Writing an effective letter to a business partner in a different time zone can be challenging. You need to consider the cultural, linguistic, and temporal differences that may affect your communication. Here are some tips to help you craft a clear, courteous, and concise letter that respects your partner's preferences and expectations.
Before you write your letter, do some research on your partner's background, culture, and business etiquette. Find out how they prefer to be addressed, what tone and style they use, and what topics they avoid or value. For example, some cultures may appreciate a formal and respectful salutation, while others may prefer a more casual and friendly approach. Some may expect a detailed and comprehensive letter, while others may favor a brief and direct one.
For me, an excellent strategy when you don't have your partner in front of you to know him beyond his culture, origin or style is to establish clear communication protocols, respect work schedules and, of course, use technology to share documents and appointments. The most important is to recognize the unpredictability of business demands. I'm usually open to adjusting our communication methods or scheduling arrangements as needed.
Timing is crucial when you write to a business partner in a different time zone. You want to avoid sending your letter at an inconvenient or inappropriate time, such as late at night, early in the morning, or on a weekend or holiday. You also want to consider the urgency and importance of your message, and how long you expect a response. For example, if you need an immediate answer, you may want to send your letter during your partner's working hours, or follow up with a phone call or an email. If you have more flexibility, you may want to wait until your partner's normal business hours, or indicate a reasonable deadline in your letter.
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In my experience, we need to be clearer about what we mean by a letter. Is this article about sending email? In that case, send it anytime. It will land in an inbox and the recipient can read it whenever. It's up to them to manage their boundaries, and not check their email at inappropriate times like in the middle of an intimate act, or while they officiate a wedding. If we're talking about traditional snail mail, then it matters even less. They may not check their mail for days. So what you really mean by letters is thank you notes, birthday cards and gender reveal save the date invitations. The only reason you would want to watch the time when you hit "send" is if you are emailing someone from the movies. Turn your phone off!
Utilizing “scheduled send” or “send later” is useful here. This will allow you to send it during their regular office hours. It can be very effective to schedule it for the moment they get in the office. It would sit at the top of their inbox then.
Language is another key factor when you write to a business partner in a different time zone. You want to use clear, simple, and accurate language that conveys your message without ambiguity or confusion. You also want to avoid jargon, slang, idioms, or acronyms that may not be familiar or appropriate for your partner. For example, instead of saying "let's touch base next week", you may say "let's schedule a meeting next week". Instead of using "ASAP", you may use "as soon as possible". If you use any technical terms, make sure to define them or provide context.
Always simplify. You can assume that they are very busy so you have to get your point across quickly! Utilize line breaks and keep every break to a maximum of 1-2 short sentences.
Courtesy and respect are essential when you write to a business partner in a different time zone. You want to show that you value your partner's time, opinion, and cooperation. You also want to avoid any offensive or insensitive remarks that may harm your relationship. For example, you may want to express your appreciation, gratitude, or apology in your letter, depending on the situation. You may also want to acknowledge your partner's perspective, concerns, or challenges, and offer your support or assistance. Furthermore, you may want to avoid any criticism, complaints, or demands that may sound rude or aggressive.
Conciseness and focus are important when you write to a business partner in a different time zone. You want to keep your letter short, simple, and relevant, without wasting your partner's time or attention. You also want to avoid any unnecessary or irrelevant information that may distract or confuse your partner. For example, you may want to state the purpose and main points of your letter in the first paragraph, and provide any supporting details or evidence in the following paragraphs. You may also want to use bullet points, headings, or subheadings to organize your letter and make it easier to read.
Ending your letter with a call to action is a good way to motivate your partner to take the next steps or respond to your letter. You want to make it clear what you want your partner to do, when you want them to do it, and how you want them to do it. You also want to provide your contact information and invite your partner to reach out to you if they have any questions or comments. For example, you may want to ask your partner to confirm their agreement, send you some feedback, or sign a contract. You may also want to thank your partner for their time and attention, and express your hope or confidence for a successful collaboration.
Always keep it moving. Either by suggesting two times to connect/chat or by asking another business related question to get information you need. If you want to work with them you are constantly trying to get information so you can qualify them or tie that information into your presentation/pitch.