Where to Put “Sent via Email” on a Letter

In today’s digital age, electronic communication has become the norm. While traditional letters are still used for various purposes, many documents are now exchanged via email. But how do you indicate that a letter has been sent electronically rather than through traditional mail? This article will guide you on where to put the phrase “Sent via Email” on a letter, ensuring that your communication is clear and professional.

The most appropriate place to include the phrase “Sent via Email” is at the bottom of the letter, aligned with the closing. This placement allows the recipient to understand that the letter was sent electronically, without disrupting the flow of the main content. It is recommended to use a smaller font size and italics to differentiate this phrase from the main body of the letter.

By placing “Sent via Email” at the bottom of the letter, you make it clear that the document is an electronic transmission. This is particularly important when a physical copy may be required, such as for legal or official purposes. It also serves as a reminder that the content can be easily forwarded or printed if needed.

FAQs:

1. Why should I indicate that a letter was sent via email?
Indicating that a letter was sent via email helps clarify the mode of communication and ensures that recipients are aware of the electronic transmission.

2. Can I place “Sent via Email” anywhere in the letter?
To maintain professionalism and clarity, it is recommended to place “Sent via Email” at the bottom of the letter, aligned with the closing.

3. Should I use a different font or style for “Sent via Email”?
Using a smaller font size and italics for “Sent via Email” helps differentiate it from the main content and ensures that it doesn’t disrupt the flow of the letter.

4. Is it necessary to include “Sent via Email” if it’s obvious that the letter was sent electronically?
While it may be obvious in some cases, including “Sent via Email” ensures there is no confusion, particularly for documents that may require physical copies or for official purposes.

5. Do I need to include “Sent via Email” if I’m sending an attachment?
Yes, including “Sent via Email” is still recommended, as it clearly indicates the mode of transmission regardless of whether there is an attachment or not.

6. Can I use alternative phrases instead of “Sent via Email”?
Yes, you can use phrases like “Emailed” or “Transmitted electronically” if they better suit your preference or context.

7. Is it necessary to include “Sent via Email” in personal correspondence?
For personal letters, it may not be necessary, as the mode of communication is often already understood. However, including it can still be helpful in certain situations.

8. Are there any exceptions to including “Sent via Email”?
If you are sending an email specifically requesting a physical copy, such as for a signature, it may not be necessary to include “Sent via Email.” However, it’s always better to err on the side of clarity and include the phrase if in doubt.

In conclusion, placing “Sent via Email” at the bottom of a letter is a simple yet effective way to indicate that the document was transmitted electronically. This ensures clarity, professionalism, and transparency in your communication, whether for personal or official purposes.