The 1st Description is the one I think the best because it is like we are also doing the process

ourselves and with the person reading the description at the same time. We don’t sound like we
are ordering them to do the process but it sounds like we are helping them or guiding them step
by step in how to properly send a letter using email. The 2nd description sounds a bit direct and
people might take it a bit informal. The 3rd one sound like we are talking to a close friend or
family but it should be universal or our description should be applicable to all types of people
because they might take it the wrong way when we sound to informal they might think that we
bossing them around in what to do or how to use an email. The 1st description is formal and
really describes the process step by step without leaving any spot to confuse readers or listeners.