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Question
Answer in brief:
What are the points to be considered by a secretary while corresponding with the directors?
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Solution
The points to be considered by a secretary while corresponding with the directors.
(1) Prompt reply: The secretary should give a prompt reply to the questions or queries raised by the directors. A prompt reply is very important and necessary in every correspondence. A prompt and complete reply to the director’s letters or queries shows gentle and polite behavior on the part of the secretary.
(2) Politeness: A courteous (polite) letters show empathy, respect, and mutual understanding. The language of the letter drafted to the directors must be polite and courteous. The approach of the letters should be friendly, skillful, submissive, and natural. It helps to get a prompt and favourable reply and also helps to build up the goodwill for the organisation.
(3) Initiative: An initiative means the start of something with the hope that it will continue. It is an ability to assess and initiate things independently. In a company, the secretary is required to take initiative in making arrangements for the board meetings and shareholders’ meetings. The secretary informs the directors to convene general meetings of the company on schedule time.
(4) Accuracy: The secretary must furnish accurate, complete, up-to-date, true, and error-free information about every aspect of the business to the directors. The correct numerical, factual presentation about the business activities helps the directors to take accurate, appropriate, and wise decisions.
(5) Brevity: The letter written by the Secretary to the directors should be precise, brief, and to the point. Unnecessary information, irrelevant message or explanation, lengthy paragraphs, etc. should not be included in the letters. The secretary should provide maximum information in minimum words. He should provide all the information in a concise or compact manner.
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RELATED QUESTIONS
Select the correct answer from the option given below and rewrite the statement:
The notice of the meeting of the Board of Directors must be accompanied by __________.
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The gap between two consecutive Board Meetings should not be more than ______ days.
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| Group ‘A’ | Group ‘B’ |
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| b) Absenteeism of Director in Board Meetings | 2) At least 3 Directors |
| c) Public Company | 3) Disqualification of director |
| d) Private Company | 4) Representatives of shareholders |
| e) Notice of a Routine Board Meeting | 5) 21 clear days |
| 6) 7 days | |
| 7) 70 days | |
| 8) Representative of public | |
| 9) At least 20 directors | |
| 10) At least 30 directors |
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A director can be removed before the expiry of his term.
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Company Secretary need not attend the board meetings.
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| Group A | Group B |
| Notice of board meeting | _______________ |
Select the correct option from the bracket:
| Group A | Group B |
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The secretary has to correspond with directors on an important occasion
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The secretary should take certain precaution while corresponding with directors
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Directors exercise their powers and authorities collectively as a Board.
Answer in brief:
Under what circumstances will a Secretary correspond with a Director?
Complete the sentence.
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Notice and Agenda of the Board meeting
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Initiative
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Board of Directors.
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Secretary is responsible for decision making and framing policies of a company.
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