Question

Answer in brief.

What precautions are to be borne in mind by the Secretary, while corresponding with Depositors.

Answer 1

The company secretary has to correspond with the depositors on various occasions. The secretary has to be careful and cautious while corresponding with depositors. The precautions which are to be borne in mind by the secretary are as follows:

1. CORRECT INFORMATION (Accuracy):
   Letters written to the depositors should be accurate and precise. All the information provided to them should be correct and factual.
2. CONSIDERATION (You altitude):
   The letters to the depositors should be written from the depositor’s point of view. It should be written after taking into consideration the requirements of the depositors.
3. POLITENESS (COURTESY):
   Politeness means the use of courteous language in the letter. Being the creditors, due respect should be given to the depositors in secretarial correspondence. The tone of the letter to depositors must be polite. Rude language should be strictly avoided while corresponding with the depositors.
4. SECRECY:
   As a confidential officer of the company, the secretary should not disclose any important and confidential information related to the company while corresponding with depositors.
5. PROMPT RESPONSE:
   The secretary should promptly reply to any queries and complaints of the depositors. There should not be any delay in the correspondence.
6. IMAGE AND GOODWILL:
   While corresponding with depositors, the secretary should always try to maintain goodwill and create a good image of the company in the mind of depositors.
7. LEGAL PROVISIONS:
   The secretary should follow all the statutory provisions of the Companies Act, 2013, and any other relevant laws while corresponding with the depositors. The secretary should be cautious and careful while corresponding with depositors on legal matters.
8. TO-THE-POINT LETTERS (Conciseness):
   The letter to the depositors should be concise i.e. it should be brief, short, and to the point. Any unnecessary and irrelevant information must be avoided.