6 Letters and Email
harman sidhu; Nista Rai; and Gurpreert Kaur
Image by rawpixel from Pixabay
Letters, email, and memorandums
Chapter Objectives
- Write professional letters and emails in a business context
- Identify elements of a formal business letter
- Identify elements of a formal email
- Write persuasively for specific audiences and specific purposes
- Identify elements of a memorandum
Introduction
A letter is a written message from one person to another regarding some common concern and matter. Letters and emails include a variety of types, such as formal letter and informal letters. It also contributes to the protection and conservation of literacy. Email is a very flexible medium and can be used for a variety of purposes. Email is considered as a tool which supports the human brain as many of us faces challenges to retrieve about work-related activities which we are doing on a daily basis. It is basically seen as the medium of communication, for example, send and receive messages. It is more used in formal purposes than informal. Business letters, letter of request, emails and memorandum are described in this chapter.
Business Letters
Business letters are written messages to a person or group within a professional setting. Business letters are used when the writer would like to be formal and professional. Letters may vary in length depending on the writer’s objective, purpose, and message of the letter. The letter can address anyone including, but not limited to: clients and customers, managers, agencies, suppliers, and other business personnel or organizations. A business letter is a legal document between the interested parties. These documents can be held for up to seven years, so it is important that all information is honest and legitimate.
What is Business letter used for?
Business letters are used for securing, promoting and maintaining a business without complications. A business letter should be filed on the basis of their subject matter in a chronological sequence. A business letter is used to maintain the correct information of the organization in the perception of the receiver. Also, it can be used as legal documents in disputes. Moreover is promotes goodwill and broadens the image of the organization.
Purpose of Business Letter
The purpose of a business letter is to convey information regarding business activities to customers, suppliers, debtors, government authorities, financial institutions, bank, and insurance companies and to other related parties with the business. A concluding transaction is also the specific purpose of the business letter. It is used in the creation of Demand and Goodwill. Throughout, goodwill messages and through circular letters existing market can be expanded. Another important purpose of a business letter is that it helps to establish a mutual relationship with the customers, suppliers and the other interested parties. Business letters are also used to maintain documentary evidence, as it can be