Maharashtra Board Class 12 Cooperation Chapter 2 Correspondence of the Secretary of Co operative Society PDF Download

Correspondence of the Secretary of Co-operative Society

2.1 Introduction

The secretary of a co-operative society is an important office bearer in the day-to-day working of the society. So, he has many responsibilities. As the executive officer he has to look after accounts and correspondence of the society very carefully. As a co-operative society is a commercial organization its success depends upon its accounts writing and correspondence.

In modern era so many advanced means of communications like mobile, fax, internet, e-mail, etc. are available but the importance of correspondence has not decreased. The co-operative society can create a decent image and add to its goodwill with the help of correspondence. The secretary of a society can create healthy relations with members, directors, office bearers, registrar, working staff and with the commercial world. He has to keep contact with above for running the organizations smoothly with the help of correspondence. The process of correspondence continues right from promotion of the society till its existence. Considering all these facts it is necessary to get information about the correspondence of the secretary of co-operative society.

Teacher's Note

A secretary is very important in a co-operative society. Just like a school principal manages the school, the secretary manages the co-operative society with good letters and records.

Exam Trick

Remember: Secretary = Chief executive officer. Secretary writes letters to keep records. These letters are proof in court of law later.

Points to Remember

Secretary is the important officer of co-operative society.
Secretary does correspondence with members, directors and registrar.
Correspondence helps in keeping good relations with everyone.
Letters can be used as legal evidence in court.
Good correspondence helps the business to grow.

2.2 Correspondence of Secretary

There is a separate section for correspondence in a co-operative society. The secretary is the chief of this section. The subordinate staff of this section looks after the correspondence of the society. But the secretary himself has to write some important letters. The secretary of a co-operative society has to correspond constantly with members, directors, registrar, insurance companies, banks and other financial institution, etc. As the co-operative society is a commercial organization the secretary has to look in to various important matters very carefully while corresponding with them. Correspondence saves money, time and labour. The correspondence made by the secretary with the members of the society, Registrar and co-operative department etc. correspondence is the written evidence with the co-operative society. In future it can be produce as legal evidence in court if necessary. Sometimes it becomes difficult for the secretary to reject rendering some services and facilities to the members and others, but with the help of correspondence such bitter decisions can be easily conveyed to them. With the help of correspondence legal compliance of co-operative society can be fulfill and good relations can be maintained to increase business.

Teacher's Note

The secretary writes letters on behalf of the society. These letters help everyone understand what the society decided. Letters keep everything clear and fair for all members.

Exam Trick

Remember: Correspondence = Written communication. It saves money and time and is proof in court.

Points to Remember

Secretary writes important letters of the society.
Correspondence is with members, directors, registrar and banks.
Correspondence saves money, time and labour.
Letters act as legal evidence in court.
Good letters help maintain good relations and increase business.

2.2.1 Meaning

There are various means of communications, correspondence is one of them. According to Davis, 'Transfer of information and thoughts from one person to another is called as communication'. Communication in written form is known as correspondence. Correspondence is of three types private correspondence, official correspondence and commercial correspondence. While conducting correspondence the business relations are to be considered. It must be complete and in short.

Teacher's Note

Correspondence means writing letters to pass information. There are three types: personal, official and business. Business correspondence is what we use in co-operative societies.

Exam Trick

Remember: Correspondence = Written letters. It must be short, clear and complete. Use easy words in business letters.

Points to Remember

Correspondence is transfer of information in written form.
There are three types of correspondence: private, official and commercial.
Commercial correspondence is used in business like co-operative societies.
Letters must be short, clear and use simple words.
Letters must be complete with all information needed.

2.2.2 Layout of Letter

The layout of a business letter has many parts. Each part is important.

1. Heading

Name of the co-operative society

Address

E-mail Id

2. Date

3. Outward No.

4. Inside Address

Name/Designation

Address

5. Subject

6. Reference

7. Salutation

8. Body of the letter

A. Paragraph one (Introduction of Letter)

B. Paragraph two (Contents of Letter)

C. Paragraph Three (Conclusion of Letter)

9. Complimentary close

10. Signature

11. Enclosures

12. Initials

13. Carbon copy notation

1. Heading: The heading of business letter contains the name address of the person or other organization or society that is sending out the letter. It is printed at the top center of the page and it is in bold letter. The heading of business letter contains following things: the name of the co-operative society, address of head office, logo, e-mail Id, phone number, etc.

2. Date: It is necessary to write date on each letter. Generally, the date is written below the address on the right side. There are two methods of writing the date. According to British method it is as '25th May 2019'. It is written also May 25, 2019 according to American method. But out of these two methods, the British method is the most popular and mostly used in our country. As the letter can act as reference and legal evidence in future so the date on letter has legal importance.

3. Outward number: It is necessary to give outward number while writing business letter. While completing the letter and dispatching it should be registered in outward register. It is necessary to have record of page in the outward register. Each letter is recorded in the outward register and the number which is given to letter is called as outward number. It is written as L / 70 / 2019 (L- Loan, 70 - Serial no. of letter, 2019- Year)

4. Inside Address: It consists of the name and the address of the receiver of the letter. It is placed along to the left-hand side. Address should be written e.g.

Shri Ravindra Mahadev Suryawanshi,

At Post – Datta wadi, Tal. – Karveer,

Dist. – Kolhapur – 416 507

5. Subject: The purpose of the letter is briefly mentioned under this title. It is written in brief Reference is indicated if necessary. e.g. Subject – Sanctioning of loan.

6. Reference: Reference means someone or something which is a source of information about a subject. E.g. Reference – Your loan application number L / 210 / 2012 dated on 2nd January, 2012.

7. Salutation: Salutation means formal greeting from the writer to the reader. For e.g. 'Dear Sir', 'Respected Sir', 'Sir', etc.

8. Body of Letter: Business letter should be as brief as possible. The writer should complete the letter using two paragraphs only and third paragraph if necessary. In first paragraph aim of the letter is mentioned. Second paragraph contains the main subject matter in clearly and simple words and third paragraph is a concluding paragraph of the letter.

9. Complementary Close: It is a formal concluding part of the letter. It is placed below the body of the letter and above the signature on the right - hand side e.g. 'Yours Faithfully', 'Yours Sincerely'. It depends upon the salutation.

10. Signature: The authorized person signs below the complimentary close on the right - hand side. Due to signature letter gets legal importance.

11. Enclosures: Enclosure indicates the documents attached along with the letter. It is written as 'Encl', which is written below the signature on the left-hand side. For e.g. dividend warant No. 412 is send along with the dividend letter.

12. Initials: If the letter is in computerised form the initials of computer operator are written below the signature on the left side margin. So, if there are some typing mistakes then he is held responsible for that.

13. The Copy for notation: Sometimes the copies of the business letter are sent to persons for further action and then only 'Copy for notation' is written on the left – hand side, right below the initials e.g. C.C – Registrar of co-operatives societies, Pune.

Letter writing is a skill. Above points should be taken into consideration while writing business letter. The success of business depends on correspondence.

Teacher's Note

A good letter has a correct layout. The heading, date, address and all other parts must be in the right place. Just like we dress nicely to meet someone, a letter must look neat and organized.

Exam Trick

Remember the 13 parts of a business letter by their order: Heading, Date, Outward No., Inside Address, Subject, Reference, Salutation, Body, Complimentary Close, Signature, Enclosures, Initials, Copy notation.

Points to Remember

Heading is at the top center with society name and address.
Date is written below heading on the right side. Use British method: 25th May 2019.
Outward number is given to register the letter sent.
Inside address has receiver's name and address on the left side.
Body has three paragraphs: introduction, contents and conclusion.

2.3 Correspondence of Secretary

According to Maharashtra State Co-operative Act, 1960, membership is given to the person or organizations. Correspondence is done with members due to commercial needs. We are going to study few important letters.

Teacher's Note

The secretary writes different letters for different purposes. Letters go to members for membership, to directors for meetings, and to the registrar for registration.

Exam Trick

Remember: Secretary writes three types of letters - to members, to directors, and to registrar. Each type has different purposes.

Points to Remember

Secretary writes letters about membership to members.
Secretary writes letters about meetings to directors.
Secretary writes letters about registration to the registrar.
Each letter type has its own purpose and format.
Letters help maintain all records of the society.

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