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Keep Cultural Differences in Mind

Because the rules of business and social etiquette vary around the world, it is with good reason that companies send employees who will be traveling overseas to cultural sensitivity and diversity classes. Although you may not be literally taking a meeting in Manila or closing a deal in Cairo, e-mail lets you travel around the world from the comfort of your own desk.

You can create faster rapport and keep out of trouble if you make an attempt to adapt your e-mail style to the cultural rules of the person with whom you are communicating. As with all cultural styles, there are general guidelines to keep in mind, but specific exceptions to every rule. Here are just a few examples.

United States. The national need to be productive almost guarantees e-mails that are business-focused and aimed at moving matters forward. Rarely will a business e-mail to an associate stray into personal territory and mention family or other non-work-related subjects.

United Kingdom. Brits are less verbose than Americans, often using language more precisely with less repetition. Referencing family and personal life is not unusual, especially if the writer has a long relationship with the reader. Watch out for dry British humor, often snuck into a message where you least expect it. Tongue in cheek is their specialty.

Germany, Switzerland, Austria. Many European countries tend toward the formal, and requests can come out sounding like demands. They aren’t, but may sound like it. For example, in a business e-mail, You must get back to me by the end of the week really means please get back to me by the end of the week. Likewise, short, curt sentences are a function of translation and should not be considered rude or abrasive.

Japan. Not surprisingly, the Japanese e-mail style is very polite. For example, it’s not unusual to be addressed as Mr. Smith, even after several interactions. Unlike the United States, Japanese e-mails will rarely make direct requests.

Italy. Italians adore conversation. It’s a national pastime. E-mails, although formal in style, are often warm and chatty. As in their face-to-face communications, Italians’ e-mail messages can be long, with no pressing need to make a point or produce quick results. Family and personal life topics can be introduced once a relationship has been established.