There is no question that e-mail is convenient. It allows us to send the same message to many people at the same time with little more effort than it takes to send a message to one person. When sending multiple copies of a message, we avoid the trouble of photocopying the letter, printing out additional copies, addressing envelopes, and posting the mail. E-mail is also convenient because it lends itself to an informal style that makes composing a message relatively easy; in addition, readers of e-mail tolerate more mistakes than readers of conventional mail, and their tolerance saves us time.
Despite the many benefits that e-mail provides, it is not always appropriate. Before dashing off another piece of e-mail – in our private lives or in the business world – we need to pause and consider whether the post office or a carrier such as Federal Express or UPS might be more fitting.
It would be sad to think that letters from friends and family might become obsolete. With e-mail, unfortunately, all messages look very much alike, and this sameness removes some of the excitement of getting a message in the first place. We have no handwriting to scrutinize, no perfumed envelope to smell, no colors or textures to enjoy. E-mail is also limited by what we can send. Attached files might let us send a copy of a photo, but what if we want to put it in a frame? We will never receive an e-mail care package from home or an e-mail pop-up birthday card. For these more personal things we must still rely on regular mail. Besides, opening old computer files is never as much fun as pulling a musty shoebox out of the closet to browse through old letters and photos.
In the business world, as in our personal lives, e-mail is not always an appropriate means of communication. First, there is the issue of informality. For much company business, a certain level of courtesy and formality is desirable; e-mail can seem inappropriate at times because of its relatively slapdash quality. For instance, a résumé sent via e-mail to a potential employer is likely to have its cover page, providing introduction and explanation, replaced by an inadequate e-mail message. Such a message that lacks correct grammar and syntax not only portrays a poor image, but is a poor substitute for the more traditional hard copy format, which requires an envelope and stamp.
A second problem with e-mail is its privacy. Because of its electronic transmission in networked systems, e-mail may be accessible to co-workers and supervisors. It’s probably not a good idea to complain about the boss on the company e-mail or to write anything that shouldn’t be shared with strangers or potential enemies. It is this same accessibility to strangers that limits the amount and type of business transactions that should and should not be done via e-mail. No matter how encrypted a message may be, some people do not trust sending private information electronically. Similarly, e-mail privacy is applicable on a personal level. Home internet users are reluctant to send and receive information, about themselves or their finances, fearing identity theft.
While e-mail gives us the ability to send messages with speed, little expense and convenience, it lacks the personality, formality and privacy of regular mail. For these reasons, we should not be tempted to fire off quick e-mail messages when tradition, logic or ethics demands a self addressed, stamped envelope. Luckily, however, we needn’t always choose one over the other. Ideally we should take advantage of both, using each appropriately: e-mail for quick notes, multiple mailings, and routine business correspondence; regular mail for personal messages and for formal or private business interactions. Regular mail will always take a bit longer, but sometimes good things are worth waiting for.