Business Mail in Business Communication

Question: Discuss about the Business Mail in Business Communication. Answer: Introduction Business mail is the business letter from one organization to other organization or among such companies as well as their consumers, clients and the other external parties over the online medium (Thill, Bove Chatterjee, 2013). It is the broad term, which is actually utilized for describing several distinct types of services of shipping as well as mailing towards the mailing of business class (Shwom Snyder, 2015). Therefore, this particular report aims to discuss a study on the business mail, which is very significant in order to implement proper business communication. Therefore, this report discusses the importance of the business mail in order to continue the business communication with the clients and customers. On the other hand, this report also portrays the effective business mail format. After that, this report also focuses on the consequences associated with the business mail and it highlights the commendations in order to address the consequences. Importance of Business Mail in Business Communication Business communication is simply the sharing of details among people outside as well as within the company, which is performed for the commercial advantage for the company. The business communication can also demonstrated as the relaying of the details within a business by its people (Guffey Loewy, 2012). Business can play a significant role in order to conduct a proper business communication. The business mails are generally utilized for the marketing purposes, intra-company communications as well as coordinating with the customers, suppliers and the business partners (Jeon et al., 2015). There are several significant advantages of the business mail over the business communication with the help of which it can easily interpreted that it plays an important role in order to conduct a proper business communication. These are as follows: Speed Communication through the business mail is almost done instantly that can increase the interactions by permitting for information dissemination as well as fast response to inquiries of the customers (Jain et al., 2013). On the other hand, the business mails also permit more streamlined and the problem-solving business process. Therefore, the owners of the small business can accomplish more in less time as a result. Geographic Barrier Reduction the business mail minimizes the time as well as the geographic zone barriers for the businesses (Einstein, 2014). The contractors as well as the employees all over the world can interact regardless of their location. Targeted marketing the business mails provides the scope to the businesses for making their market to the targeted audiences (Howes Sallot, 2013). Customers can provide their opinions by receiving the email communications regarding the products they sales, own or the new items. Efficiency Business mail can help the businesses for increasing their productivity. The owners of the business can interact with the established lists of distribution, automatically forward information based on a subject or send details to particular individuals as required. Lower costs Shifting the business communication system from the physical mail to the business mail has resulted in the remarkable savings in the employee resources, shipping supplies and postage costs (Cardon, 2015). Effective Business Mail Format A business mail can be formatted in the similar manner to the conventional printed documents but with few style as well as technical differences. Heading the business mails include the address fields, the subject for the mail, attachments as well as additional addresses (Thill, Bove Chatterjee, 2013). In order to give a proper professional appearance, the addresses can also be inserted from the contact list so the full name is showed rather than typing mutually in the address of the mail. Body With a standard greeting, the body of the business mail should be opened. A block body style should be utilized with the line breaks between the closing signature lines and body as well as between the body and the salutation (Shwom Snyder, 2015). The easy-to-read and traditional font like Arial or Times-new-Roman should be utilized and the colored font should not be used. Closing The business mail should be closed in the traditional manner for the formal communications and with the first-time recipients by utilizing closing greetings like Thank You, Kind Regards or Sincerely. After that, the full name of the sender should be types after that (Guffey Loewy, 2012). The last name in the subsequent emails should be omitted for the friendlier tone. After that, the company signature and company logo should be inserted. After that, the company name should be there along with the company address and phone number. Consequences with Business Mail As more or less all the business mails are sent over the internet thus, as a business communication it can have several inherent flaws: Security the confidential business documents sent over the business mails can be read both outside and inside the organization due to security issue associated with the email (Cardon, 2015). Scarcity sometimes, the computer viruses are delivered through the email as any certification mechanism is not there for the sender of the emails. Mail delivery sometimes, the delivery of the business emails cannot be ensured due to the internet issues (Howes Sallot, 2013). Business mail writing style Another significant issue with the business mails is that people often miss the proper business mail writing style as well as format. Conclusion The entire discussion made in this report has successfully interpreted how the business mail has created its significant impact over the business communication. This study has illustrated the proper format for writing the business mails through which a strong communication can be built between businesses with their clients. This study has also shed light on the consequences with the business mails. However, this study has also shown the effective way to address the issues to build a proper business communication with the help of the business mails. Recommendation There are few resolutions in order to overcome the issues associated with the business mails in conducting the business communication. These are as follows: The computers with the help of which, the business mails are sent to the customers or the clients should always be protected so that virus attack cannot interrupt the business communication. The senders should always be concerned about the confirmation whether the business mails have been sent or not. On the other hand, the senders of the business mails should be careful regarding the proper format of those mails so that the business communication cannot be hampered with the clients as well as customers of the company. Reference List Cardon, P. (2015).Business communication: Developing leaders for a networked world. McGraw-Hill Higher Education. Einstein, M. M. (2014).The Impact of a Targeted Training Program on E-Mail System Processing Capabilities and Self-Perception of E-Mail Overload. WILMINGTON UNIVERSITY (DELAWARE). Guffey, M. E., Loewy, D. (2012).Essentials of business communication. Cengage Learning. Howes, P. A., Sallot, L. M. (2013). 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