Sending Letters via E-mail

When you e-mail a letter, it arrives at its destination almost instantly. This is quite a contrast to snail mail, which is nicknamed that for a reason. This makes e-mail a very good medium for sending something you want the recipient to have quickly.

If you want to send a letter accepting a job offer by e-mail, make sure to follow that up with one sent by snail mail. Since that letter includes the details of your job offer, you want a hard copy of it. Both letters can say exactly the same thing. You should indicate in the e-mail version that you are going to send a copy through the regular mail. You can reject a job offer by e-mail alone, though. You should not send a resignation letter to your boss by e-mail. You should send it through regular mail, interoffice mail, or preferably by delivering it to him in person.

Send thank-you letters by e-mail if you can. It will wind up in the recipient's inbox immediately, as opposed to sending it by regular mail when it might arrive after he has decided who to hire. While time is not as much of the essence when it comes to thanking someone for a job reference or for setting up an interview, you can also send those by e-mail.

Before you hit send when e-mailing a letter, make sure it conforms to professional standards. Address the recipient by title (Ms., Mrs., Mr., etc.) and last name if it is someone you don't know well. Though it is tempting to be less formal in an e-mail than you would be in a printed letter, remember that this is still business correspondence. Avoid using e-mail shorthand, although you may do that when you are sending messages to friends. Although you've now established a relationship with the recipient, you should still remain on professional terms. Don't use emoticons, fancy typefaces, or colored text.

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