Q.State the essentials of a good letter written by a Company Secretary to a debenture-holder.

A letter to a debenture-holder needs to identify the exact holding it concerns and state its purpose so clearly that the holder never has to write back asking what is meant. …

A good letter from a Company Secretary to a debenture-holder should contain:

1. The company's own letterhead, showing its name, registered office address, and CIN.
2. The debenture-holder's name and registered address, as recorded in the Register of Debenture-holders.
3. The holder's folio number and the distinctive numbers of the debentures concerned.
4. A short, specific subject line stating exactly what the letter is about.
5. A formal salutation and complimentary close.
6. The precise information or instruction — an amount, a date, a rate of interest, a conversion ratio — stated once, clearly, and never left ambiguous.
7. A list of enclosures, wherever a cheque, interest warrant, share certificate, or discharge form accompanies the letter.
8. The signature, name, and designation of the Company Secretary, signing for and on behalf of the Board.
9. The date of the letter. …

Students sometimes list only the formatting essentials (letterhead, salutation, signature) and forget the substantive essentials specific to debenture correspondence — the folio number and distinctive numbers — without wh …