their daily routine tasks. This helps them save time and focus on their main work.

🎯 Exam Tip: When answering justify-type questions, write the points step-by-step and conclude with a final statement that directly addresses the question.

Answer the Following Questions

 

Question 1. Define a Secretary and explain the importance of a secretary.
Answer: According to Oxford Dictionary “A person whose work is to write for others, especially one who is employed to conduct correspondence, keep records and to transact various other business for another person or for a society or corporation or public body.”

The importance of a secretary are:
(i) Provide guidance and advice:
The secretary provides guidance to the management for efficient working and achieving goals. He also gives advice to the superior on important matters and helps them to take the correct decision.

(ii) Custodian of secret information:
The secretary is closely connected with top management and has access to all the secret and confidential information about the business. He safeguards confidential documents and decisions of the business.

(iii) Correspondent:
Secretary handles all the inward and outward mails of the business. He conducts correspondence with members, directors, registrar, bank, government authorities, etc. By managing these diverse communication channels, the secretary ensures smooth and uninterrupted organizational operations.
In simple words: A secretary is someone who writes letters, keeps records, and handles business details for others. They are very important because they guide the management, keep secrets safe, and handle all official letters and emails.

🎯 Exam Tip: Always write the definition exactly as given in standard dictionaries like Oxford to secure full marks, and use clear sub-headings for the points of importance.

Question 1 (Continued). Explain the remaining functions of a secretary.
Answer:
(iv) Conducting meetings: Secretary carries out all formalities before, during, and after the meeting. He prepares notice, agenda, minutes, etc., and makes all the arrangements for the meetings.
(v) Administrator: Secretary handles office administration and routine management work efficiently. On behalf of the employer, he looks after the working of day to day work of the business.
(vi) Legal officer: Secretary performs various statutory duties. He prepares books, reports, registers, documents as prescribed by the Companies Act, 2013.
(vii) Link between management and staff: The secretary is a link between management and staff. He maintains a balance between management and staff through effective communication and proper coordination.
In simple words: A secretary manages meetings, handles daily office administration, ensures legal compliance, and acts as a bridge between the management and the employees.

🎯 Exam Tip: Remember to highlight key roles like 'Legal officer' and 'Link between management and staff' as they show the diverse responsibilities of a secretary.

 

Question 2. Explain the features of a secretary.
Answer: The features of a secretary are as follows:
1. Individual: Only an individual can be appointed as a secretary. An organization, firm, society, or corporate body cannot be appointed as a secretary.
2. Employee: Secretary is not the owner of the business. He is a paid employee. Secretary works in the business and expects salary or honorarium for the work done by him.
3. Custodian of secret information: The secretary has custody of all the secret information of the business as he is closely connected with the top-level management. This confidentiality is crucial for maintaining competitive advantage.
4. Appointment: Secretary can be appointed by busy persons, professionals, non-profit associations, co-operative society, or Joint Stock companies.
5. Qualities: In order to perform his duties efficiently a secretary must possess qualities like intelligence, accuracy, loyalty, Courtesy, etc.
In simple words: A secretary must be an individual person, not a company, and works as a paid employee. They keep important business secrets safe, can be hired by various organizations, and need good qualities like loyalty and intelligence.

🎯 Exam Tip: Clearly list and underline the key headings like 'Individual', 'Employee', and 'Custodian of secret information' to make your answer stand out to the examiner.

 

Question 3. Describe the qualities of a secretary.
Answer: The qualities of a secretary are as follows:
1. Accuracy: It means correctness. While corresponding, preparing reports and records, books of accounts, and register the secretary must be accurate in his work.
2. Adaptability: Secretary must have the ability to adjust with the change within and outside the business like change in management rules and policies, change in government policies, etc.
3. Loyalty: Secretary has access to all the secret information of the business. He must be faithful and not disclose the information to anyone.
4. Cooperative: Secretary works with the people and through the people. He should instill the feeling of team spirit and oneness.
5. Punctuality: Secretary must have a sense of time. He must complete the work on time. If the work is delayed it would affect the growth of the business.
6. Pleasing personality: Secretary must have an impressive and confident personality. With decent behaviour, a good temper, and a positive approach, he can gain respect from others.
7. Tactful: A secretary handles different people and situations. He should be able to handle situations wisely and deal with people in a sensible way. These qualities collectively ensure the smooth and efficient functioning of any modern office environment.
In simple words: A secretary needs to be accurate, flexible, loyal, helpful, on time, friendly, and smart at handling difficult situations.

🎯 Exam Tip: To score full marks, list at least 5-6 qualities with brief explanations and highlight key terms like accuracy, loyalty, and tactfulness.

 

Question 4. Explain briefly the various types of Institutional secretaries.
Answer: Types of Institutional secretaries:
(i) Secretary of a Non-profit Association:
The non-profit association is formed to provide service and not to earn profits. The managing committee looks, after the working of Non-profit association. The Secretary of a Non-profit association is appointed by the managing committee on a salary or honorarium basis. There is no prescribed qualifications of the secretary of the Non-profit association however, knowledge of correspondence, banking transactions, knowledge of computers are expected in these associations. These institutions rely heavily on their secretaries to maintain compliance and organize daily operations.
In simple words: Institutional secretaries work for organizations rather than individuals, such as non-profit groups where they handle paperwork and daily tasks to help the community.

🎯 Exam Tip: Clearly define the purpose of each institution (like non-profit) and mention the qualifications or appointment process of its secretary.

Secretary of a Co-operative Society
It is a voluntary organization formed for the welfare of its members. Managing committee handles or manage the working of the society. One of the members of the managing committee is appointed as a secretary. Secretary of Co-operative society can be appointed as a full-time employee. Secretary must have full knowledge of all the provisions of the Co-operative Societies Act.

Secretary of a Government Department
The Secretary of a Government department is appointed by the Central or State Government. Secretary handles the work of various government departments on behalf of the ministers and act as an administrative head of the department. The secretary of the government department should be a graduate and be in Indian Administrative Services [IAS].

Secretary of a Joint Stock Company
The Secretary of a Joint Stock company holds a key managerial position and handles the business on behalf of the members. Secretary of a Joint Stock Company is appointed by the Board of Directors. According to the Companies Act, 2013 the Companies Secretary must be a member of the Institute of Company Secretaries of India (ICSI). Joint Stock Company works on a large scale, hence, full-time secretary handles day-to-day work on behalf of the Board of directors.

Activity 1 (Textbook Page No. 9)

 

Question 1. Find out the following:
1. Company Secretary of Mahindra and Mahindra Ltd.
2. Principal Secretary of Prime Minister of India.
3. Chief Secretary, Maharashtra State.
4. Secretary, School Education Department, Government of Maharashtra.
Answer:
1. Narayan Shankar
2. Pramod Kumar Mishra
3. Sitaram Kunte
4. Vandana Krishna
In simple words: This list shows the names of the high-ranking secretaries who manage the administrative work for large organizations and government departments.

🎯 Exam Tip: Keep yourself updated with the current names of key government officials and corporate secretaries, as these administrative positions can change over time.

4. Vishal Solanki (IAS)

 

Activity 2. (Textbook Page No. 9)

 

Question. Atmaram Bendre is a Secretary of Gokulghar Housing Society, Enlist his duties.
Answer: Duties of a Secretary performed by Atmaram Bendre residing at Gokulghar Housing Society, Malad (W), Mumbai are as follows:
1. To hold a monthly meeting of Managing Committee.
2. To prepare notice along with agenda and issue to members of the managing committee.
3. To record and maintain minutes book of the managing committee.
4. To assist the chairman before, during, and after the meeting.
5. To issue a Share certificate to members of the Co-operative Housing Society.
6. To transfer Share certificate within a given period of time.
7. To maintain books relating to the resignation and transfer of members of society.
8. To examine the documents related to transferring flats.
9. To take appropriate actions against default members by giving legal notice, if any.
10. To maintain accounting records required for auditing.
11. To finalize the audit report.
12. To utilize the sinking fund of the society with prior approval of members of society for repair, maintenance internal leakage problem, etc.
13. To give No Objection Certificate for flat agreement of sale or any kind of loans on flat.
14. To abide bye-laws as guided by Co-operative Housing Society Act, 1960.
15. To maintain all correspondence records, files, documents, etc.
16. To issue notice to the member who breaches the bye-laws of the society.
17. To maintain records for the societies such as account records, statutory records, and membership records.
18. To produce records as and when required by the government authorities with the consent of members.
19. To issue allotment or cancellation letter as required by the members of the society.
In simple words: A housing society secretary is responsible for organizing meetings, keeping official records, handling financial audits, and managing communication between members and authorities.

🎯 Exam Tip: To score full marks, make sure to list key statutory duties like maintaining the minutes book, issuing share certificates, and complying with the Co-operative Housing Society Act.

20. To take contingency meetings as and when required in the event of an emergency.

12th Secretarial Practice Chapter 12 Exercise Stock Exchange Practical Problems Solutions Maharashtra Board

12th Secretarial Practice Chapter 11 Exercise Financial Market Practical Problems Solutions Maharashtra Board

12th Secretarial Practice Chapter 10 Exercise Dividend and Interest Practical Problems Solutions Maharashtra Board

12th Secretarial Practice Chapter 9 Exercise Depository System Practical Problems Solutions Maharashtra Board

12th Secretarial Practice Chapter 8 Exercise Correspondence with Depositors Practical Problems Solutions Maharashtra Board

12th Secretarial Practice Chapter 7 Exercise Correspondence with Debentureholders Practical Problems Solutions Maharashtra Board

12th Secretarial Practice Chapter 6 Exercise Correspondence with Members Practical Problems Solutions Maharashtra Board

12th Secretarial Practice Chapter 5 Exercise Deposits Practical Problems Solutions Maharashtra Board

12th Secretarial Practice Chapter 4 Exercise Issue of Debentures Practical Problems Solutions Maharashtra Board

12th Secretarial Practice Chapter 3 Exercise Issue of Shares Practical Problems Solutions Maharashtra Board

12th Secretarial Practice Chapter 2 Exercise Sources of Corporate Finance Practical Problems Solutions Maharashtra Board