On a regular basis emails come in asking what is different about email etiquette in different countries. To which I respond — there is no difference!
Yes, of course there are cultural differences, however, courtesy, respect and clarity in communications which includes the proper use of technology are universal. Email etiquette means that when you are emailing strangers or those you do not yet know very well, regardless of their physical location, that you type with the highest level of formality and courtesy until the other side gives you an indication you can relax and communicate in a less formal tone.
You’ll never go wrong by offering the highest level of formality when addressing and communicating with those from other countries. Formalities are in place for a reason — to show respect with courtesy and consideration. We all know too many who incorrectly believe that email is informal and an excuse to type as though you didn’t make it out of the sixth grade. If you don’t mind being perceived as someone who lacks in educations or courtesy (yes, courtesy is making the effort to type in full sentences, with appropriate capitalization and grammar and no typos) that is your choice to make.
When it comes to global contacts, just think how that lack of effort with someone who may not be from your culture may perceive your lack of ability to communicate with the written word? What if they are not yet very good at English and are relying on you to be clear so that they know how to communicate with you?
Once again, as you can see, email is simply not “all about me.” There are always at least two onliners involved and it behooves both sides to exercise their best effort, courtesy and clarify in their communications until they know each other better — whether you are in the next city, state, country or across the globe.
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Dear Judith
Thank you for sharing us your tips and advice. They are all so helpful.
As my user name indicates, I am Japanese. Let me share with you email etiquette for Japan.
The cardinal rule is never call someone by their first name, especially in business situation. We Japanese do not usually call someone by their first name, even in a more casual relationship. Use the person’s full name, and suffix it with “sama”, which is something similar to Mr, Mrs, or Ms. Attach full name of the person’s company, department, and position.
Never blurt out your message or your question. Always say something nice, and then say what you want to say. End your email with nice greetings (such as ” I wish your company every success”, etc). In Japan, we have some set rules and on exact words we should use depending on the topic of the email (one for apology, one for asking questions…). The templates are everywhere on the internet.
So….I guess there is nothing really different between netiquette in the US and in Japan. You are right, email etiquette is global.
Thank you again for your tips,
Japangirl
Hello and thank you so much for sharing! I just love how the Internet brings us together in conversation and allows us to meet when that probably would have never been possible!!
If you think about it, this is all about common courtesy and showing respect for the other side. If you proceed in that manner; you’ll never go wrong!
At your service,
Judith
Hi Judith
I really liike your site and your advice, I got here because a colleague sent me some really bad samples of text, which he had managed to crumple into a block like this
what a way to write a person
a message,and there was no
hello or anything, he created a
bad tone,and signed off with an
automatic signature. There was
a very poor subject field, which was
misspelled.
From you advice i have set up my rules wizard to permanently delete his emails, and if he asks me why i will tell him my e mail program is set to permanently delete spam.
Happy days
Jim
Glad you found my site Jim!
People are so bold and rude when hiding behind these screens. And how ironic is your example? Complaining about e-mails when they have incorrect punctuation, sentence structure and do not even capitalize their sentences?
Life is too short for negative folks like that who point at others before looking at themselves.
Thanks for stopping by and for your kind words!