Give four reasons why one would prefer a letter to a telephone to send a message.

Question 2.4.1: Give four reasons why one would prefer a letter to a telephone to send a message.

• A letter provides a written record of the communication, which can be used for future reference or as legal evidence.
• Letters are suitable for formal communication where a professional tone and detailed information are required.
• They allow for careful thought and drafting, ensuring accuracy and completeness of the message before sending.
• Letters can be used to send attachments or physical documents that cannot be easily conveyed over the phone.

Question 2.4.2: The following terms relate to communication: vertical, horizontal, formal and informal. Write the appropriate term of communication associated with each of the following statements.

• a) A manager gives instructions to a supervisor in her division: Vertical Communication (and Formal Communication)
• b) Rumours going around that the most disciplined workers will be rewarded: Informal Communication
• c) A manager issues a general circular to the employees: Formal Communication (and Vertical Communication)
• d) Prefects discussing discipline in their school: Horizontal Communication (and Informal Communication)

Question 2.4.3: Outline four benefits that may accrue to a business person who uses e-mail to communicate.

• Cost-effective: Sending emails is generally cheaper than traditional mail or long-distance phone calls, especially for international communication.
• Speed and efficiency: Emails are delivered almost instantly, allowing for quick exchange of information and faster decision-making.
• Record keeping: Emails provide a digital record of correspondence, which can be easily stored, searched, and