11 of 17

Write now Article Tools

Emailing to our International co-workers prompts a slightly different format than standard U.S. company email procedures. Would you be sure you were writing the correct content to avoid embarrassment? Let's look at one example.

As an American boss welcomes newly transferred employees from Hong Kong by email, he or she needs to be aware of differences distinct to the Asian culture. Effective communication guidelines across any culture requires the use of plain English, not idioms, and your intent must be very clear. We must also be even more proper than usual with our foreign co-workers.

A formal greeting should be added for etiquette, especially because Chinese use much more formal greetings, even with their close friends. Also, due to value differences across the cultures, humility and the forging of relationships should be alluded to instead of using any bravado about "selling them" on America and how friendly or productive we are here.

The boss also needs to use the email to help make them feel more comfortable about being in the United States, since very few people feel at ease when moving to a new country and a new office; especially at the same time. Thankfully, Hong Kong business people are becoming accustomed to Western hand shaking so that may not present a problem but remember, the focus should not be on that aspect of meeting each other or if it becomes awkward.
Please don't mention America twice and don't get personal too quickly. That would probably be the wrong approach due to the strong hierarchical respect still practiced in Hong Kong today.

Relationships begin simply with working together so that should be alluded to, instead of treating them as instant friends. Cross cultural relationships develop over a longer period of time. The email should also have a more "audience centered" focus, not too many "I"s to avert assumptions of arrogant behavior.

An example may look like this:

Dear colleagues,

I would like to welcome you to our business department here in the United States. It will be nice to meet all of you in person. We are all looking forward to working with you and want to help you become comfortable during your time with us. Our department is eager to get started on this new project.

Sincerely,
Mr. Department Boss

Keeping it short and to the point will help the transferring employees be more comfortable with you and the other workers in your department, and let them know you are expecting their addition to the office to be productive. This way they can get used to you and the other workers without too much of an uncomfortable feeling before they even arrive. In time they will learn how much more relaxed American companies are compared to their Asian counterparts and value the relationships.

Starting off with a proper introduction email can make a positive impression right away so we need to be sensitive to the different cultures we are dealing with as we move forward into more and more globalization.

Learn more about this author, CJ Kidd.
Click here to send this author comments or questions.

Add your voice

Know something about Best practices for a company email policy?
We want to hear your view. Write now!