How Email Has Changed Formal Communications

Email has changed formal communications by allowing instant access to recipients all over the world.

From the very first message inscribed in stone to modern satellite communications, human beings have always sought faster, better ways to send important messages to one another. The formation of the postal service provided a reliable method, successfully advancing official exchanges. However, the invention of email permanently changed the way formal communications take place. Email use established a significant alteration to the flow of information between people, and offered numerous benefits over traditional methods. Deciding to use email for formal communications requires a cautious contemplation that considers numerous factors including etiquette and professionalism.

History

Email use has decreased the flow of formal communications throuhg the post office.

According to Living Internet, early email use was comprised of small interoffice messages limited to shared computers. Formal communications remained conventional until electronic mail progressed with the growth of the Internet. Although email use began in the 1960's, it did not become a worldwide communication tool until the introduction of Internet-based email programs in 1993. Once it became easy for anyone to send and receive emails through the World Wide Web, people began to use the new system for both informal and formal communications.

Significance

Email reduces the need to send formal communications via regular mail.

The worldwide expansion of email significantly affected the exchange of formal communications. Before the development of email, a business in the United States sending an important document overseas printed the document, packaged it, paid for the delivery service and waited days for it to arrive at the destination. After email grew to be a part all international businesses, companies possessed the ability to send formal communications to the recipient in minutes.

Benefits

Formal communications made through the telephone decreased due to email.

The creation of email offered a variety of beneficial improvements to formal communications. In addition to the advantage of gaining an increase in the speed of important interactions, money spent on preparation, international phone calls and delivery practically vanished. Clear benefits of the way email has changed formal communications includes the ability to forward messages to others or send one message to a distribution list of people.

The progression of email also benefited formal communications that took place through the telephone. Sending official messages using email allows both the sender and receiver to communicate at any time of day or night.

Considerations

Email users must consider professional language and grammar when sending formal communications.

While the introduction of email proved to be a milestone in the evolution of formal communications, drawbacks also exist. According to the website EmailReplies.com, email etiquette demands professionalism and proper use of grammar and language.

Warning

Some formal communications demand an old-fashioned approach that does not include email.

Handling all formal communications with email potentially causes problems. For example, an email message mistakenly filtered as spam may never reach the recipient. Certain times are inappropriate for sending a formal communication via email, such as when giving recognition. Gauging when a phone call, meeting or paper letter takes precedence over an email also calls for careful consideration.

Security concerns present another danger coinciding with email use. Hackers potentially have the ability to gain access to the sender's computer through Internet-based email channels, thereby opening up the network to the danger of incoming viruses and exposed information. This problem forces people to invest in security measures to guard against such activity.

References

• Living Internet: Internet: Email History
• Cisco: Newsroom: "Studies Show that Email has to Change!"
• Email Replies: Email Etiquette