M1 - Analysis
Letter
A letter is a formal type of communication that is written and sent to the receiver usually delivered
through the mail; letters have been used as a method of communication for years. Sometimes
businesses send the same letter to everyone in the same specific group or sometimes it is targeted
at one individual. Letters have many purposes, the main purpose is to exchange some type of
information and communication ‘’the main purpose of business letter is to exchange information
related to business. Through it, business organizations collect and convey business related
information.’’ For example, a business may send a letter to one of their customers in order to
introduce newly launched products or about a complaint that a customer may have made. A
business may also write a letter to make a purchase from the suppliers, or any other enquiry as a
customer. Blackburn College may send letters to the students or their parents informing them about
an event or details of a course. Businesses sending customers letters is a formal type of
communication, it increases customer relationship and keeps the customers in contact, or students
in this case of Blackburn College. A business letter has its advantages and also disadvantages. One of
the advantages of a letter is that it can be used to communicate overseas; businesses may have
customers that live overseas and may not be able to see them face to face, a letter is the perfect
methods to communicate as it can be sent anywhere, and this can also help save time from planning
to communicate face to face.
Another advantage involved in businesses sending letters to communicate is the cost ‘’writing a
letter is very cheap than those of others. The other forms of communication are too expensive for a
small firm to bear.’’ As stated, writing and sending letters is cheaper than other communication
methods, so it does not affect the expenses of the business much. However, the costs of delivering
to the receivers’ door can sometimes cost a lot especially if the individual is far away. One of the
disadvantages of writing and sending letters is the time ‘’in this modern era of communication, letter
is considered as a slow-moving tool of communication. ’’it takes quite a lot of time for the letter to
arrive at the receiver, whereas with other communication methods, the information is sent
immediately with just a click, and it also takes quite some times to form and structure letter. There
are many rules that businesses have to follow when creating a layout of a letter, so a staff member
without experience will not be able to do the job properly. Letters can also be missed by the
individual receiving it, whereas other communication methods such as a phone call can be hardly
missed or unseen.
So overall letters are effective method of communication and efficient, as the business can include
all the information in the letter targeted at a customer, client or a staff member, and the receiver
can re-read it whenever which creates a better understanding on what is being said, and the
business can also keep the communication as a record in order to retrieve again in future if
necessary. Even though letters have its disadvantages, it is still an effective method of
communication that the customers expect from a business, as they are a professional way to
communicate and work very well.
Memorandum
A memorandum is a written method of communication, it is a short note that is used for internal
communication within a business, it is sent from one employee to another. Businesses do not use
the memorandums as much anymore because of the introduction of electronic methods of
communication such as email and text messages. Memorandums are quite similar to letters but
they are shorter and only for internal communication and are not usually signed the way a letter is.
‘’it is almost always for internal communication and only rarely sent to clients or the public.’’ A
memorandum has many purposes, one is sharing news, for example, there might be some changes
