What are the best email formats for communicating with international clients?

2 Use a standard and professional format

Your email format should follow a standard and professional structure that makes your message easy to read and understand. Use a salutation that matches the level of formality and familiarity you have with your client, and address them by their preferred name and title. For example, use "Dear Mr. Lee" or "Hello Jane" depending on the context. Introduce yourself and your company briefly if necessary, and state the main reason for your email in the first paragraph. Use clear and concise sentences and paragraphs, and organize your information logically and coherently. Use bullet points, headings, or numbered lists to highlight key points or steps, and use white space and line breaks to separate different sections. Close your email with a polite and clear call to action, and sign off with your name and contact details.

3 Adapt your tone and language to your audience

Your tone and language should reflect your purpose, relationship, and culture of your client. Use a positive, respectful, and friendly tone that builds rapport and trust, but avoid being too casual, informal, or humorous if you are not sure how your client will react. Avoid jargon, slang, idioms, or abbreviations that might be unfamiliar or confusing to your client, and use simple and direct words that convey your meaning clearly. Be careful with your grammar, spelling, and punctuation, and use a spell-checker or a proofreading tool if needed. If you are writing in a language that is not your native one, or that is not your client's native one, use a translation tool or a professional service to ensure accuracy and clarity.

4 Follow the etiquette and norms of your client's culture

Your email etiquette and norms should respect and accommodate the preferences and expectations of your client's culture. Different cultures have different communication styles, values, and norms that can influence how they perceive and respond to your email. For example, some cultures prefer a direct and assertive approach, while others prefer a subtle and indirect one. Some cultures value relationship-building and personalization, while others value efficiency and professionalism. Some cultures expect a prompt and frequent reply, while others are more flexible and patient. Do some research on your client's culture, and ask for feedback or clarification if you are unsure. Be mindful of the time zones, holidays, and working hours of your client, and avoid sending emails at inappropriate or inconvenient times.

5 Use attachments, links, and images sparingly and wisely

Your attachments, links, and images should enhance and support your message, not distract or overwhelm your reader. Use attachments only when necessary, and make sure they are relevant, secure, and compatible with your client's device and software. Compress or reduce the size of your attachments if possible, and avoid sending multiple or large files that might slow down or clog your client's inbox. Use links only when they provide useful or essential information, and make sure they are valid, accessible, and trustworthy. Avoid using links that require registration, subscription, or download, or that might expose your client to malware or phishing. Use images only when they illustrate or complement your message, and make sure they are clear, appropriate, and respectful. Avoid using images that are irrelevant, blurry, or offensive, or that might violate copyright or privacy laws.

6 Review and test your email before sending

Your email should be reviewed and tested before sending to ensure that it is error-free, effective, and appropriate for your client. Read your email aloud or use a text-to-speech tool to check for grammar, spelling, punctuation, and clarity errors. Use a readability tool or a feedback tool to assess the tone, language, and format of your email. Ask a colleague or a friend to proofread your email and give you suggestions or corrections. Test your email by sending it to yourself or to a dummy account to see how it looks and works on different devices and platforms. Check your attachments, links, and images to see if they open and display correctly. Make any necessary changes or improvements before sending your email to your client.

7 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?