Advantages of Email in Business Communication
Email is an important method of business communication that is fast, cheap, accessible, and easily replicated. It is easy to use. Electronic mail is popularly known as email where textual messages are sent to the receiver through telecommunication links. From a laptop or smartphone, you can use email to do business from the beach or the boardroom, and literally anywhere in between. Here, computer terminals are, connected together in a network to transfer a message from one to one or one to many. The sender first types the message on a computer screen and then sends it to the receiver.
A business email service enables you to send emails through your own domain, so both your name and business are visible when appearing in someone’s inbox. Multinational and large companies have their own mail servers to provide access to their employees to deal with internal and external business needs.
Advantages of email
The advantages of an email system may be stated as under:
- Email is cheap
E-mails turn to be a cheaper alternative to telephone conversation because it is a person to person communication system. It offers a low cost. An effective medium to utilize to get your message out there, you can send one particular message to several recipients all at once.
- Email is fast
Communicating by email is almost instantaneous, which enhances communications by quickly disseminating information and providing fast responses to customer inquiries. It eliminates the time spent in establishing telephone calls. It is faster compared to traditional mail.
- Failure notification
For some reason, if your email can not be sent to the receiver a failure notification sends to you so that you can understand that your mail is not sent.
- Attachment
One of the most important advantages of email is an attachment facility. Email gives you a facility of attachment so that you can attach anything like the picture, audio file, video file, document file, PDF, etc.
- Product advertisement
Nowadays email is the most popular way of product advertising because it gives you an opportunity to send an email to thousand even millions of your clients at very little time with very little effort and this kind of email marketing is very less expensive.
- Paperless communication
Communication through email is paperless communication. Not only can you reduce the costs of paper, but you are also actually reducing the damage paper usage does to the environment. So, email saves our environment because traditional communication needs paper, and paper is produced from a tree. So, we should increase the use of email to save our environment.
- No chance of missing
In other traditional communication we can miss some messages like in phone calls sometimes we can attend the call or we may miss some word for network problems. In the case of physical mail it may lose or destroy for any reason but in the case of the email you there is no chance of missing or destroyed.
- No time barrier to send email
Email can be used nonstop 247 it is not like another traditional communication process. So, you can send an email at any time as your demand.
- Auto-response
Email can provide an auto-response when it receives an email from any person so, it ensures the sender that the email is sent successfully. Most people give their basic information with this confirmation message.
- Remained address
The email automatically remained the email address of both receiving and sending so, there is no hazel to mind email address.
- Record
Email carries a record or evidence all the time because if you don’t delete mail from your mailbox a mail never destroyed. So, if you need this next time you may see it anytime anywhere.
- Communication without a physical presence
It permits communication between two parts without the parties actually being present simultaneously
- Privacy is maintained
Privacy of communication is ensured because the mail is delivered to the video an individual’s mailbox which can be opened by the intended recipients only.
- Reduction in consumption of papers
It reduces the consumption of paper in the office because internal memos and reports can be exchanged electronically without using paper.
- Increase inefficiency
It offers increased access to the employees. So it can increase the efficiency and the goodwill of the office.
- World Access
An email has no country barrier, someone can send an email everywhere to the world. It can be sent to any network in the world. It can be sent through a Local Area Network (LAN) or a worldwide network.
- Easy to Operate
Communication through email is easy. When any message -comes, the recipient can read the messages first, and then he decides how to respond. If the recipient likes to respond he can do so or if he thinks not to respond to the messages, he can just delete them. The message can be saved and a printout of the message can also be taken.
- Flexibility
It provides flexibility. A message can be sent to more than one person at a time.
- More Convenient
Email is more convenient than any other mode of communication. The sender can send multiple copies of an email message.
- Storage
Most people now use email as safe storage for their important documents or data. For example, most people scan their important documents like academic document, passport, CV, photo, and many more official document and attach with an email so that, they can find it anytime in anywhere. This is one of the most important advantages of email.
