E-Correspondence - Explanation and Important FAQs
It’s high time to upgrade your business communication with e-correspondence platforms. Things have turned a lot simpler and easier with the inception of this new idea, rather than an orb through which you can secure important documents, speed up the approvals, share important details within the team, and publish instantly. This is the main concept of e-correspondence.
Why E-correspondence?
Today, the business industry is moving a lot faster as compared to the times of traditional approach of the business. Whether large-scale or small-scale, each establishment is trying to gain global recognition while becoming mobile and digitizing its business operations. The concept of digitization is quite familiar in workplaces as it has brought several new factors to drive up efficiencies, cost savings, productivity, adaptability, and flexibility. This is where the concept of email comes into play.
Electronic correspondence may have moved to the forefront, but there are still some processes that rely on paper-based works. This is a common scene, particularly when it comes to managing contracts, payment certificates, etc. For this, most companies look for hiring third parties to manage these tasks seamlessly. With e-correspondence, business operators will be able to reduce the cost to a great extent without compromising the quality of managing current and previous files.
What is Email?
To make it simpler, e-correspondence is the digital form of communication that is exchanged between two or more parties. They generally come in the form of emails, letters, notes, etc. The concept of email is crucial for a business as it serves to maintain detailed information of various events both in and out of business. Email correspondence is one of the vital parts of any business.
Taking a glance at the advantages of Email:
E-correspondence is easy to use as it helps in organizing daily correspondence which can be saved in a local storage device.
The approach is faster than others and thus, can deliver all at once, no matter how far the sender or receiver is located.
The language used in composing a mail is easy and simple to understand without being informal.
If you want to reply to a certain mail, the original message can be attached to keep track of the previous chats and events. This is pivotal, especially if you are receiving tons of emails each day.
With email correspondence, it is possible to send automated emails with a certain set of messages. This helps when you are out for a vacation. These are usually known as autoresponders.
You can insert pictures in the emails. This helps in using the platform for sending birthday cards or composing a newsletter in the form of mail.
The products or services of a company can be advertised with e-correspondence. The concept of email helps in making the business owner reach out to several people and keep them informed about the business's existence.
There are several templates available with e-correspondence solutions. These must be chosen based on the personal needs and demands of a company. These templates help in ensuring flexible workflows and managing user access. Moreover, these templates are known for integrating all types of documents as they can manage various tasks. Some of the common features of e-correspondence mails are:
Subject Lines
There is a big difference between email and letter. It means the subject lines of an email must look like the headline of a newspaper. They must seamlessly convey the purpose of the mail to the reader. Make sure to be as specific as possible and do not include short terms like DIY, FYI, etc. Simply, it does not look professional. If the message is sensitive to time, make sure to include a date in the subject line.
Greetings and Sign-offs
Make sure to match greetings and sign-offs. Don’t just start with the message all at once and also, do not stop without adding a polite note. This is the primary difference between email and letter. It is important to properly address the person to whom the message is to be sent.
The meaning of email has made business life a lot easier as it enables easy capture of an establishment’s information to uplift key contracts, projects, and eliminate duplicates from the storage. All inbound and outbound messages are centralized, and thus, they are available to people who are authorized to access them. This altogether ensures transparency and clear communication.
FAQs on Concept of E-Correspondence
1. How to write effective Emails?
Tune a fair idea in your mind before composing the message. It mustn’t be written in haste. The meaning of email must be clear along with the purpose and what can be the probable outcome of the communication. The type of audience reading the mail is also a pivotal factor so that you can compose the message accordingly. Write an email based on the needs so that the maximum outcomes can be reaped. In this way, you can clarify the message to the readers and organize your thoughts.
To make a difference between email and letter, compose the message in a logical sequence. Make sure that the tone of the message is professional and reflects a polite note. Remember, when communicating through emails, the words used should not be formed like gestures, cues, voice inflections, or else it may be likely for the reader to misread the tone.
2. How does E-correspondence play an important role today?
With email correspondence, digital assets can ensure a contextual connection to form a parallel line with the contracts, projects, and other related subjects like workflows, documents, etc. In the electronic format, managing your correspondence becomes an easy task while relating the corporate documents directly to associated assets. This automatically makes business communication a part of the business process. No need to hire a third party just to keep a tab on the physical correspondence.This proves the fact that e-correspondence also helps in reducing the cost of a business. Carrying any kind of information written on paper appears cheap and unprofessional. In the long run, handling these bunches of papers may also be a hassle. Even today, lots of companies, especially in the raw and under-developed markets, maintain paper-based files and manage correspondence. Therefore, converting the whole perspective to a digitized platform can deliver significant savings at the day’s end.
3. Why is formal email writing important in business handling?
Email writing is considered to be a very important part of any organization be it commercial or non-commercial. It is generally considered as the only written form of communication that is available and hence it is quite important for various communication purposes. It is also needed that the person who sends the email will have to be extra careful of all the private information that may pertain to a company. Hence it becomes the employee's responsibility to be careful that the information is not being shared with anyone else. Hence formal email writing is of high importance in business handling.
4. What are some of the qualities that a good e-correspondence should have?
There are seven fundamental qualities that every good e-correspondence must have and can be stated as follows:
Clarity: The e-correspondence design should have a clear message being delivered.
Completeness: The message that is to be delivered via e-correspondence must be complete.
Conciseness: The matter that is involved should be concise and must not contain any additional irrelevant matter.
Consideration: The person writing must have certain consideration towards the person who will be receiving the email.
Correctness: The matter should be correct and only factual matter must be included.
Courtesy: An attitude of respect and politeness must be included while drafting the email.
Concentration: The writer must include data that is of high privacy levels with concentration so that there is no leak of data.
5. What are the types of business correspondence apart from e-correspondence?
There are 5 other types of business correspondences apart from e-correspondence and can be provided as follows:
Internal Correspondence:
This is a type of written correspondence that is shared among the employees in an organization itself. It can either be formal or less formal. These might include quick instructions or notes that need to be sent over to another employee.
External correspondence:
This takes place between two different organizations or between an organization and a client. This is commonly sent over to vendors, prospective clients, financial institutions, law, and accounting firms, sponsors, or donors.
Sales Correspondence:
These include sales related matter which is sent over for either sale proposals or invoices or statements of accounts
Personalized correspondence:
Personalized correspondence includes emotional and personal factors. This type however is also used for business matters. This will be mostly for gratitude expression or favors or requests.
Circulars:
Notices that are communicated to a large number of people in an organization.
6. What is the importance of learning about the Concept of E-Correspondence?
The Concept of E-Correspondence helps students understand its usage in an organization and they also get to know how to create one by themselves. Vedantu provides these articles along with sample letters that will provide a detailed view of how these are written and constructed. Vedantu also makes sure to provide correct answers to a lot of questions that the students may have regarding the topic by giving the Vedantu NCERT Solutions for Commerce.
7. How should an employee ensure proper communication via e-correspondence?
An employee should make sure to check the following points while checking the draft of e-correspondence:
Make sure you know the context of the email. Do not just write information based on assumptions instead remember to include cultural influences and communication practice.
Remember the person who will be receiving the email. Do not disrespect the person who is receiving the email or add any offensive words.
Check the draft that you have created and check whether there are any mistakes that you have created by checking the grammatical or communication errors.
