Pen and paper existed for a long time. Few used it to write messages and letters. Today, virtually everyone texts messages or types letters. Of course writing has taken on a whole new meaning.
In the past people learnt the art of writing letters. Some would go to those skilled in this art to write letters and even love notes. Today, with modern technology, the keyboard is literally attached to our fingers. Everyone texts 24/7. In between, albeit reluctantly, you may have to send emails with a query or just write in a longer form of communication, especially if it is more official. However, there are two things that have a role to play: Fact and emotion. The overwhelming inclination of any written material is the mood of the reader. A book may be considered for the general public but a letter is directed at a person (even only as a representative of an organisation). Thus the element of emotion is rather important. The problem is that you cannot control the emotion of the receiver because you don’t know when and under what circumstances your letter will be read. Your choice of words, however innocent, may be misconstrued and may be seen as hostile. For this reason it is important to ensure that you use an “ideal tone” and the “ideal vocabulary” to make the letter as friendly as possible. A hostile reception may not get the required result.
example: “You did not credit my statement” sounds aggressive and apportions blame which may not be well received. the reader will rectify the problem, if necessary, but may be less inclined to apologise.
Or try saying: “There may have been an oversight, but I notice my last payment was not credited” – the reader may consider the matter more calmly and, if at fault, will apologise and rectify much quicker and easier.
On the other hand, you may well be the one to receive the email. You must assume the innocence in the approach of the sender. You must be aware of your mood and circumstances and find a balanced approach to your emotional understanding of the letter/email. There is yet an art to writing and reading. You are consumed by the need for texting and emailing while your emotion is not necessarily shared by the party on the other side. Human – face to face -interaction cannot be trumped but if you must text (and you will swear by it that you have no alternative to texting) then learn to send meaningful messages and receive messages assuming the best of the sender.
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