How do you write clear and polite emails to customers from different cultures?

This is exactly the one that makes high-context culture business communication to be tricky, especially for those from low-context culture. Simply, direct and clear communication helps avoid misunderstanding, and always the best way for low-context culture or the mixed environment. But, if you are facing an audience which majority are from high-context culture, you have to carefully explore how can you keep the clarity while you try to adopt yourself to the high-context culture which in many cases become less clarity in the way people speak. I agree that it is all about the balance, but personally believe sometimes prioritizing clarity against anything else do help us all to avoid misunderstanding.

It also helps for your audience to know you. Do you have an established reputation? Do you have a known communication style? Your personal branding drives expectations in others. The more you are a known entity - the more you can be more consistent in your approach. But there are always nuances. Never forget to read the room!!

To get a sense of how something "lands" in another language, try putting your text into Google Translate. This will point out areas that are awkward, at best, and need to be revised. Use this feedback to guide you as you edit the correspondence in a way that is more amenable to translation and, even if not being translated, more accessible across diverse languages and cultures.

I am borrowing from SHARON SCHWEITZER, JD Be sure to include a subject line, with at least two to three words summarizing what will be included in the email. Avoid using “Hi” or “Hey,” . Add “Action Needed” for important projects and “Action Required” for timely projects. When addressing , use the contemporary customs of the recipient’s culture. Consider beginning your email with “Dear” or “Greetings.” Don’t be a jerk. Humor is culture-specific . When scheduling a meeting or setting dates with a global counterpart, research their country’s date format. Consider time notation. Many countries keep time on the 24-hour clock . Close with phrases or words such as “Kind regards,” “Kindest regards,” “Best regards” or “Sincerely.”

Do research on the person & their culture. Observe their style of communication if possible. A good rule of thumb is to mirror the other person's style.

To get a sense of how something "lands" in another language, try putting your text into Google Translate before sending it in English. This will point out areas that are awkward, at best, and need to be revised. Use this feedback to guide you as you edit the correspondence in a way that is more amenable to translation and, even if not being translated, more accessible across diverse languages and cultures.

To write clear and polite emails to customers from different cultures, it is essential to be clear, concise, and use language that everyone can understand. Drawing from my extensive international experience, including living and working in diverse countries like Haiti, Sri Lanka, and Saudi Arabia, I've found that straightforward language and clarity are key. Avoiding slang, idioms, and jargon ensures that your message is accessible to all recipients. Use short sentences and paragraphs, and organize information with bullet points or numbers where it makes sense. Proper punctuation, along with thorough proofreading, help maintain professionalism and prevent misunderstandings.

Recognizing that idioms and humor can be misinterpreted across cultures is crucial when it comes to adopting a clear and straightforward language. For instance, instead of saying, "It's raining cats and dogs," which might confuse someone unfamiliar with this English idiom, simply say, "It's raining heavily." This ensures your message is understood and minimizes potential confusion.

I always aim to use straightforward language that avoids slang, idioms, and jargon that might be unfamiliar. Short sentences and bullet points help organize information, making it easier for customers to understand. Additionally, I pay close attention to punctuation, capitalization, and spelling to ensure my message is professional and easy to read. Proofreading is key to catching any mistakes before sending the email.

It is important to address the person by their given name. Not "hey". I prefer to write email requests with a brief intro and end "Thank you or I look forward to your response" then include your name and contact info.

I agree that overall you should be polite and positive; however, not all people enjoy modal verbs. Sometimes they can be muddy and hard to interpret. There are people who need very direct communication in order to fully understand meaning & prioritize tasks.

A good example of a cultural nuance that should be avoided is a phrase „My spirit animal is…“. It became popular on the Internet a few years ago, however, little know about it‘s origin and that it’s a concept from the indigenous communities that got trivialized by the whole world. It is recommended not to use this phrase but rather say „The animal I resonate with is…“ or „I associate with…“. 😊

For example, when writing to a customer from Japan, I would use "Dear Mr./Ms. [Last Name]" instead of just their first name, as using only the first name might be considered too casual. Additionally, I avoid using overly direct language or making demands, as this can be perceived as rude in some cultures. Instead, I frame requests as polite inquiries or suggestions. This attention to cultural details helps ensure that my emails are received positively and effectively convey my message.

A fun part of cultural nuances for me is the use of emojis. Not all emojis mean the same thing. Emotions are expressed differently via emojis in different countries, so I would avoid them initially. And, some culture don't use them at all, so be careful!

Take cultural training that talks about communication styles & where they come from. It's not about understanding that there's a difference - it's about understanding why that difference exists & then being able to adapt. High context & low context cultures often value different things that influence what they think good or bad communication looks like.