Letter Etiquette Guide

Understanding cultural differences is crucial for effective international correspondence. What's polite in one culture may be inappropriate in another.

General Principles:

Research the Culture:

• Learn basic cultural norms and values


• Understand business hierarchy and titles


• Research religious and cultural holidays


• Know appropriate greeting and closing conventions

Communication Styles:

Direct vs. Indirect Communication:


• Direct cultures (US, Germany, Netherlands): Get to the point quickly, be explicit


• Indirect cultures (Japan, Thailand, many Arab countries): Build context, use subtle language


• Adjust your approach based on the recipient's cultural background

Hierarchy and Respect:


• Some cultures emphasize formal titles and hierarchy


• Use appropriate honorifics and titles


• Show proper respect for age and position


• Understand decision-making processes

Time Orientation:


• Monochronic cultures (US, Germany): Value punctuality, deadlines


• Polychronic cultures (Latin America, Middle East): Relationships over schedules


• Adjust expectations for response times accordingly

Specific Cultural Considerations:

Asian Business Correspondence:


• Begin with relationship-building before business


• Use formal titles and show respect for hierarchy


• Allow for longer decision-making processes


• Avoid direct confrontation or disagreement


• Consider concepts of "face" and saving face

European Business Letters:


• Generally more formal than American style


• Use proper titles (Dr., Professor, etc.)


• Show respect for traditions and established processes


• Be aware of vacation periods (August in many countries)

Middle Eastern Correspondence:


• Begin with personal inquiries about family/health


• Show respect for religious observances


• Use flowery, respectful language


• Allow extra time for responses during religious holidays

Latin American Letters:


• Emphasize personal relationships


• Use warm, personal language even in business


• Show interest in family and personal well-being


• Be patient with timing and response schedules

Common Cultural Mistakes to Avoid:


• Using first names without permission


• Ignoring local holidays and customs


• Being too direct in cultures that value indirect communication


• Assuming Western business practices are universal


• Using inappropriate humor or casual language