Q.Explain the standard parts (structure) of a business letter written by the secretary of a co-operative society.

A secretary's letter is not written in a free form; it follows a recognised structure whose parts each serve a definite purpose.

A letter written by the secretary on behalf of a co-operative society is a formal business letter, and it follows a recognised structure. Each part of that structure has a definite purpose, and a well-drafted letter contains them in the accepted order. Knowing these parts is important, because a letter that omits a part — for example, the reference and date, or a clear subject line — is harder to act upon and to trace on the file.

The letter begins with the heading or letterhead, which carries the name, registered address, registration number, and contact details of the society, so that the reader knows at once who is writing. Below this come the reference number and the date: the outward reference number allows the letter to be traced in the society's records, and the date fixes when it was written — a point that can matter greatly where time-limits are involved. Next is the inside address, giving the name, designation, and address of the person or authority to whom the letter is sent, followed by the salutation, the opening greeting such as 'Dear Sir', 'Dear Member', or 'Respected Sir', chosen to suit the reader. …