Maharashtra State Board Class 12 Secretarial Practice Solutions Chapter 6 Correspondence with Members
1A. Select the correct answer from the options given below and rewrite the statements.
1B. Match the pairs.
Group ‘A’ | Group ‘B’ |
(a) Dividend Warrant | (9) Instrument for Payment of Dividend |
(b) Return on Shares | (6) Dividend |
(c) Bonus Shares | (4) Capitalisation of Reserve Fund |
(d) ECS | (3) Electronic Clearing Service |
(e) NEFT | (5) National Electronic Fund Transfer |
1C. Write a word or term or a phrase which can substitute each of the following statements.
1D. State whether the following statement are True or False.
1E. Find the odd one.
1F. Complete the sentences.
1G. Select the correct option from the bracket.
Group ‘A’ | Group ‘B’ |
(a) Return on shares | (1) Dividend |
(b) Capitalisation of Reserve Fund | (2) Bonus shares |
(c) Correspondence | (3) Written communication |
(d) ECS | (4) Payment of Dividend Electronically |
1H. Answer in one sentence.
1I. Correct the underlined word and rewrite the following sentences.
1J. Arrange in proper order.
2. Explain the following terms/concepts.
3. Answer in brief.
(ii) Lucid Language:
The Secretary must use simple words and sentences and adopt convincing style while writing letters to the members. The use of simple language makes it easy to understand. Technical words, long sentences should be avoided in the letter.
(iii) Prompt Response:
The Secretary must be prompt in sending replies to the letters received from the members. Any questions or queries raised by the members must be replied promptly by the Secretary. Complaint letters should be attended to without any delay.
(iv) Secrecy:
The Secretary should not disclose any confidential information of the company to the members. The Secretary should tactfully answer letters without giving any secret information of the company.
(v) Politeness (Courtesy):
A courteous letter shows sympathy, respect mutual understanding and consideration for the receiver. Use of courteous language means using polite words. A complaint letter should be replied politely. Rude language should be strictly avoided as it spoils image of the company.
(vi) Legal matters:
The Secretary should compulsorily follow provisions of the Companies Act, 2013 with latest amendments and other relevant laws. If necessary, secretary should consult with legal advisor on certain matters before drafting.
(vii) Consideration:
The Secretary should give importance and consideration to the reader and write the contents keeping in mind the problems of the member. While sending negative replies, he should draft these letters more carefully, so that members should not be hurt. Secretary should make the member feel that the management honestly regrets refusal.
(viii) Image of the Company:
The Secretary should try to project good image of the company in every situation. While drafting the letters, Secretary has to try his best to remove their doubts, queries and difficulties in a polite and courteous manner.
4. Justify the following statements.
5. Attempt the following.
YASH INDUSTRIES LIMITED
Registered Office: 102, New MIDC, Usha Tower, Shahu Chowk, Mumbai – 400 031.
CIN : L40407 MH 2005 PLC710007
Tel. No.: 022-23252323
Fax No.: 022-23600445
Ref. No.: Y/MR-B/5/19-20
Website: www.yashindustrieslimited.com
Email:[email protected]
Date: 16th October, 2019
Ms. Yukta Shroff
715, Narayan Peth,
Laxmi Road,
Pune – 411 038.
Sub.: Issue of Bonus Shares
Dear Madam,
I am directed by the Board of Directors to inform you that in accordance with the resolution passed in the Extra-ordinary General Meeting of the company held on 14th October, 2019, shareholders have unanimously approved the recommendation of Board of Directors to issue Bonus Shares. Bonus Shares are issued in the ratio of 1:1, i.e. one additional equity share for every equity share held as on 13th October, 2019.
The Details of issue of Bonus Shares are as follows:
1 | 2 | 3 | 4 | 5 |
No. of Shares held on record date | No. of Bonus Shares Issued/Allotted | D.P. ID No. Credited to Demat Account No. | Client ID No. Credited to Demat Account No. | Date of Credit to Demat A/c |
25 | 25 | IN 300100 | 10116061 | 31-10-2019 |
The Company has complied with the provisions for the issue of Bonus Shares.
The Bonus Shares issued will rank pari passu /equal with the existing equity shares.
Thanking you,
Yours faithfully,
For Yash Industries Limited
Sign
(Mr. S. R. Naik)
Company Secretary
COMFORT MOTORS LTD.
Registered Office : A/30, Aurora Towers, M. G. Road, Camp, Pune 411 012.
CIN : U12111 MH 2000 PCL300477
Tel. No.: 020-80032844
Fax No.: 020-50063015
Ref. No.: C/MR-SC/30/19-20
Website: www.comfortmotorsltd.com
Email:[email protected]
Date: 12th November, 2019
Mr. Jayant Modi
Abhiman Apartment
30, L. B. Road,
Pune-411 001.
Sub.: Issue of Share Certificate
Dear Sir,
As per your Request Application No. 50, I am, hereby, authorized by the Board to issue you a Share Certificate. The said Share Certificate will be delivered to you within 15 days from the date of this letter by registered post to your registered address as mentioned in the Register of Members.
1 | 2 | 3 | 4 | |
Folio No. | Share Certificate Numbers | Distinctive Numbers | Total No. of Shares | |
From | To | |||
1006 | 9630 | 301 | 400 | 100 |
It shall always be our endeavor/attempt to provide best of our services to you.
Thanking you,
Yours faithfully,
For Comfort Motors Ltd.
Sign
Mr. Anand Swami
Company Secretary
Question 3
Maharashtra Board Solution
Write a letter to the member for the payment of dividend through Dividend Warrant.
Solution & Step-by-Step Answer:
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Solution & Step-by-Step Answer:
ANMOL STEEL INDUSTRIES LIMITED Tel. No.: 022-97675877 Website: www.anmolindustrieslimited.com Mrs. Jyoti Surti 12, Laxmi Niwas, Sub.: Payment of Dividend on Equity Shares Dear Madam, Your company has complied with all the statutory provisions (Sec. 123 of the Companies Act. 2013) relating to declaration of dividend. Details of dividend payable to you are as follows:
The ‘Dividend Warrant’ is attached herewith. Please detach the ‘Dividend Warrant’ along the perforated line. Yours faithfully, Sign Encl.: Dividend Warrant
Question 4
Maharashtra Board Solution
Write a letter to the member for the payment of Interim dividend electronically.
Solution & Step-by-Step Answer:
GURUSAI AUTO LIMITED Tel. No.: 020-24032844 Website: www.gurusailimited.com Mr. Jay ant Modi Sub.: Payment of Interim Dividend through Electronic Clearing Service (ECS), Direct Credit/NEFT Dear Sir, We are pleased to inform you that the Board of Directors of Gurusai Auto Limited in its meeting held on Thursday, 28th May 2019 has declared Interim Dividend @ ₹ 1/- (i.e. 10%) per equity share of face value of ₹ 10/- each. As per the instructions given by you (either in person or through Depository Participant), we have remitted the amount of the Interim Dividend to your Banker for crediting your Bank Account, for electronic transfer. Your company has complied with all the provisions relating to declaration and payment of dividend. Details of Dividend payable to you are given below:
Please verify the credit of amount in your Pass Book/Statement of accounts. Yours faithfully, Sign
Question 5
Maharashtra Board Solution
Draft a reply letter resolving the query of the member on low rate of dividend.
Solution & Step-by-Step Answer:
SHREE CEMENT INDUSTRIES LIMITED Tel. No.: 022-24245025 Website: www.shreecementindustriesltd.com Ms. Kishor Malpani Sub.: Resolving Query on Low Rate of Dividend made by the Company. Dear Sir, Hope you will be satisfied by the above information as provided by the company. We assure you that company will easily come over from such unavoidable circumstances and will deliver/pay/declare much better ! dividend in the coming years. Thanking you, Yours faithfully, Sign |