Perhaps you're one of those many individuals who dreads putting your thoughts on paper, feeling a phone call would be a quicker way to handle things. In fact, you'll find that there are a number of reasons why a phone call isn't usually the best course of action.

• Avoid playing phone tag roulette. With a letter, you know your message will reach its intended audience at a time when it's convenient for that person to sit down and absorb the information, rather than just listen.

• Take the opportunity to be more considerate. Receiving information in a letter saves the recipient from the chore of recording information given to him or her over the phone. This is especially important when it comes to address and phone information or other pertinent numerical data someone might not want to forget.

• A letter is less emotional. A letter allows both parties some “space” to absorb the message. A letter can help you soften any anger you may feel and put it in proper perspective before you complete the final draft you'll send; likewise, it allows the recipient to overcome any defensiveness he or she may feel about your message.

• A letter is less embarrassing. The recipient of a thank-you or compliment isn't put in the position of immediately replying or showing appreciation, saving that person from any awkwardness that he or she might feel.

• A letter provides documentation. This is an especially important consideration when it comes to complaint letters or other communications for which you may later need proof as to what's transpired.