When to Send a Business Letter vs. Email

Email has become the primary way we communicate in business, with 347 billion emails sent and received each day globally. Email is fast, easy to use, and enables near-instant delivery of messages. However, the traditional business letter sent via postal mail still has an important place for certain types of formal communication. Knowing when to choose a business letter over an email can ensure your message comes across with the appropriate level of professionalism and seriousness.

For More Formal Correspondence

In general, important, sensitive, or formal business communications call for a letter printed on company letterhead and sent through the mail. The traditional letter format conveys the significance of the message. Situations where business letters are preferable include:

Job offers
Contract proposals, deals, or agreements
Partnership or vendor introductory letters

A business letter adds an official and serious air, as well as providing a paper trail and proof of delivery. Many legal and financial documents still require “wet ink” signatures to be binding. The formality of a mailed letter demonstrates respect and appreciation for the gravity of the situation.

Certified Mail

For vital business letters containing sensitive information or communicating high-stakes matters, it is wise to send the letter via certified mail. Certified mail provides delivery confirmation and tracking, as well as a receipt when the letter is delivered. This creates accountability and a paper trail documenting that the intended recipient received the letter. For communications pertaining to legal matters, HR issues, or other disputes, having certification of delivery can provide critical evidence that the message was conveyed if questions arise later. Certified mail adds an extra level of professional diligence for formal business letters regarding serious affairs. The nominal fees are well worth it for the delivery confirmation and peace of mind certified mail provides, and you can print labels direct at certifiedmaillabels.com.

When Establishing First Contact

Making first contact with a potential new client, service provider, or business partner is best initiated with a formal letter of introduction. A physical letter in the recipient’s mailbox makes a stronger impact as an opening gesture to build a new relationship, compared to an email that may get lost in their digital inbox. The extra effort shows you value establishing an important new connection.

For Following Up After Meetings

Sending a thank you letter or summary letter after an interview, meeting, conference, or other significant event leaves a good impression. The formality and tactility of a printed letter shows thoughtfulness and attention to detail. An email follow-up can feel rushed or impersonal in comparison.

When Conveying Serious or Negative News

Sensitive topics like resignations, terminations, reprimands, or disputes warrant a formally formatted business letter sent by certified mail. The added formality conveys respect and appreciation for the significance of the situation. For legal matters, the proof of delivery provides important documentation.

While email excels for everyday business communication, the traditional business letter retains an important role for certain formal or sensitive messages. Understanding when a serious, professional letter is preferred over a quick email enables effective tailored communication. Taking the time to send a business letter for significant matters shows respect, builds relationships, and prevents misunderstandings.