Communication situation is any communication situation in an organization where communication occurs, for instance, radio, conversation, texts, and films. The communication situation has five components: sender, receiver, message, medium, and context. The sender is the person issuing the information. The receiver is the person taking the information. Medium is the channel of communication. The message is the information itself, and the context is the settings in which communication is taking place.
An email should be used when one wants to communicate with another person who is difficult to get through other forms, such as a telephone or living in a different country. Email is also appropriate when one wants to send files, documents, or spreadsheets with a lot of data. When one wants to distribute information quickly to many people, an email will send a memo to the office staff. An email should be used when one wants to keep records, which is done by saving important emails for future reference. An email should not be used when sending confidential information since your email always remains in a server, and it can be forwarded to other people. When there is a complication in your message or when the message is too long and needs additional discussion, email is not appropriate to use. Email also should not be used where the message tone could be easily misinterpreted.
Reference
McQuail, D., & Windahl, S. (2015). Communication models for the study of mass communications. Routledge.