Maharashtra Board Class 12 Secretarial Practice Chapter 6 Correspondence With Members PDF Download

Correspondence With Members

6.1 Precautions to be taken by the Secretary while corresponding with Members

6.2 Circumstances under which a Secretary has to enter into correspondence with Members.

6.3 Specimen Letters

Introduction

Shareholders are the owners who contribute capital for the company.

As a Chief Executive Officer of the company, the Secretary comes into contact with all the Members through correspondence. Secretary acts as a link between the Directors and the Members.

The Secretary has to communicate the decisions of the Management and other information to the Members by through correspondence.

The Secretary should be very cautious and careful while corresponding with Members of the company.

6.1 Precautions To Be Taken By The Secretary While Corresponding With Members

The Company Secretary has to correspond with Members on various occasions. While writing various letters, the Secretary should give due respect to the Members, provide complete and correct information.

Thus, writing letters to the Members is a challenging task and it requires skills, knowledge and techniques.

1. Correct Information: The Secretary should always provide correct, up-to-date and factual information to the Members. Due care should be taken while giving facts and figures.

2. Lucid Language: The Secretary must use simple words, simple sentences and adopt convincing style while writing letters to the Members. Technical words, long sentences should be avoided in the letter. It should be easy to understand.

3. Prompt Response: The Secretary must be prompt in sending replies to the letters received from the Members. Any questions or queries raised by the members must be promptly replied by the Secretary. Complaint letters should be promptly attended to without any delay.

4. Secrecy: The Secretary should not disclose any confidential information of the company to the Members. The Secretary should tactfully answer some letters without giving any secret information of the company.

5. Politeness (Courtesy): A courteous letter shows sympathy, respect and mutual understanding. Politeness means use of courteous language. A complaint letter should be replied politely. Rude language should be strictly avoided while corresponding with Members.

Teacher's Note

A secretary is like the voice of the company. Just like how you tell your parents about school matters properly, the secretary tells company members about important things in a respectful way.

Exam Trick

Remember the five precautions as C-L-P-S-P: Correct information, Lucid language, Prompt response, Secrecy, Politeness. Think of it like writing a good letter to your teacher - be respectful, clear, and on time.

Points to Remember

Always give correct and true information to members.
Use simple and easy words in your letters.
Reply to member letters quickly without delay.
Keep company secrets safe and do not share them.
Be polite and respectful in all correspondence.

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