How can you write effective emails when working abroad?

1 Know your audience

Before you write an email, think about who you are writing to and what their background, preferences, and needs are. Are they from a high-context or low-context culture? Do they prefer formal or informal language? Do they expect a lot of details or just the main points? Do they use direct or indirect communication styles? Do some research or ask someone who knows the culture well to avoid offending or confusing your recipients.

2 Use clear and simple language

When working abroad, you may have to communicate with people who speak different languages or have different levels of proficiency in English. To make your email easy to understand and avoid ambiguity, use clear and simple language. Avoid slang, idioms, jargon, and acronyms that may not be familiar to your readers. Use short sentences and paragraphs, and organize your email with headings, bullet points, and numbers if necessary. Use polite and respectful tone, and avoid sarcasm, humor, or irony that may not translate well.

3 Be specific and concise

When writing an email, you want to convey your message and your purpose as clearly and concisely as possible. Be specific about what you want, what you need, what you offer, or what you expect from your recipients. Use action verbs, deadlines, and dates to indicate urgency and priority. Avoid vague or general statements that may leave room for interpretation or confusion. Also, avoid writing long or unnecessary emails that may overwhelm or bore your readers. Keep your email focused on one topic or issue, and use attachments or links if you need to provide more information.

4 Check for errors and tone

Before you hit send, make sure you check your email for any errors in spelling, grammar, punctuation, or formatting. Use a spell checker, a grammar checker, or a proofreading tool if you need help. Also, read your email aloud or ask someone else to read it for you to check for the tone and the clarity of your email. Make sure your email sounds polite, professional, and respectful, and that it does not convey any negative emotions or attitudes. If you are unsure about how your email will be received, wait for a while or sleep on it before sending it.

5 Follow up and respond

After you send an email, don't forget to follow up and respond to any replies or feedback you receive. This shows that you are interested, engaged, and reliable, and that you value the relationship with your recipients. Follow up with a thank you note, a confirmation, a reminder, or a status update depending on the situation. Respond to any questions, comments, or requests that you receive as soon as possible, and acknowledge any errors or misunderstandings that may have occurred. Also, keep track of your email threads and conversations, and use appropriate subject lines, greetings, and signatures to maintain consistency and professionalism.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?