Q.Draft a letter of thanks to the depositor of a company.

The secretary drafts a courteous letter thanking the depositor for placing the deposit, acknowledging receipt of the amount, and enclosing the deposit receipt with its key details.

When a company accepts a deposit, it is a good secretarial practice to send a letter of thanks to the depositor. This builds goodwill and encourages the depositor to renew and recommend the deposit scheme. A properly formatted specimen letter of thanks is given below.

VARAD FINANCE & INVESTMENTS LTD.

Registered Office: 23, Laxmi Road, Kolhapur - 416 002

Ref. No.: SEC/DEP/2026/206

Date: 10th June, 2026

To,

Mr. Sameer Patil

5, Tilak Chowk,

Sangli - 416 416

Sub.: Letter of thanks for deposit

Dear Sir,

We are pleased to acknowledge, with thanks, the receipt of your deposit of Rs. 50,000 (Rupees Fifty Thousand only) placed with our company under our Fixed Deposit Scheme.

We sincerely thank you for the confidence and trust you have shown in our company. The Deposit Receipt bearing No. FD/2026/338 is enclosed herewith. The relevant details are as follows:

• Amount of deposit: Rs. 50,000
• Rate of interest: 9% per annum
• Period of deposit: 24 months
• Date of maturity: 9th June, 2028

The interest on your deposit will be paid on the due dates as per the terms of the scheme. We assure you of our prompt and courteous service at all times, and we look forward to a long and pleasant association with you.

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This is a correspondence question. The answer is a specimen 'letter of thanks' from the company secretary to a depositor, acknowledging the deposit, confirming its terms and the deposit receipt, and warmly thanking the depositor for the confidence shown in the company.

When a company accepts a fixed deposit from a depositor, it is a good business practice for the secretary to send a letter of thanks. This letter acknowledges the money received, confirms the amount, rate of interest and period of deposit, refers to the deposit receipt, and thanks the depositor for the trust placed in the company. It helps build goodwill and a healthy relationship with depositors.

Specimen Letter:

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Below is a specimen letter of thanks from the company secretary to a depositor, acknowledging the deposit received and enclosing the deposit receipt.

A letter of thanks to a depositor is sent by the secretary to acknowledge the money deposited with the company, to confirm its terms, to enclose the deposit receipt, and to express gratitude so as to maintain goodwill and encourage the depositor to continue.

Specimen Letter

GOLD COMPANY LIMITED

Registered Office: 45, Nariman Point, Mumbai - 400 021

Ref. No.: DEP/THX/2020/112

Date: 5th February, 2020

Mrs. Sujata M. Patil

14, Green Park Society,

Nashik - 422 005

Dear Madam,

Sub: Thanks for your deposit with the company

We gratefully acknowledge receipt of your deposit of ₹ 50,000 (Rupees Fifty Thousand only) placed with our company for a period of two years, carrying interest at 9% per annum, payable half-yearly.

Your Deposit Receipt No. 3021, giving full details of the deposit, the rate of interest and the date of maturity, is enclosed with this letter. Kindly keep it safely, as it will be required at the time of payment of interest and repayment of the deposit on maturity.

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