Secretarial Correspondences

Secretarial Correspondences :

The secretarial correspondence may be classified under the following heads.

With the Directors : As the secretary works as an employee of the company, his letters to the directors must reflect the due deference. At times the directors may happen to be inexperienced and may seek the guidance of the secretary in matters relating to its management. Even in such cases the secretary must behave properly and should not forget his subordination. The other occasions when he may have to address the directors are :

  • When a director who is absent from the meeting asks for a report of its proceedings.

  • When a director proposes in writing that a particular matter should be placed on the agenda and the chairman asks the secretary to do the needful.

  • When a director proposes some course of action which is not in the interest of the company or which is illegal or ultra vires.

  • When writing the above types of letters the secretary should exercise great tact and state nothing that is likely to offend the director.

    With the Shareholders : Among the many difficult matters that a secretary has to deal with are requests from shareholders for information regarding the affairs of the company. It includes requests for providing information about a forthcoming dividend, the likelihood of a change in its directorate any modification of its business policy, the possibility of its amalgamation with another company, etc. The drafting of replies to such requests call for great tact and direction on the part of the secretary. The general principle is that such information should not be communicated in advance to the share holders. Until it is made available to all shareholders alike, the leakage of this type of information injures the reputation of the company. On the other hand, there is no harm if the secretary supplies information regarding ordinary details of the company’s affairs and satisfies the legitimate curiosity of any shareholder. The secretary may also receive complaints on various matters such as an unsatisfactory rate of dividend declared, their failure to patronise a share holder by not accepting his tender, etc. Such matters are very delicate and the secretary must take every precaution and ensure that the writer of the complaints is duly convinced of the fact that the management has taken a particular step for promoting the best interests of the company.

    With the Office Staff : A secretary works as the head of the administrative staff working under him. As such it is his duty to see that all members of the staff work properly, while discharging their duties in the interest of the company. He has to maintain discipline amongst them. His correspondence with the staff must, therefore, be characterized by a note of authority and firmness and decisiveness tempered with fairness, sympathy and regard for their welfare.

    With the Registrar of companies : The secretary, in his capacity as a responsible official of the company, has to see that the provisions of the Company’s Act are complied with. In this connections he has to go through certain formalities and to submit periodically statements, returns, etc., to the Registrar of companies. He has also to carry on correspondence with the Department of Company Law Administration, Government.

    1. Letter Regarding Notice of A Board Meeting
    2. Letter Suggesting Fixed Days for Board Meetings
    3. Reply to the Letter Suggesting Fixed Days for Board Meetings
    4. Letter Requesting A Director to Attend An Important Board Meeting
    5. Letter Asking A Director to Provide Some Information
    6. Notice of The Annual General Meeting to The Shareholders
    7. Letter to Shareholders Seeking Approval for Revising The Articles of Association
    8. Letter Informing A Shareholder Regarding The Shares Lodged for Transfer
    9. Letter Enquiring about The Progress of The Company
    10. Reply to The Letter Enquiring about The Progress of The Company
    11. Letter of Complaint about Low Percentage of Dividend
    12. Reply to The Letter of Complaint about Low Percentage of Dividend
    13. Free Resignation Letters
    14. Letter to The Registrar Accompanying Return of Allotment
    15. Letter to The Registrar Accompanying Audited Balance Sheet
    16. Letter to Share Holders Offering New Shares
    17. Letter Regarding Proposed Increase in Share Capital

    Secretarial Correspondences
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  • Letter Asking A Donation
    Letter Asking A Favor
    Letter Asking for More Details
    Letter Asking for Donations
    Letter Denying of Dealership
    Letter for Change of Address
    Letter for Distributorship
    Letter for Employment
    Letter for Hotel Reservation
    Letter for Letter of Credit
    Letter for Line of Credit
    Letter for Product Launch
    Letter for Promotion
    Letter for Retirement Congrats
    Letter for Scholarship
    Letter for Settlement of Bill
    Letter for Tender
    Letter for Testimonial
    Letter of Agreement
    Letter of Assurance
    Letter of Credit
    Letter of Enquiry
    Letter of Order
    Letter of Persuasion
    Letter of Sympathy
    Letter Offering Discount
    Letter Related to Advertisement
    Letter Related to Despatch
    Letter Related to Training
    Letter to A Foreign Buyer
    Letter to Pen-Friend
    Letter to Police
    Letter with Order
    Letter with Quotation
    Letter Writing
    Letters about Company Shares
    Letters by Clubs and Societies
    Letters by Landlords & Tenants
    Letters for Appointment of Dealers
    Letters for Business Relations
    Letters for Buying and Selling
    Letters for Credit & Collection
    Letters for Foreign Travel
    Letters for Lease & Tenancy
    Letters for Loan & Borrowing
    Letters for Transfer & Assignment
    Letters for Insurance
    Letters Noting Discrepancy
    Letters of Condolence & Sorrow
    Letters of Regret
    Letters Regarding Maintenance
    Letters Regarding Payment
    Letters Related to Employees
    Letters to Local Corporation
    Letters to Postal Authorities
    Letters to The Editor
    Letters Used in Real Estate
    Letters With Postal Department
    Letters With Railways Authorities

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