{"id":418,"date":"2014-07-02T16:38:23","date_gmt":"2014-07-02T23:38:23","guid":{"rendered":"http:\/\/salesfolk.com\/?p=418"},"modified":"2015-10-07T20:39:43","modified_gmt":"2015-10-08T03:39:43","slug":"never-use-4-business-emailing-japanese-person","status":"publish","type":"post","link":"https:\/\/salesfolk.com\/blog\/never-use-4-business-emailing-japanese-person\/","title":{"rendered":"Never Use \u201c4\u201d When Emailing a Japanese Person: Top Cultural Business Mistakes to Avoid for Business Emails"},"content":{"rendered":"

\"Japanese<\/a><\/p>\n

I could tell our Japanese exchange student was uncomfortable as my Turkish family hugged her and kissed her on each cheek, welcoming her to our home. Their intention was sweet, but I could see her eyes bulge a bit as she cringed at the gesture. Language barriers are just the beginning of cultural communication differences.<\/p>\n

I have encountered my fair share of cultural blunders while working and living in 4 different countries, both online and offline. Committing cultural faux pas in writing is easy to do when you don\u2019t know someone well. And even when you are acquainted with someone, you can still quickly embarrass yourself if you don\u2019t choose your words carefully.<\/p>\n

Levels of Formality in Business Emails Around the World<\/strong><\/p>\n

Because German and Japanese have many rules dictating the formalities of the language itself, writing emails to people from these countries is formal and somewhat formulaic. There are strict conventions how to begin, structure, and end emails, so including personal messages and informal language is seen as strange and impolite. Anything outside the box, such as saying \u201cBest regards from California\u201d instead of \u201cMit freundlichen Gr\u00fc\u00dfen\u201d (\u201cwith friendly greetings\u201d) at the end of every cold email is considered very rude in a business email.<\/p>\n

When emailing with Germans, the first sentence in the email after the salutation is not capitalized. Here\u2019s an example of this capitalization rule:<\/p>\n

\n

\u201cDear Ms. Morgan,<\/p>\n

in regards to your previous email\u2026\u201d<\/p>\n<\/blockquote>\n

If you think that\u2019s hard to remember, Japanese has a special language for extreme humbleness called \u201ckeigo.\u201d When using keigo, verbs and other common phrases change dramatically to their \u201chonorific\u201d form, which has different levels of formality based on the occasion and level of seniority of the person you are addressing. At least you don\u2019t have to worry about writing your next business email in keigo.<\/p>\n

Conversely, when sending emails in many parts of Africa and South America, personal anecdotes are almost expected. If you\u2019ve met a Brazilian business contact\u2019s wife, it\u2019s considered polite to ask how she\u2019s doing in the email before you inquire about business matters like price. It\u2019s also not uncommon for Brazilians to send hugs or kisses( \u201cbeijos\u201d) instead of using \u201cregards,\u201d even for some mass emails.<\/p>\n

\"\"<\/p>\n

What\u2019s In a Name: When Titles Matter in Business Emails<\/strong><\/p>\n

Unlike the more informal addresses you see in America or Brazil, when addressing business contacts in the Emirates, status is crucial. You must know if they\u2019re a \u201chighness\u201d or \u201cexcellency,\u201dand if they are, you must address them as \u201cyour highness\u201d or \u201cyour excellency\u201d throughout the email.<\/p>\n

Other countries such as Japan, Turkey, and Germany have specific formal titles you must use for addressing people. In Japan, you must address the reader by their last name using the title \u201csan,\u201d so Takeshi Yamada becomes \u201cYamada-san.\u201d In German people are addressed by writing \u201cSehr geehrter Herr\u201d (Dear honored Sir) for men and \u201cSehr geehrter Frau\u201d for women (Dear honored Madam). In Turkey you must use \u201cBey\u201d (Mr) or \u201cHanim\u201d (Ms) after the first name, like \u201cMustafa Bey\u201d or \u201cReyhan Hanim.\u201d<\/p>\n

Choosing Direct or Indirect Communication Styles<\/strong><\/p>\n

When writing emails to Europeans, avoid using flowery excessive language and get straight to the point. Where Americans might say that someone is \u201cuniquely qualified\u201d for a project, or a product is \u201cgreat,\u201d Europeans get annoyed by excessive statements. Germans are especially known for their directness.<\/p>\n

Other cultures prefer much less direct communications because they are much more relationship oriented. This is true for much of Asia and France. While it is okay to be blunt in the United States, it is rude to ask for something too quickly in Asia or France without building a relationship with a person.<\/p>\n

As was the case in the Clinton Global Initiative, smart Western firms often hire copywriters to modify US documents to be softer and more indirect when addressing Asian audiences. To be effective, you must use a \u201csoft opening\u201d and supply some background information leading to the outcome you desire from the written correspondence. Successful business development in Asia requires long-term relationship building, so if your first attempts don\u2019t work, you must be patient and careful not to burn your bridges.<\/p>\n

Cultural Time Differences Aren\u2019t Just About Timezones<\/strong><\/p>\n

Email response time varies country to country. Whereas Americans expect quick turnarounds for email, Europeans often take much longer to respond to emails. Instead of next day response, they might not get back to you for a week or two. Those who have worked in emerging markets and have experienced phenomenons such as \u201cEgyptian\u201d or \u201cBrazilian\u201d time understand that much of the world doesn’t operate as fast as the US.<\/p>\n

Paying Attention to Sensitive Cultural Issues<\/strong><\/p>\n

You should always do some research when communicating with someone from a cultural that\u2019s unfamiliar to you to avoid faux pas. Where it\u2019s common to list \u201c4 points\u201d in the United States, the number 4 (“shi”) sounds very close to the word “shin,” which means death in Japan and most of Asia (which have similar root words), and is considered an \u201cunlucky number,\u201d much like \u201c13\u201d in the West. So make sure you don\u2019t give presents to your Japanese colleague or exchange student in sets of 4, as it may be taken as a bad omen.<\/p>\n

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