On the other hand, unclear writing can mark lack of professionalism, lead to delays, misunderstandings and loss of money or good business relations. Therefore, good writing skills are as essential a part of business education as accounting and economics.
Of course, external correspondence does not only involve letters, but emails as well. Especially the Internet has revolutionized the method we communicate in business. Some companies and industries have almost abandoned writing letters even when corresponding with professionals outside their organization and adopted the email culture. It is therefore important, when establishing rapport with new businesses, to learn about the cultures and their preferred methods of communicating.
Although methods have changed drastically —from the clay tablet, the quill and the typewriter to the email— there is one thing that has remained untouched: the need to express your ideas and make your points clearly, concisely and courteously. Technology along with consumer demand have undoubtedly in-creased competition and have urged business to focus attention on customer service, which in turn requires employees to be equipped with social and analytical skills, critical ability as well as the ability to write even in the era of the email.
Written letters can provide many benefits and can sometimes be the most appropriate form of communication. Here are some benefits that written correspondence provides:
- It can serve as legal documentation. When you respond to lawsuit threats, or to letters of complaint about product safety, when you want to inform employees about terminating your cooperation, or employers about sexual harassment or discrimination of any kind, a letter sent with some form of delivery confirmation is the best way to prove communication.
- It can ensure more privacy and security than email.
- It can be a formal and official means of communication when required.
- It can be used when your official signature is required.
- It can serve as an important component of product promotion giving a company the opportunity to describe and support the advertising material they enclose.
- It can make the recipient feel special when the letter is specifically addressed to him/her.
- It can be used when the sender would also like to receive a letter in reply and expects the recipient to read the message closely and consider the information carefully. It can achieve communication with far-away places where there might still be no access to the Internet.
- It can be more efficient and have a more permanent effect than telephone calls and email. Since the pace of the workplace is hectic, it is difficult for employees to remember or fully absorb complicated or detailed voice-mail messages and electronic notes.