Technology has paved the way for the invention of various new forms of communication. However,
some of the oldest forms of communication are still useful today. One of the oldest forms of business
communication is a letter. A letter can be formal or informal. The overall style of the letter depends on
the relationship between the parties. Businesses use letters to communicate with clients, customers,
companies, organizations and other external parties. There are situations where the use of letters is the
most appropriate.
Recently, I went through the process of obtaining a social security. One of the requirements to obtain
the card was a letter from the university with pertinent information such as the job title, hours, and
department. This situation demanded the use of a letter for several reasons. The university and the
Homeland Security Department are two separate business entities and letters are used to communicate
with external parties. As an international student there are guidelines for employment. The officers at
the Homeland Security Department needed the letter as documentary evidence to be able to process
my application. Additionally, if a situation developed the department would have the letter on file
bearing the signature, the date and other details to defend itself or bring charges against the school in
the any case of wrong doing. The school would also have a copy of the letter to defend itself as well.
Situations often arise when conducting business, some of which can become legal matters. Businesses
must always safeguard themselves.
Emails are fast and quick but there are a few drawbacks. The use of an email would not have sufficed as
accounts are usually hacked and there would be no way easily to verify the information. Letters on the
other hand must be signed, dated, and act as a physical copy. The distortion of information is less likely
with the use of letters.