Intercultural Written Communication

Just like Oral or non-verbal communication, the norm of a country’s way of writing and accustomed written form is important to learn and understand.  In this mode of communication the goal is to figure out the difference in writing style based on cultural behaviour and normal practice.

Low context and high context have a lot to do with writing to someone in another country as this preference would be sure to show in the content of the letter or contract. For example if a high context culture values formality and tradition, those of low context would remember to be extremely polite.  

Another example is, a Japanese writer may start with writing about the weather or season and relate issues and concerns with nature, whereas a North American writer would kindly get to the point efficiently and effectively.  In this case if the North American was trying to get business from the Japanese, it would be smart to incorporate their method of written communication.

Therefore, the faster you acquaint yourself with accepted modes of written communication, the better.

What you need to consider for intercultural written messages:

• Consider adjusting to the local styles.  Learn and apply the organization, format, tone and style your reader may be accustomed to. 
• Use titles, ranks, and last names as in many cultures it is degrading and inconsiderate of one not to mention or care to include a given status. 
• Short sentences and paragraphs should be used so the document can be read easily.  It is said a sentence should not consist of more than 15-25 words. 
• Avoid vague and confusing expressions like certain idioms (a dime a dozen), clichés (worn out expressions excessively used like busy as a bee), slang (props to you), abbreviations (ttul for talk to you later), and jargon.  Incorporate action specific words (ex: sell the product instead of get rid of the product). 
• Be clear. Avoid words with 2 meanings. For example, use return instead of bring back or maintain instead of keep up. 
• Use correct grammar and spelling. Be sure to double check, otherwise it would be an embarrassment considering we are from a country that mostly communicates in English.

Emails, faxes, letters, contracts, written messages, greeting cards, and sms/text messages are some forms of written communication.