TABLE OF CONTENT

NO. 1 1.1 1.2 1.3 1.4 2 2.1 2.2 3 4 5 6 TITLE

INTRODUCTION Background of the Problem Purpose Statement Problem Statement Procedure used to gather and analyze the data FINDINGS Survey Analysis: Data Analysis: SAMPLE OF EMAIL- 1,2,3 Summary Conclusion Recommendation

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EMAIL IS MORE EFFECTIVE THAN A LETTER IN ANY COMPANY/CORPORATION OR NOT?

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INTRODUCTION
Background of the Problem The goal of the project is to define the research required in the medium term to find out the comparison between latter and email used in business. The main output of the term report will be a publication outlining key challenges, strategic options and the research based on the assumption of latter and email required to communicate inside and outside the organization, more effecting object is to differentiate the latter with the email used in corporations. An email is fleeting. Ordinary letters are the essence of biographies. Ordinary letters give us a glimpse into the past. They are to be treasured. During the 1960's and 1970's many companies who were using mainframe and mini computers also used email facilities on those systems. This enabled users of terminals attached to those systems to send messages to each other. As companies began to connect their central systems (hosts) to branch offices and subsidiaries then employees were able to send email to other employees of that company on a world-wide basis.

Purpose Statement The main purpose of this project is to get familiar with the latter and emails, and to know that how these thing used in business organizations. A normal person always thinks that latter and email is same things, but these letters and emails have many differences. Instead of, everyone know that its just a way to communicate in business, but it just not a way to communicate, these letters and email shows the image of an organization in the business world. So this thing is much important in business point of view. We should familiar with the differences of email and latter. Emails are more impersonal and generally take less thought than a letter. Emails keep us in more constant communication than a letter could because the recipient can receive them almost immediately. They are great for making plans and keeping us up to date on the day to day agenda we have.

Problem Statement

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Email have different attitude and letters are different, but the basic purpose of latter and email is same that is to communicate with others. Whenever an email sends to a corporation, it has different effect, while a latter send to an organization, its image is different. So here is the need of differentiation of email and letter to know who is more affected in business organizations. The more effecting thing can contain good results and the more effecting in letters and emails can shows good result, and helpful to achieve business goals. Email is the faster and electronic way to communicate with each other within a Business. Email is mostly use to communicate within a company or it is use to communicate with company to company. Whereas letters are effective but slow in communication and also it has a different value in Business. Letters is more personal. It consumes time but have different value and a letter is also less prone to errors. Letters have different view of communication instead of emails. An ordinary letter is special, required for personal communication when an email is just not enough. An email is used for most of business purposes and most daily exchanges. But in some situations, an email just won't do. In other cases, an email is so much more practical than a letter could be. The differentiation will tell that who has main effect on business. Lets proceed on.

Procedure used to gather and analyze the data It's unfortunate that letter writing is going by the wayside. Ordinary letters have a value than cannot be replaced. The procedure used to gather data is technical but simple as well. Information about the topic is gathered by the different organizations and companies. Different kind of letter and email are checked and compare with each other and analyzed. A survey is conducted of an organization to check how the organization used e-mail in his inner and outer matters. A major procedure of organizational survey is used to gathered information and helps the knowing of experience of practical life. Some points of procedure used are given below; By survey conducted too many employees and managers. By taking sample of email and letters and analyzed them. By putting own individual information.

FINDINGS
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Survey Analysis: The survey on Business Email and Business Letter was conducted from many employees of business corporations of private sectors. The questionnaire was given to find out whether the business Email is more effective than a business letter or not? We have visited about more than five organizations to know about whether the business E mail is more effective than a business letter? Well, this analysis of email survey contains some positive aspects as well as negative aspects. The table and charts of business Letter survey are as follow:
Business Letter Formal or Professional Tone Salutations and Closings Active Voice Information about yourself Use left Align Brief & to the Point Organizational letterhead Spell Check Strongly Agreed 1 1 3 5 1 2 6 4 Agreed 9 7 7 5 7 8 4 6 Not Agreed 0 2 0 0 2 0 0 0

This table shows that the majority of people use professional tone in business letters to make their letter more effective. Most of them also use salutation and closing, to make their business letter attractive instead if passive voice, Active voice is use in commonly. The company or an organization gives brief information about itself. As far as survey is concerned companies uses block style format in business letter. Most of the organizations use their letterhead and take much attention to check their spelling mistake and proofread their business letter.

This graph is extracted from the survey letter. This graph illustrates the survey data shown above. The high bar shows in the chart that the formal professional tone is use in much kind of businesses. The bar of salutation and closing is high that means that the most of the organization use salutation Page | 4

and closing in their business letter as well as companies also use Active voice in the business letter and the companies also provide information about their self that the people and customers should know them well enough. Companies use block letter style format and their business letters are to the point and brief enough to satisfy their customers. They keep good concern about their spelling mistakes in a business letter.

Below Table and Survey of Business Email shows the evaluation of the people of the different organization.

Business Email Formal or Professional Tone Salutations Abbreviation Verb forms Signatures Know your Audience Subject Line Fill the "To"&"cc" Address in Last Complimentary Close Spell Check

Strongly Agreed 4 3 0 4 7 8 3 1 5

Agreed 5 5 8 1 3 2 6 7 4

Not Agreed 1 2 2 5 0 0 1 2 1

According to the Table most of the people know that email is better way to communicate within or outside the organization because the Email is less formal than a letter as per Survey report. Survey results show that the some organization and corporation think that the Signature is not important but the equal number of persons opinion is positive and they think that signature is important while writing a Professional Email, but most of the Professional Organization/Corporation uses the signature in their emails. Peoples opinion about filling the To & cc Address in last is Positive, because they know the impact of filling the To & cc Address in Start is risky because incomplete Email will be send on One single click Subject Line is also important according to the Survey because audience will know that what the Email is all about through Subject Line. Email is less prone to error because it has the advantage to Auto correct the Grammar & Spelling Mistakes.

Bunnies Email is more formal than Letter and we cant use the personal pronouns in formal Bunnies Email writing. And letter is more personal Page | 5

Formal email related to business and informal related to local chat with friends and family. Formal email include a lot of antiquates. Salutations are tricky, especially if you are crossing cultures. Frequently, titles are different for men and women, and you may not be able to tell which you are addressing. The family name is first in some cultures and last in others. Honorifics may vary based on status or age. So don't feel bad if you have trouble figuring out which salutation to use: it is a difficult problem.

Email is more formal than a Letter, because in Letter you address to someone but in the Business Email lots of Business Peoples are in Loop, so that why Email is more formal and you cannot use the personal pronouns or Chat language. It creates the bad expressions in others mind. As per Graph Abbreviation Verb, Know your Audience, Subject Line, Fill the To&cc Address in Last, Complimentary Close and Signatures are most important parts while writing the Professional Email. Subject Line Bar is high in the graph because Subject Line on an Email makes it easy to prioritize messages. The reader can identify ritical correspondence quickly and dealt with it immediately. Unlike regular mail which needs to be opened and reviewed, or voice mail which requires you to either listen to or scan all your messages for those that require immediate attention.

Data Analysis:

The differences between business letters and business emails can include several things such as tone and formality, writing style, purpose, destination and security and privacy issues. Despite these distinctions, both business letters and business emails are considered business correspondence. Page | 6

Email has changed the way we do business rather than Letter. People complain about the amount of Email they receive. But when all is said and done, using Email has impacted business in a positive way and has the edge over other methods of communication. You can manage all your correspondence on screen and so can your customers. Your proposal can be answered, revised, stored, and sent to others, all without reams of paper involved. Email is delivered instantly from your office to anywhere in the world but Letter can be delivered but it takes more time. No other method of delivery can provide this service. Timely buying and selling decisions can be made in a heartbeat. As you can see the first Sample of the Email shows that the Email is Formal and they can use all the surveys points in the Email like Subjects, Formal Style, Signatures, Complementary Close, and Salutation etc. Compared to telephone calls, faxes, or overnight courier service, Email is less expensive than a Business Letter. If the address information is correct, rarely does an Email go astray. Fax machines can be out of order or out of paper and this prevents an important message from being delivered in a timely manner. Second Sample of the Email is also a Formal Email but this sample show you that Email is fast way to communicate each others you can receive the reply within the flash of time but Letter is not because letter is lengthy process and it takes time to receive reply on it. It can take a day or more than a day to be replied of the letter. Email is an Internet marketing tool that is fast, easy to use, inexpensive and effective. Email levels the playing field between the big corporations and small businesses. No longer is it just the big boys who have the resources to access the big advertising houses. Anyone can get their word out there using Email as the method of delivering the message.

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SAMPLE OF EMAIL- 1

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SAMPLE OF EMAIL- 2

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SAMPLE OF LETTER- 1

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SAMPLE OF LETTER- 2

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SUMMARY, CONCLUSION AND RECOMMENDATION

Summary: This report is about a comparison of business emails and business letters. The problem statement was is email is more effective in an organization or a business letter is more effective? The data analysis and the survey show that email is more effective in a business to communication within an organization or outside the organization because email is an electronic medium so thats why it is faster than a letter could ever be. Whereas letters are effective but slow in communication and also it has a different value in Business. Letters is more personal. It consumes time but have different value and a letter is also less prone to errors. An ordinary letter is special, required for personal communication when an email is just not enough. An email is used for most of business purposes and most daily exchanges. But, in some situations, an email just won't do. In other cases, an email is so much more practical than a letter could ever be. The data analysis contains 2 sample emails and 2 sample business letters. They are analyzed and explained on the basis of their strengths and weaknesses. CONCLUSION: At the end the report concludes that the email is more effective and faster than a letter. But in some situations in a business a letter may be more effective due to personal reasons as the email is not so personal because it is used to communicate simultaneously with many persons. But a letter is used to communicate with a particular person so it is personal. But when we talk about communicating to more than one people then the email is more effective way. We have concluded from this report that in todays world most of the companies use email instead of business letters.

Recommendation: Page | 12

No matter what type of work you do or what industry you're in, you'll most likely have to write a formal business email at some point. A formal business email is an email message sent to a business associate or superior. You need to make sure your email message is polite, professional and to the point. Most businesspeople don't have time to read through a lengthy email. With business writing, simple and concise is almost always better than long and wordy. Create a subject that clearly explains what your email is about. Businesspeople receive dozens of emails a day, and many will delete messages based on the subject. Be direct with the subject of your email. State the purpose of your business email right away. Much like the subject, you need to get right to the point. Use short sentences and short paragraphs. Don't use slang language or clichs, and make sure you have no grammar or spelling mistakes and that your message is perfectly clear. Tell the recipient what you need from her. Don't assume she'll know what you need. State clearly what her next steps should be, such as sending you certain information or calling you on the phone. Close your letter with a professional closing, such as "Sincerely" or "Best Regards" and type your full name. A business letter is the first impression you will make. Writing a business letter is very different from sending a note to a friend or writing something for school. You need to get your message across quickly and clearly, while following a specific format. As with any written document, you need to make sure that everything is grammatically correct and without any spelling mistakes. Carefully think about what you want to say before writing. It often helps to make an outline of the main points you want to make and then list secondary points under these. Use 8.5 x 11 plain white unlined paper. Keep a 1-inch margin on all 4 sides. The typeface should be a serif font such as 12-point Times Roman. Make the letter single-spaced, and print only on one side of the page. Write a letter on Full Blocked Style, every think should be left align. Write the closing, which is usually "Sincerely" or "Sincerely yours," followed by a comma. Fold the final letter into thirds and place into a #10 envelope.

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