Q.Explain the correspondence of the secretary with the members of a co-operative society.

A co-operative society exists for its members, so the largest part of the secretary's correspondence is with them, and much of it must be in writing to avoid any doubt.

A co-operative society exists for its members, and the largest single 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 has 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 recur throughout the working life of the society.

At the point of joining, the secretary writes to an applicant to inform him whether the managing committee has admitted him. If admitted, the letter tells him of his membership and the shares allotted, and the share certificate or details of shares may accompany it; if the application could not be accepted, a courteously worded letter of rejection is sent. Thereafter the secretary issues to members the notices of general meetings, giving the day, date, time, place, and agenda of the annual or special general meeting. He sends calls on shares, requiring a member to pay the unpaid amount on his shares, and demand notices for overdue loan instalments, interest, or other dues. He intimates to members the dividend on their shares or the interest on their deposits. He deals in writing with a member's nomination, and with the transfer or transmission of shares on a member's death. And he replies to members' enquiries about their accounts, shares, or dues, and to their complaints and grievances. …