Chairman and Secretary: society responsibilities and access permissions
04 Nov 2026
Quick answer
Society authorises a representative: To authorise someone to act for the society, first pass a Board (or general body) resolution naming the person and setting out exactly what they may do, where, until when, and what they may not do. Then issue a housing society authorisation letter for the representative on the society's letterhead that repeats that scope and quotes the resolution. The letter should be signed by the office-bearers your by-laws authorise. A society is a body corporate with its own name and seal, so a person acts for it only within the authority it has actually given.
This guide is for committees that need someone to visit an office, collect documents, attend a hearing or deal with a bank or authority on the society's behalf. Typical cases are the NKDA or BMC assessment office, the Registrar's office, a bank branch, or the Land Manager, Bidhannagar. The aim is to give enough authority to get the task done and no more.
Why scope matters
On registration, a society becomes a body corporate under its registered name, with perpetual succession and a common seal (s.17(1)). It acts through its general body, Board and officers. The general body is its final authority (s.28). An open-ended letter saying that someone "is authorised to represent the society in all matters" invites trouble. Offices may refuse it as too vague. Worse, someone may later use it for something the Board never intended.
What the law fixes and what by-laws decide
- The law fixes some signatories. For example, an application to register a by-law amendment is signed by the chairman and two Board members (s.19(3)). An authorisation letter cannot change that.
- By-laws decide who signs for the society generally, including who may sign letters, cheques and documents, and when the seal is used. Check yours before drafting.
- The receiving office decides what it will accept. Some offices have their own format or require originals. Ask in advance.
- Some acts may need a registered power of attorney or the general body's approval, for example signing a property document. The sources behind this article do not settle which acts need which. Take advice before authorising anything that affects title or binds the society to a significant payment.
Society resolution authorising a representative: what to include
- Who: full name, relationship to the society (member, office-bearer, employee or professional) and an identifying detail the receiving office can check.
- Task: one specific purpose, such as "to submit the society's reply to the notice dated … and collect the acknowledgement".
- Where: the named office or authority.
- Powers: what the person may do: submit, collect, inspect, attend, answer factual queries.
- Limits: what they may not do, for example agree to a settlement, pay money beyond a set amount, sign any deed or undertaking, or receive cash.
- Period: a start date and an end date, or "until the task is completed or [date], whichever is earlier".
- Reporting: a written report to the Secretary within a set number of days, with copies of what was submitted or received.
- Revocation: the Board may withdraw the authority at any time by writing to the person and the office.
Record the vote in the minute book. If the representative is themselves a Board member, record that they did not vote on their own appointment, where your by-laws require it.
Housing society authorisation letter for a representative
| Section of the letter | Content |
|---|---|
| Letterhead | Society's registered name, address and registration number |
| Reference and date | Letter number; date of issue |
| Addressee | The specific office (avoid "To whom it may concern" where you can) |
| Authority | "By resolution no. … of the Board meeting dated …" |
| Representative | Name and identifying detail; a specimen signature if the office needs it |
| Scope and limits | Copied from the resolution, without widening |
| Validity | End date |
| Signatures | Office-bearers your by-laws authorise; seal if your by-laws require it |
Attach a certified extract of the resolution if the office asks for it. Keep a copy, and log the letter number in the society's outward register.
Common situations
- Collecting records from an outgoing office-bearer or a bank after an election. See handing over society records after a committee change.
- Attending an authority hearing. Allow the person to present papers and answer questions of fact, not to make concessions.
- Dealing with a contractor or consultant. Limit the authority to coordination, and keep approvals of work and payments with the Board.
- A member applying on behalf of an association that is itself a member. This is a different case. Under Rule 114, a member association appoints one director or officer in writing to act for it.
Who usually signs, and how office-bearers divide work, is covered in Chairman and Secretary responsibilities.
Doing this on COOPMAN
On COOPMAN, the Board's decision can be recorded as a resolution in the meetings module. The letter can then be issued through Quick Letter (Office → Society Letterhead). Quick Letter fills in the society's name, address and registration number automatically, adds the seal and signatures if you choose, gives the letter a number and opens print or PDF. Approved documents are locked, so the letter the office receives matches the one on file. Choosing between Quick Letter and Document Studio explains when a longer, editable template is the better route. See also the documents guide.
This article is general guidance and not legal advice on any particular authorisation.
Society authorises a representative: frequently asked questions
Is a letter on letterhead enough, or do we need a resolution?
Pass the resolution first and quote it in the letter. The letter shows the outside office who is authorised; the resolution shows that the society actually decided it.
Can the authorised person sign documents for the society?
Only if the resolution says so and your by-laws allow it. For anything affecting property or creating a significant obligation, take advice first; a registered power of attorney or general body approval may be needed.
Should an authorisation letter have an expiry date?
Yes. A fixed end date, or 'until the task is completed', stops the letter being reused later for something else.
How do we cancel an authorisation early?
Record the withdrawal in a Board resolution, then write to the representative and to the office where the letter was used, and keep copies.
Sources and review
- West Bengal Co-operative Societies Act, 2006 (Gazette copy, 25.05.2010, FAOLEX) faolex.fao.org
- West Bengal Co-operative Societies Rules, 2011, full text (SupremeToday) supremetoday.ai
Facts checked against the sources listed on 3 October 2026.
Next step: read the documents guide to issue a numbered authorisation letter on your society letterhead.
