Q.State and explain the essentials of good correspondence that the secretary should observe.

Because every letter the secretary writes is an official act of the society, it must have certain recognised qualities that make it clear, accurate, and effective.

Together these ensure that a letter says plainly what it means, in few words, with all needed information, accurately, politely, and in good time.

Because every letter the secretary writes is an official act of the society and not a private message, it must be drafted with care and must possess certain recognised qualities. These qualities are usually described as the essentials of good correspondence, and a competent secretary keeps all of them in mind whenever he drafts a letter or a notice.

The first essential is clarity: the letter should say plainly and unambiguously what it means, so that the reader is left in no doubt about the message. The second is conciseness: the matter should be expressed in as few words as will do the job, without padding or repetition, since a busy reader values a letter that comes quickly to the point. The third is completeness: the letter must give all the information the reader needs in order to act — a call on shares, for instance, must state the amount due and the date by which it is to be paid, or the reader cannot comply. The fourth is correctness: the facts, figures, dates, names, and legal references in the letter must be accurate, because an error can mislead the reader and, in matters like a notice of meeting or a demand for dues, can even have legal consequences.

The fifth essential is courtesy: the tone of the letter should be polite and considerate, even when the society is demanding payment, rejecting an application, or refusing a request, because members are the owners of the society and outsiders judge it by the tone of its letters. The sixth is promptness: a letter must be sent in good time, since a delayed reply or a late notice defeats its very purpose and may breach a time-limit. To these six are usually added neatness of appearance — a clean, well-arranged letter on the society's proper letterhead — because the look of a communication also affects the impression it creates. When the secretary observes all these essentials together, his correspondence serves the society well: it is understood at once, acted upon correctly, and reflects credit on the society.