If you're used to using email to catch up with friends, writing a formal email might feel pretty foreign to you. It's not quite the same as writing a business letter, but it's definitely a huge step in that direction. Clarity, conciseness and being correct are the keys to write a formal email!

Writing formal emails may have lots of advantages compared to regular letters:

• Email is a free tool. Once you are online, there is no further expense that you need to spend on in order to send and receive messages.
• Email is quick. Once you have finished composing a message, sending it is as simple as clicking a button. Email, especially if an email system is integrated into the network, is sent, delivered and read almost immediately.
• Email is simple. It is easy to use. Once your account is set up, composing, sending and receiving messages is simple. Also, email allows for the easy and quick access of information and contacts.
• Email allows for easy referencing. Messages that have been sent and received can be stored, and searched through safely and easily. It is a lot easier to go through old email messages rather than old notes written on paper.
• Email is accessible from anywhere – as long as you have an internet connection. It breaks down distance/time barriers. Whether or not you are in the office or on the field, or even overseas, you can access your inbox and go through your messages. It allows people to work from any location with a computer.
• Email is paperless, and therefore, beneficial for the planet. Not only can you reduce the costs of paper, you are actually reducing the damage paper usage does to the environment.
• Email allows for mass sending of messages. An effective medium to utilize to get your message out there, you can send one particular message to several recipients all at once. It shortens cycle of written communication.
• Email allows for instant access of information and files.
• It reduces telephone interruptions.
• It improves productivity e.g., meeting planning and preparation.

However, there are also distinct traps you can fall into if you don't observe some simple rules. As with letters or faxes, emails can be misinterpreted since there is no body language or voice tone to enable the reader to pick up clues. The easiest way to check if your email is appropriate or not is to ask yourself how you would feel if you received it.The disadvantages of Email for Internal Communications are:

• Email could potentially cause information overload. Some messages may be dismissed or left unread, especially if there are a lot coming in and the network has not integrated some sort of email alert system into the computers at work.
• Email lacks a personal touch. While some things are better off sent as written and typed messages, some things should be verbally relayed or written by hand in a note or letter.
• Email can be disruptive. Going through each email can be disruptive to work as it does require a bit of time. This disruption is decreased through the utilization of an email alert system.
• Email cannot be ignored for a long time. The thing with email is that it needs constant maintenance. If you ignore it, more and more messages will enter your inbox until it gets to the point that your inbox is no longer manageable.
• Email can cause misunderstandings. Because email does not include nonverbal communication, recipients may misinterpret the sender’s message. This is particularly true of senders fail to go through their messages before they send them.
• Email messages can contain viruses. It’s best to be aware of this possibility so that you are careful when opening messages from people you don’t know, or when downloading attachments.
• Email should be kept short and brief. This is especially difficult if you are one to send messages that are too long.
• Email requires timely responses. While some people tend to disregard messages, those that require responses should be replied to as soon as they are received and read. If not, urgent and important messages may be left untended.