Co-operation · Ch 2 — Correspondence of the Secretary of Co-operative Society
Correspondence with Members
Correspondence with Members
A co-operative society exists for its members, and the largest part of the secretary's correspondence is with them. Members must be kept informed of their rights and obligations, and much of what passes between the society and a member is required to be in writing so that there can be no doubt about what was communicated. The occasions on which the secretary writes to members are many, and it helps to see the common ones together.
| Occasion | Nature of the communication |
|---|---|
| Admission of a member | Letter informing the applicant that the managing committee has admitted him and allotted shares, with the share certificate or details of shares |
| Rejection of an application | Letter, in courteous terms, informing an applicant that his application for membership could not be accepted |
| Notice of general meeting | Individual notice or circular giving the day, date, time, place, and agenda of the annual or special general meeting |
| Call on shares / demand for dues | Letter or notice calling upon a member to pay the unpaid amount on shares, or to pay overdue loan instalments, interest, or other dues |
| Intimation of dividend / interest | Letter informing a member of the dividend on shares or interest on deposits credited or payable to him |
| Reply to a member's enquiry or complaint | Letter answering a member's request for information about his account, shares, or dues, or dealing with a grievance |
| Nomination and transfer of shares | Correspondence recording a member's nomination, or dealing with transfer or transmission of shares on death |
Written communication between the society and its members on matters such as admission or rejection of membership, allotment of shares, notice of meetings, calls on shares and demand for dues, intimation of dividend or interest, nomination and transfer of shares, an …
A written communication by which the secretary calls upon a member to pay the amount still unpaid on his shares, or demands payment of overdue loan instalments, interest, or other sums due to the society, stating the amoun …