Bytestart - The online small business portal
Easy Accountancy
Search over 2000 Articles!


FREE Business banking forever
With Abbey you can enjoy free day-to-day business banking, forever! Call us now on 0800 085 3099 or click here to find out how.


Guide to international email etiquette

 print  e-mail 

These days much of our business correspondence is conducted by e-mail rather than the conventional 'snail mail'. Unhappily, certain conventions have been lost or overlooked in the process, and can give rise to abrasion, especially when there are cultural differences involved.

Here are some typical problems:

  • Sloppy layout
  • Poor spelling / typing errors
  • incorrect grammar
  • Wrong forms of address
  • Lack of formal opening and closing
  • Missing reply information
  • Wrong tone for the person being addressed
  • One country's conventions not acceptable in another country
  • Risk of virus infection
  • Divulging others? email addresses
  • Manners

Sloppy layout:

Get professional help to establish templates. If possible, use a header, to make your email look like a regular letter-heading.

Spelling/Typing

Always use the spellchecker, but also use an English dictionary (spellcheckers are American)

Grammar

If in doubt, ask someone who knows. Phrases such as 'between you and I' will diminish you in the eyes of some clients.

Forms of address

When approaching a business contact for the first time, it is unwise to write 'Hello there' or 'Hi' or even 'Dear John'. In some cultures, formality is always expected.

Opening/Closing

Some emails leave out the salutation altogether. Others omit the name and title of the sender. If you are running back and forth with reply after rely on the same topic, and to someone you know well, it’s all right to omit the salutation.

Tone

Err on the side of caution. Don't be familiar with a client or someone senior, and never write what you may regret the next day.

Conventions

See Opening/Closing. In some countries you are expected always to use a salutation.

Virus & Junk

In business circles, it is considered very bad manners to send a virus, so install and regularly update your virus checking software. It is also bad form to pass on chain letters, however well-meaning they may be. And never pass on email advertisements.

Divulging addresses

If you send an email to a whole group of unconnected people, use the BCC (blind carbon copy) to avoid exposing others' email addresses without permission.

Manners

Capital Letters in emails are regarded as SHOUTING. Use *stars* for emphasis.

Check you’re E-mails Regularly

Western managers check 3-4 times a day; not once a week.

Please Ensure You Reply

It seems obvious but many cultures really don't bother for days!

About the Author

Award-winning speaker Phillip Khan-Panni is an expert in verbal communication: persuasive speaking and presentation skills. He is also the author of seven books on communication skills including the recently republished “Getting Your Point Across” on Amazon at £6.59. Phillip is past branch Chair of the Chartered Institute of Marketing and a Founder of the Professional Speakers Association. He has won more speech contests than anyone in Europe, including UK Champion seven times and is the UK’s first and only World Silver Medallist in Public Speaking. For more information visit www.pkpcommunicators.com


Easy Accountancy

  • For essential business liability and PI insurance cover, visit Hiscox
  • Sole trader accounts - complete nationwide service, just £30 + VAT per month!
  • Free day-to-day business banking! Click here or call Abbey on 0800 085 3099
  • Online accounting system for small companies - for under £60 per month
  • You can set up a Limited Company online right away via our partner - Duport

Latest articles in Business Tips
 
10 business email mistakes you should avoid
Some tips on what small business owners should try to avoid when composing email correspondence, based on the experiences of the Bytestart team and the thousands of emails they have read over the past 5 years. [July 2, 2009]
 
Seasonal recruitment tips for small businesses
As summer approaches, small business owners need to ensure that they have experienced staff in place to cover their business needs over the peak holiday period. [June 29, 2009]
 
7 tasks to help ensure your business prospers during the downturn
Times are tough for most small businesses. Confidence is low and consumers and businesses alike are thinking twice before making purchases. Here are 7 tasks you can carry out to help ensure your business survives and prospers over the next year. [May 21, 2009]
 
7 clever copywriting secrets for business owners
The ability to passionately sell a product or service in the written word is something that will never go out of fashion. And the reality is that few people will be able to do it as well for your business as you. [May 11, 2009]
 
Which businesses do well during downturns?
Despite the damaging effects of the economic downturn, there are plenty of examples of businesses who are surviving and even thriving. So what kind of business can see turnover go up in a downturn? [May 8, 2009]
 
Why the recession may ignite your entrepreneurial spirit
If the downturn has ignited your entrepreneurial spirit and led to new business ideas, you will find that, in spite of the recession and the grim economic outlook, there is plenty of fertile ground in which start-up businesses can take root. [May 1, 2009]
 
Why you must fire your worst clients - and how to do it
You’re working flat out with steam wafting off your keyboard when the phone rings. Your heart sinks and a faint shudder runs down your spine. It’s your client from hell... again. [April 28, 2009]
 
21 ways to be positive in your business
If you’re anything like us, you experience the emotional highs and lows of running your own business. So, here are 21 ways to help you stay positive while running your company. [March 25, 2009]
 
What are the dangers of overtrading?
Did you know it’s possible to get your business into serious financial trouble by selling too much? Here are five signs that your business is growing too fast and you need to think carefully ahead [March 17, 2009]
 
Ten tips for exporting during the economic downturn
The British Chambers of Commerce (BCC) has urged small business to take a "measured approach" to the export opportunities created as a result of the weakening pound. Includes top ten exporting tips. [March 12, 2009]
 
How to squeeze 26 hours out of your day - time management tips
Starting a new business can be a shock to the system for many people, as the comforts of working for someone else make way for hard work and long hours. Here are our ultimate time management tips for business owners. [March 10, 2009]
 
Why finding your own niche can lead to business success
Today’s market is moving further and further away from mass interest and closer to niche businesses – those that are focussed on a particular social, racial or financial segment of the market that can be clearly identified and marketed to. [February 27, 2009]
 
Could foreign markets bring recession relief?
With the right knowledge, reaching out to new markets for your products and services can be straightforward and problem-free. The key to success is planning, so ensure you give attention to two key areas - language and culture. [February 20, 2009]
 
Don’t slash and burn in the drive for cost savings
Many companies react to hard times by cutting advertising and marketing budgets, but this can be a mistake. It is better to review your processes, focus on core markets, and avoid wasting time and money on unprofitable areas. [February 19, 2009]
 
Guide to raising finance to buy a franchise
So you’ve done your research, you understand that buying a franchise is a serious business option and not one to be taken lightly, but how can you raise finance to buy that franchise in the current economic climate? [January 26, 2009]
 
 Our Partners
Hiscox Office Insurance
Instant Online Quotation
Free Day-to-Day Banking
Abbey - 0800 085 3099
Barclays Business
Banking for Start-ups
Sole Trader Accounts
Just £30+VAT/month
Warehouse & Distribution
Solutions from Royal Mail
Form a Limited Company
Complete Online Service
Compare Quotes
Business Insurance Cover
2 Years FREE Banking
Alliance & Leicester

Click Here

 Key Services
£20 Free Postage
& 30 Day No Ties Trial
Virtual Office Service
For full details click here.
Crunch Online Accounts
Under £60 per month!
Public Liability Cover
Are You Insured?
Cashflow Problems?
Try Invoice Financing
Client Credit Checking
Online Company Reports
Broadband, Hosting & IT
Small Business Specialists