For many businesses, email has become the default medium for communication. Emails are quick, easy, and enable instant communication. However, the traditional business letter still has a place and provides unique benefits that email cannot match. This article explores the key advantages of business letters crafted using a letter template UK over emails for professional communication.
The Formality and Professionalism of Letters
One of the main benefits of a traditional business letter is the formality and professionalism it conveys. An email is ephemeral – it can be dashed off in moments, with little thought to tone, structure or presentation. Letters require more consideration of their content and language. They have a set structural formula which encourages the writer to present information clearly and logically. The tangible nature of a printed letter on quality stationery also lends gravitas and import to the message. For certain serious or sensitive topics, a formal letter is preferable to an informal email.
The Permanence of Letters
Another advantage of letters over emails is their permanence. Emails are easily deleted or lost in overflowing inboxes. But a physical letter lingers; it can be filed, referred back to, or displayed. Important documents such as contracts, job offers, or notices are best sent via an official letter. The permanence of letters also means the recipient is more likely to devote proper attention to them. Emails can be skimmed over or forgotten. But a letter demands focused consideration.
No Tech Required for Letters
Unlike emails, letters do not require any technology to create or receive other than a pen and paper. This makes them convenient for certain situations. Letters do not depend on having internet access or a working device. They can be sent from and received anywhere in the world via the postal system. Where email access is limited, a letter ensures your message will get through. Letters are also more confidential and secure than emails since they cannot be hacked or intercepted digitally.
Letters Make More Impact
An email can get lost in a sea of other emails. But a letter stands out from the bills and junk mail. Its physical form makes it more noticeable. Sending a letter also shows more effort on the part of the sender. For important personal correspondence – a thank you note, condolence message, or wedding invite – a handwritten letter carries more sentiment. Emails are easily forgettable, but a thoughtful letter makes a lasting impact.
Letters Are More Considered
The extra effort required to compose and send a letter encourages more considered, thoughtful communication. Because emails are so easy to dash off, they can often be sent prematurely or without proper review. But since a letter takes time and care to construct, the content will be more carefully chosen. Spelling and grammar mistakes are also less likely in a letter that has been reviewed before sending. The formal structure of business letters also promotes organised, logical thinking.
The Decline of Letter Writing
Despite all these benefits, letter writing is on the decline. One survey found that 54% of UK adults had received less than 5 personal letters in 10 years. Email dominates for business communication, while social media and texting are preferred for personal correspondence. The generation growing up digital may never have written a proper letter. This is a loss of an artform that connects people through substantive, meaningful communication.
Preserving the Tradition
While email may be the reality of modern business, it is worth preserving the tradition of letter writing where appropriate. Teaching young people letter writing skills maintains this cultural heritage. Using letters for certain important occasions also shows care and consideration. Handwritten love letters or thank you notes carry deep sentiment. Business leaders may choose to send personalised letters to establish connections or communicate crucial messages. Keeping the tradition alive, even if infrequently, recognises the unique benefits letters convey.
The Best of Both Worlds
For efficient day-to-day operations, email cannot be beaten. But for impactful communications, letters retain advantages. The two can complement each other. Using emails and letters strategically for their relative strengths enables optimised business communication. Even as digital communication takes precedence, the letter persists as a powerful, meaningful tool when applied judiciously.
Email has revolutionised business communication with its ease, speed, and efficiency. But the traditional letter still holds merits. For formal communications requiring permanence, consideration, and gravitas, a business letter excels. Letters make a professional impression and lasting impact. While they do require more time and effort to compose, this results in more thoughtful, structured messaging.
The business letter remains a powerful communication tool when used for suitable circumstances. Both mediums can co-exist in effective business communication strategy.
