Question

What purpose do business letters serve? Why do we have to go to the trouble of writing longer business letters when a quick email could be sent instead?

Answer 1

Business letters are part of formal communication that addresses to a certain individual or an entity, bearing clear and precise objective and is convincing in its contents. There are various purposes that business letters serve, for example, introducing the new product in the market to the target audience, or building stronger relationships with existing and prospective clients, ordering of products with various specifications, acknowledging or thanking the customers or the clients for their interest and relationship with the business, Sales incentives, Preventive solutions, etc. So basically, the purpose is to ensure that there is smooth running of business activities through clear and concise communication practices that are approached through these business letters.

Most of the businesses involve the human resource in running of the same. A quick email could be sign of haste activities or decisions, giving an impression that the person making such an e-mail has not given much consideration or paid seriousness to the concerning issues. This may further act as deterrence for recipient at the other end, to act upon. On the other hand, longer business letters make the matter weigh with more gravity as details shall be mentioned and thereby giving clarity to the recipients about the concerns raised in the letter thus throwing some light as to how to act upon the same. If it is an appreciation business letter, then the recipient shall be impressed that the concerned entity has taken the matter seriously and is really pleased with the services so offered. So in other words, more of human touch, personalization and an eye to detail in the business letters, make them more lucrative and preferable that a quick mail. Even for the purpose of official documentations, recording the details is essential for reference and actions to be taken thereupon.

Hence, one should have to take the trouble of writing longer business letters when a quick email could be sent instead.