Class 12 SP Letter for Renewal of Deposit: Format & Solved Specimen (Chapter 8)
Master the official format and scoring guidelines for the Class 12 Secretarial Practice (SP) letter on the Renewal of Fixed Deposit tailored for the Maharashtra State Board (HSC) Commerce examination. Under Chapter 8 (Correspondence with Depositors), drafting a letter confirming the renewal of a public deposit is one of the highest-probability questions in Question 7 (Letter Writing), carrying a direct weightage of 5 marks. Below, you will find the official board exam scenario, step-wise marking breakdown, statutory legal provisions under the Companies Act, 2013, and a textbook-accurate solved model answer.
Statutory Rule (Companies Act 2013 & Deposit Rules 2014): A public deposit can be accepted or renewed for a minimum period of 6 months and a maximum period of 36 months. When a depositor opts for renewal, they must submit a formal renewal application along with the original Fixed Deposit Receipt (FDR) duly discharged. The company must issue and dispatch the new FDR within 21 days of renewal.
HSC Board Examination Question Scenario
In the HSC examination, this question is typically framed as follows:
"Draft a letter to a depositor informing him / her regarding the renewal of a fixed deposit, citing the receipt of the discharged deposit receipt and the resolution passed at the Board Meeting."
Official HSC Step-Wise Marking Breakdown (5 Marks)
Examiners evaluate secretarial correspondence based on structural completeness and statutory compliance:
| Component | Required Exam Content | Marks |
|---|---|---|
| Letterhead & Layout | Company Name, Registered Address, 21-digit CIN, Phone, Email, Website, Ref. No., and Date. | 1 Mark |
| Inside Address & Subject | Depositor Name, Address, concise Subject Line, and formal Salutation. | 1 Mark |
| Body of the Letter | Acknowledgment of application, surrender of old FDR, Board resolution, renewal table, and courtesy closing. | 2 Marks |
| Sign-off & Enclosure | Complimentary close ("Yours faithfully"), Secretary signature block, and mandatory Enclosure ("Encl: Fixed Deposit Receipt No. ..."). | 1 Mark |
| Total Marks | Question 7 (Attempt Any 2 Letters out of 3 = 10 Marks Total) | 5 Marks |
Solved Model Answer: Letter for Renewal of Fixed Deposit
HORIZON TEXTILES LIMITED
Registered Office: 55, Textile Park, Bhiwandi, Thane - 421302.
CIN: L17120MH2012PLC456789
Phone: 02522 - 277889
Email: deposits@horizontextiles.com
Website: www.horizontextiles.com
Ref. No.: HTL/DEP/R-23/2026-27
Date: 20th November 2026
To,
Mrs. Sunita S. Kulkarni,
22, Lotus Apartments, M.G. Road,
Kalyan (West) - 421301.
Subject: Renewal of Fixed Deposit.
Dear Madam,
We gratefully acknowledge the receipt of your application dated 5th November 2026 for the renewal of your Fixed Deposit of ₹ 50,000/- for a further period of two years. We have also received the original Fixed Deposit Receipt (Old FDR No. 2045) duly discharged with your revenue stamp and signature.
I am pleased to inform you that the Board of Directors, at their meeting held on 15th November 2026, has approved your application for the renewal of the said deposit on the existing terms and conditions for a period of 24 months at an interest rate of 8.5% per annum.
The particulars of the renewed deposit are set out in the schedule below:
| Old FDR No. | New FDR No. | Deposit Amount (₹) | Tenure | Rate of Interest | Maturity Date |
|---|---|---|---|---|---|
| 2045 | 3150 | 50,000/- | 24 Months | 8.5% p.a. | 19th Nov 2028 |
The new Fixed Deposit Receipt (FDR No. 3150) is enclosed herewith. Please retain this receipt securely for future correspondence and redemption at maturity. We thank you for your continued trust in our company and assure you of our best administrative services at all times.
Thanking you.
Yours faithfully,
For Horizon Textiles Limited
(Signature)
Ms. Priya Kadam
Company Secretary
Encl: Fixed Deposit Receipt No. 3150
Examiner's Secret: 3 Critical Points for Scoring Full Marks
- Old vs. New FDR Numbers: The schedule table MUST contain separate columns for both the Old FDR No. and the New FDR No. to reflect legal replacement.
- Discharged Receipt Mention: You must explicitly state in the first paragraph that the original FDR was received "duly discharged" by the depositor.
- Mandatory Enclosure Line: Always add
Encl: Fixed Deposit Receipt No. ...at the bottom-left. Omitting this attachment costs a vital mark.
Frequently Asked Questions (HSC Board Exam FAQs)
1. What is the statutory time limit within which a company must issue a Deposit Receipt?
Under the Companies Act, 2013, every company must furnish a Fixed Deposit Receipt (FDR) to the depositor within 21 days from the date of receipt of money or realization of cheque/renewal.
2. What does 'duly discharged receipt' mean?
A duly discharged receipt means the depositor has affixed their signature across a revenue stamp on the back of the original deposit receipt, acknowledging that the previous contract has been surrendered for renewal or repayment.
3. What is the minimum and maximum period for which a company can accept or renew public deposits?
Under Section 73 of the Companies Act, 2013, deposits cannot be accepted or renewed for a tenure of less than 6 months or more than 36 months.