Co-operation · Ch 2 — Correspondence of the Secretary of Co-operative Society
Essentials of Good Correspondence and the Standard Form of a Letter and a Notice
Essentials of Good Correspondence and the Standard Form of a Letter and a Notice
Because every letter the secretary writes is an official act of the society, it must be drafted with care. The recognised essentials — sometimes remembered as the qualities of good correspondence — are usefully summed up as clarity, conciseness, completeness, correctness, courtesy, and promptness. A letter should say plainly what it means (clarity), say it in as few words as will do the job (conciseness), give all the information the reader needs to act (completeness), be accurate in its facts, figures, dates, and law (correctness), be polite and considerate in tone even when refusing or demanding (courtesy), and be sent in good time (promptness). To these are often added neatness of appearance and the correct use of the society's letterhead, so that the communication looks as official and reliable as it is meant to be.
A business letter written by the secretary follows a standard structure, and knowing its parts is a common Std XII requirement. The usual parts, in order, are set out below.
| Part of the letter | What it contains |
|---|---|
| Heading / Letterhead | Name, registered address, registration number, and contact details of the society |
| Reference and Date | The society's outward reference number and the date of writing |
| Inside address | The name, designation, and address of the person or authority addressed |
| Salutation | The opening greeting, e.g. "Dear Sir", "Dear Member", "Respected Sir" |
| Subject | A one-line statement of the matter, e.g. "Sub: Notice of Annual General Meeting" |
| Body | The message itself — usually an opening, the main matter, and a closing sentence |
| Complimentary close | The polite ending, e.g. "Yours faithfully" |
| Signature | The signature, name, and designation of the secretary ("Secretary, for and on behalf of the society") |
| Enclosures | A note of any documents sent with the letter, where applicable |
The qualities every official letter should have: clarity, conciseness, completeness, correctness, courtesy, and promptness, together with neatness and the correct use of the society's letterhead, so that the communication is easily …
The standard structure of a secretary's letter: heading/letterhead, reference and date, inside address, salutation, subject line, body, complimentary close, signature with designation, …
A formal written intimation, such as of a general meeting, stating the society's name, the word 'Notice', the date of issue, the day, date, time and place, the agenda, any relevant note, and the signature and designation of the person issuing it, served within the period …