What format should be used for written communication outside the department?

The correct format for written communication outside the department is a letter. This choice is appropriate because letters are often considered a formal method of communication, establishing a professional tone that is suitable for correspondence with individuals or organizations outside of one’s own workplace. They tend to convey respect and seriousness, especially in situations where the communication might be official, legal, or sensitive in nature.

Using letters also provides a tangible documentation of communication, which can be important for record-keeping purposes. They can be addressed specifically to the recipient and clearly include a signature, adding an element of formality and personal touch that other formats, such as memos or emails, might lack when communicating with external parties.

While emails are frequently used for quick and less formal communication, they might not carry the same weight as a letter in certain circumstances. Memos are typically internal documents used to communicate within an organization and would not be appropriate for external communication. Faxes, while they can also serve as a means of sending written communication, are becoming less common and are often viewed as less formal compared to letters.