Post or Email? Letter Writing Etiquette for the Digital Age
Whether you’re writing a thank you letter, a note of condolence, or a query for your latest novel manuscript – it is extremely important that the method you use to send your letter is acceptable and appropriate for the recipient. Not too long ago, letters always arrived in a traditional mailbox. Personal notes were handwritten on pretty stationary or notecards, while professional correspondence was typed and printed on crisp white paper or letterhead.
Today, businesses and individuals tend to check their inbox more often than their mailbox. News is delivered digitally and the green movement has caused us all to take a second look at the amount of paper we consume. In many situations, email has become an expected delivery method for both professional and personal letters.
When is it Okay to Email a Letter?
- Prospective Employers: Digital resumes and portfolios are not at all uncommon in today’s marketplace, but even if your prospective employer received a hardcopy of your resume it is usually acceptable to email a thank you letter after the interview. The best practice is to gather contact information before leaving the interview. A postal follow-up may also be beneficial in extremely formal situations, but email is fast and convenient for both you and your prospective employer.
- Personal Thank You Notes: Handwritten thank you letters are still considered the proper way to convey your gratitude in most cases, but there are some situations where an emailed thank you note is okay. Small gifts, favors, or a casual thank you to someone you regularly correspond with digitally are all instances when an emailed note is acceptable.
- Sympathy Letters: Again, handwritten correspondence is still deemed more personal than email when it comes to expressing your condolences. Close friends and those you regularly communicate with via email will appreciate an emailed sympathy note, but it is still a good idea to mail a letter or make a phone call as well.
- Professional Thank You Letters: Thank you notes to clients, donors, and other business-related correspondence can be emailed if you typically do business via the internet. Studies have shown that most consumers prefer digital communication from companies and are often more likely to read an email than a post letter.
- Invitations and RSVPs: Birthday parties, informal showers, and casual events are all situations when emailed invitations are completely acceptable. Formal invites, especially to weddings, should still be sent by regular mail and should be addressed by hand. It is okay to request digital RSVPs for both formal and informal gatherings, however.
When is Postal Mail a Necessity?
As technologically advanced as our society has become, there is still no substitute for the heartfelt emotions that flow from the tip of a pen. Taking the time to handwrite a sympathy card or thank you note allows you to connect with your recipient on a much more personal level – these tokens of gratitude and condolence are also memorable keepsakes for many people.
In most cases, personal thank you letters for gifts and notes of sympathy should always be delivered via postal mail. Holiday cards and birthday greetings are typically best received by post as well, although e-cards are acceptable for close family and friends. Professional correspondence depends on your typical communication methods with the recipient – an online company’s clients, for example, would expect an emailed letter while an offline charity donor would appreciate a postal delivered thank you.
Before mailing or emailing your letter, consider these tips to help you make the right decision:
- Is the recipient comfortable with email? Friends and relatives who rarely check their email or don’t spend much time online may not see your letter until months after it has been sent.
- Do you regularly communicate via email? Clients, family members, and friends who are used to speaking with you in person or over the phone rather than email may not appreciate the sentiments of an emailed letter. Contacts that you rarely communicate with should usually always receive correspondence through post.
- Does the situation suit the delivery method? The most important factor to consider is the reason for your correspondence. Someone who took the time to select a gift for you deserves the attention of a handwritten, post-delivered thank you; an emailed followup would be expected after an online job application or novel query.
