Letter Etiquette Guide

Modern professionals often need to combine traditional and digital communication methods effectively.

When to Use Which Medium:

Email for:

• Routine business communications


• Documentation needs


• Non-urgent matters


• File sharing and collaboration


• Following up on conversations

Phone/Video Calls for:


• Complex discussions requiring back-and-forth


• Sensitive or emotional topics


• Building relationships


• Urgent matters


• Clarifying misunderstandings

Traditional Letters for:


• Legal documents and contracts


• Formal complaints or serious matters


• Thank you notes for significant occasions


• Condolences and sympathy


• When physical signature is required

Text/Instant Messaging for:


• Quick confirmations


• Location/timing updates


• Emergency communications


• Team coordination


• When specifically requested

Multi-Channel Communication Strategy:

Initial Contact:


• Research the recipient's preferred communication method


• Match the formality of your medium to the relationship


• Consider cultural preferences for communication style


• Start with more formal options when uncertain

Follow-Up Protocol:


• Send email summary after important phone conversations


• Follow up digital communications with calls for urgent matters


• Provide hard copies of important digital documents when needed


• Use multiple channels for critical communications

Documentation and Records:


• Keep records of all important communications


• Screenshot or save important text conversations


• Print hard copies of significant emails


• Maintain both digital and physical filing systems


• Back up important communications regularly

Managing Communication Overload:

Setting Boundaries:


• Establish communication hours and stick to them


• Use different channels for different priorities


• Set expectations about response times


• Use auto-replies and status updates


• Batch similar communications together

Streamlining Processes:


• Create templates for common communications


• Use calendar scheduling tools


• Set up notification preferences


• Organize communications by priority and type


• Regularly clean up and organize digital communications

Professional Standards Across All Platforms:


• Maintain consistent professional image


• Use proper grammar and spelling everywhere


• Think before sending - digital communications are permanent


• Respect others' time and communication preferences


• Stay updated on new communication technologies and etiquette