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Question
Answer in brief:
What are the points to be considered by a secretary while corresponding with the directors?
Solution
The points to be considered by a secretary while corresponding with the directors.
(1) Prompt reply: The secretary should give a prompt reply to the questions or queries raised by the directors. A prompt reply is very important and necessary in every correspondence. A prompt and complete reply to the director’s letters or queries shows gentle and polite behavior on the part of the secretary.
(2) Politeness: A courteous (polite) letters show empathy, respect, and mutual understanding. The language of the letter drafted to the directors must be polite and courteous. The approach of the letters should be friendly, skillful, submissive, and natural. It helps to get a prompt and favourable reply and also helps to build up the goodwill for the organisation.
(3) Initiative: An initiative means the start of something with the hope that it will continue. It is an ability to assess and initiate things independently. In a company, the secretary is required to take initiative in making arrangements for the board meetings and shareholders’ meetings. The secretary informs the directors to convene general meetings of the company on schedule time.
(4) Accuracy: The secretary must furnish accurate, complete, up-to-date, true, and error-free information about every aspect of the business to the directors. The correct numerical, factual presentation about the business activities helps the directors to take accurate, appropriate, and wise decisions.
(5) Brevity: The letter written by the Secretary to the directors should be precise, brief, and to the point. Unnecessary information, irrelevant message or explanation, lengthy paragraphs, etc. should not be included in the letters. The secretary should provide maximum information in minimum words. He should provide all the information in a concise or compact manner.
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RELATED QUESTIONS
Select the correct answer from the option given below and rewrite the statement:
Representatives of shareholders are __________.
Select the correct answer from the option given below and rewrite the statement:
Every company except CFO and the small company shall hold minimum ______ Board Meetings in each year.
Select the correct answer from the option given below and rewrite the statement:
The gap between two consecutive Board Meetings should not be more than ______ days.
Match the pairs:
| Group ‘A’ | Group ‘B’ |
| a) Directors | 1) At least 2 Directors |
| b) Absenteeism of Director in Board Meetings | 2) At least 3 Directors |
| c) Public Company | 3) Disqualification of director |
| d) Private Company | 4) Representatives of shareholders |
| e) Notice of a Routine Board Meeting | 5) 21 clear days |
| 6) 7 days | |
| 7) 70 days | |
| 8) Representative of public | |
| 9) At least 20 directors | |
| 10) At least 30 directors |
Write a word or a term or a phrase which can substitute the following statement.
An elected body of representatives of Shareholders.
Write a word or a term or a phrase which can substitute the following statement.
A written invitation was given to the Director to attend the meeting.
State whether the following statement is true or false:
A director can be removed before the expiry of his term.
State whether the following statement is true or false:
A director can remain absent for any number of Board Meetings.
State whether the following statement is true or false:
Directors act as agents and trustees of the company.
State whether the following statement is true or false:
Company Secretary need not attend the board meetings.
State whether the following statement is true or false:
Director can take decisions individually.
Justify the following statement:
The secretary has to correspond with directors on an important occasion
Justify the following statement:
The secretary should take certain precaution while corresponding with directors
Answer in brief:
Under what circumstances will a Secretary correspond with a Director?
Explain the following term/concept:
Initiative
Explain the following term/concept:
Politeness
Explain the following term/concept:
Conciseness
Explain the following term/concept:
Director
Answer in one sentence:
Can a Director who was absent at Board Meeting get a copy of minutes of that Board Meeting?
