Letter Etiquette Guide

Understanding when to use email versus traditional letters is crucial in modern business communication.

When to Use Traditional Letters:

Formal Situations:

• Legal notices and contracts


• Official complaints or disputes


• Board resolutions and formal announcements


• Employment offers and terminations


• Condolence letters


• Letters of recommendation (when requested in hard copy)

When Permanence Matters:


• Documentation for legal purposes


• Important agreements or commitments


• When a physical signature is required


• When the recipient specifically requests hard copy

When Personal Touch is Important:


• Thank you letters for significant favors


• Apology letters for serious matters


• Congratulatory messages for major achievements

When to Use Email:

Routine Business:


• Quick questions and confirmations


• Meeting scheduling and coordination


• Status updates and progress reports


• File sharing and collaboration


• Follow-up communications

Time-Sensitive Matters:


• Urgent requests requiring quick response


• Last-minute changes or cancellations


• Breaking news or immediate updates

Email Etiquette Best Practices:


• Use clear, specific subject lines


• Keep messages concise and scannable


• Use professional email signatures


• Respond within 24-48 hours


• Use "Reply All" judiciously


• Proofread before sending

Hybrid Approach:
Sometimes the best approach is both - send an email for immediate delivery and follow up with a hard copy for permanent records. This is especially effective for:


• Contract agreements


• Important announcements


• Official notices requiring documentation