Columbus, Ohio,
March 30, 1906.To the Thirteenth Annual Convention of
the School Branches of the S. P. C. A.:This certifies that James Harrow has been duly elected a delegate from the Columbus S. P. C. A. to the Thirteenth Annual Convention of the School Branches of the Society for the Prevention of Cruelty to Animals.
Henry Swift,
Secretary.
Such a letter is called "the delegate's credentials."
All the usual duties of a secretary, so far as his writing goes, have now been stated, but there are other occasions for secretarial writing and for the use of set and customary forms, which arise in connection with the duties of other officers.
The president's report is usually annual, and is presented to the club when he retires to make way for the new president. This report is less formal than other secretarial writing. It is supposed to present in a clear and condensed form a picture of the activities of the Club during the year.
The treasurer should keep the club informed frequently and in detail of the state of its finances. A customary form for the beginning of his report is:—
The undersigned, Treasurer of the Musical Club, respectfully submits the following report for the month ending May 15, 1906:—
The balance on hand at the beginning of the month was three dollars and forty cents. There has been received from all sources during the month two dollars and sixty cents. During the month the expenses amounted to four dollars, leaving a balance in the treasury of two dollars.
The annexed statement will show in detail the receipts and expenditures.
Robert Harris,
Treasurer.
The most difficult form of secretarial writing is the drafting of preambles and resolutions. These are used for many purposes: to convey the thanks of the club to a person who has done something for it, to express condolence with the family of a member who has died, to send good wishes to a member leaving the club on account of change of residence, to voice the sentiments of the club on some matter of public interest.
The preamble or first part (which is not always used) follows in general a fixed form, but to the composing of resolutions applies all that was said of the writing of petitions. They call for a graceful style, a good and melodious choice of words, and they aim to produce a favorable effect on the reader.
Following is an example of a preamble and resolutions:—
WHEREAS the Reverend George S. Stirling has honored this Club by appearing before us and delivering an address, and whereas this club feels deeply the profit and pleasure it gained from his speech, therefore, be it
Resolved, That we place on record our deep appreciation of the honor which Mr. Stirling did us, and our conviction that he has profoundly influenced for the better all who heard him.
Resolved, That we tender to him our warmest thanks for consenting to address us.
Resolved, That a copy of these resolutions be sent to Mr. Stirling.