Corresponding Secretary

• They conduct the correspondence of the association. Local PTAs who have the corresponding secretary as an officer must list that officer’s duties in the standing rules.
• Read communications at meetings. In reading correspondence, first, read the name of the person and organization, and then proceed with the body of the letter or note.
• Write thank-you notes, as requested, to someone who gave a presentation to your PTA.
• Note: This responsibility may be assigned to some other office or committee.
• When thanking a program participant:
• Be prompt in expressing appreciation.
• Date the letter. In an informal note of appreciation, the date may be written below and to the left of your signature.
• Quote a good comment made by the presenter.
• Reaffirm the group’s appreciation for the time and thought the speaker gave to the presentation.
• Sign the PTA’s name, followed by your signature. Be sure to identify your relationship with the PTA, i.e., Jane Smith, Corresponding Secretary.
• Write “sympathy/sunshine” notes, as requested. When writing letters to members concerning grief, illness, a new baby, etc.:
• Keep in mind that the message is from the PTA, not the writer.
• Recognize the specific reason for writing.
• Express the group’s interest and reaction to what has happened to the member.
• End on an appropriate note.
• Date your letter.
• Sign the PTA’s name and your name as the corresponding secretary