Q.State the essentials of a good letter written by a Company Secretary to a depositor.

A depositor's letter needs to give exact identifying details and a precise, unambiguous statement of the amount or instruction, so the depositor never has to write back with a follow-up question. …

A good letter from a Company Secretary to a depositor should contain:

1. The company's own letterhead, showing its name, registered office address, and CIN.
2. The depositor's name and address, and the Deposit Receipt number, quoted clearly.
3. A short, specific subject line stating exactly what the letter concerns.
4. A formal salutation and complimentary close.
5. The precise information or instruction — the amount, the rate, the date — stated once and clearly, leaving nothing for the depositor to guess.
6. A list of enclosures, wherever a cheque, warrant, receipt, or certificate accompanies the letter.
7. The signature, name, and designation of the Company Secretary, signing for and on behalf of the company.
8. The date of the letter. …

Students sometimes list only the formatting essentials (letterhead, salutation, signature) and forget the substantive essential — that the Deposit Receipt number must always be qu …