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Chapter 6

CORPORATE COMMUNICATION ASPECTS

Categories of government press releases

Categories Meaning & Example Name Place & Date Heading
Press Extremely formal regarding imp Ministry or bottom left-hand No heading or
Communiques decisions & announcements. Department corner of the sub-heading
Produced without much changes release
Eg:- cabinet appointments,
conclusion of the foreign
dignitaries' visits, international
agreement
Press Notes Less formal in character, and are Ministry or bottom left-hand Heading or Sub-
issued on important matters, e.g. Department corner of the Headings may
raising or lowering of tariff rates release be given in
some cases
Hand-Outs Hand-Out is a less formal type of “PIB” without any The place and date A proper title
release and not issued under the Ministry / are indicated on and sub-title
are given.
Government's formal authority. Department to top at right-hand
Speeches, Questions and which the Release side.
Answers in Parliament, etc. pertains.
Unofficial These are issued on a subject Unofficial Hand-Outs The data and place A proper title
Hand-Outs where the Government would do not carry the are indicated at and sub-title
not like to assume official name of the PIB or of bottom left-hand are given.
responsibility in the matter. other releasing corner of the Hand-
agencies Out.
PRESS RELEASES
Meaning:
Press Release contains worthwhile material/information relating to a corporate, which has some news value.
Features:
A Press Release should - A Press Release should NOT -
• be written in a journalistic style. • have any loose ends or partial
• be on a subject which is recent or in news. information
.
• provide facts or information of interest to the readers • be lengthy.
• should attempt to cover all aspects of a specific subject. • have place for subsidiary
• convey the relevant information background material.
• be concise
• be a piece of clear writing without any ambiguity, without
any
effort towards colour or ornamentation.

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Format :
Press Releases should have a consistent format, with the following features
1.Name of the organization on the top.
2. Date and place top right side.
3.Title and a Sub-Title also, if necessary.
4.The introduction or lead paragraph summary format as it is a news story
5.Non-official organizations the designation of the person issuing the Release and his contact details may
be indicated.

Important points while drafting NOTICE of AGM

1.Heading “Notice of Annual General Meeting”
2.Standard first paragraph(Plainwriting no paragrapgh)
Notice is hereby given that the 15th Annual General Meeting of the Members of Muralidharan Spinning Services
Limited will be held on Thursday, the 6lh day of September 2007, at the Registered Office of the Company at 373,
M.G.Road, Chennai 600001, at 10.00 a.m. to transact the following business-
3.Ordinary Buisness Starts with “To”
I)Adopt FST/AR/DR II) Declare dividend III) Appoint Director VI)Appoint Auditor
4.Special business Standard wordings
To consider and, if thought fit, to pass with or without modification(s) the following resolution as a Special
Resolution:
"RESOLVED THAT pursuant to Sec.31 of the Companies Act, 1956, and other applicable provisions, if any, Article
136 of the Articles of Association of the Company be altered by substituting the figure Rs.15,000, instead of
Rs.5,000 appearing in the 1st line thereof'
5.Place & Date

Place: Registered Office For and on behalf of Board of Directors

373, M.G.Road, Chennai – 600001
Date: 1st August 2007 K.LSri.krishna
Chairman
IF we have EGM replace Annual General Meeting with Extraordinary General Meeting
Example

Notice: Meeting of Board of Directors:

Notice
Notice is hereby given that meeting of the Board of Directors of the company will be held
at the registered office on…….at……a.m./p.m. to transact the following:
Agenda
1. Confirmation of the minutes of the previous Board Meeting held on…….….to…….…
2. Discussion of the progress in business.
3. Co-option of Mr. RS. as an Additional Director of the company.
4. Buy back of 10% of the equity shares of the company.
5. Any other matter with the permission of the chair.

Place:……………………. By Order of the Board of Directors

Date:……………………...

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Draft a circular for employees insisting on punctuality.

Jaipee Electronics Ltd.

Civil Lines, Kanpur.
Circular No: Date…………

To all employees
Recent surprise checks have revealed that there is considerable late coming and in some cases, even the standard
instructions for ensuring punctual attendance are not followed. All employees are requested to strictly adhere to the
arrival, departure and lunch timing of the office. Tendency to move around in the corridors and canteen would also be
viewed seriously.
Cooperation of all employees is solicited.
Sd/-
J.P.Dutta
Manager – H.R

MINUTES OF ANNUAL GENERAL MEETING

1.Number of AGM 2. Place 3. Date of meeting 4. Time 5. Attendance by directors/ members /auditors 6.Adoption
of FST/AR/DR 7.Dividend 8.Other resolution 9 Vote of thanks 10. Date of sign
11.Sign by chairman
Chapter 7
DOCUMENT, INSTRUMENT AND DEED
Document means any matter expressed or described upon any substance, by means of letters, figures or marks or
by more than one of those means, intended to be used, or which may be used,for the purpose of recording that
matter.
Instrument is a formal legal document, which creates or confirms a right or records a fact.
Deed is an instrument in writing (or other legible representation or words on parchment or paper) purporting to
effect some legal disposition
AFFIDAVIT
An Affidavit is a written statement used mainly to support certain applications and in some circumstances as
evidence in Court proceedings.
1.Title
2.Identify party
3.Statement of declaration
4.Statement of truthful,correct& as per best of knowledge & belief
5.Signature of deponant
INDEMNITY BOND
1. A Contract of Indemnity is a contract by which one party promises to save the other from loss caused to him by
the conduct of the Promisor himself or by the conduct of any other person. [Sec.124 of the Indian Contract Act,
1872].
1.Title
2.Promise to indemnify
3.Date/Place
4.Signature of indemnifier

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POWER OF ATTORNEY
Meaning: A Power of Attorney is a written instrument empowering a specified person(s) to act for and in the name
of person executing it. The law relating to Power of Attorney falls within the law of agency.
Types: The instruments of Power of Attorney are classified into-
Specific Power of Attorney
General Power of Attorney
LEASE DEED
A Lease is a transfer of enjoyment of immovable property by one person (called the Lessor) to another person (called the
Lessee), made for a certain time, express or implied, or in perpetuity, in consideration of a price paid or promised, or of
money, a share of crops, service or any other thing of value to be rendered periodically or on specified occasions, to the
Lessor by the Lessee, who accepts the transfer on such terms. [Sec. 105 of the Transfer of Property Act]

1.Date line
2.Identify Parties Name/Age/Address
3.Identify property
4.Important Clauses Rent/Deposit/Period/Purpose/Restriction/Inspection/Modification & Repairs/Termination
5.Signature of Lessor / Lessee/ Witness
GIFT DEED
Gift is a transfer of certain movable or immovable property made voluntarily and without consideration by one person
called the Donor to another called the Donee and accepted by or on behalf of the Donee
1.Date line
2.Identify Parties Name/Age/Address
3.Identify gift
4.Acceptance/Confirmation from DONEE
5.No right declaration
5.Signature of Donor/ Donee/ Witness
PARTNERSHIP DEED
Formalities:
(a) The Partnership Deed must be executed on a Stamp Paper of prescribed value.
(b) The Copy of the Partnership Deed must be sent to the Registrar of Partnership Firms
(c) All subsequent changes in Partnership must be notified to the Registrar of Firms
(d) The pages of the Partnership Deed must be numbered.
(e) Parties to the Partnership Deed must sign in all the pages.
Important Points
The date of Partnership in the above clause cannot be earlier than the date of Stamp Paper.
The word "between" is used in case of Partnership between two parties. In case of three or more parties, the word
"among" is used.
A Minor cannot be a Partner. He can only be admitted into the benefits of Partnership and a clause admitting
Minors into the benefits of Partnership must be specifically included in the Partnership Deed.
A Trust as such, cannot be a Partner as it is not a juridical person.
A Company can be a Partner as it is a juridical person. A Company is represented by its Managing Director /
The number of Partners should be limited to 20 members as a Partnership cannot have more than 20 persons.
For counting this ceiling limit, Minors are to be excluded as Minors are not Partners.
SUB-PARTNERSHIP
The agreement between a Partner (in a Main Partnership) with another person, is called Sub-Partnership.
A Firm cannot be a Partner in another Firm, even in a representative capacity.