How do you write emails to US-Americans? – Elements of communication – Writing is difficult

Studies show that there are three factors that influence how a message is understood. Body language plays the biggest role here, accounting for around 60%. Around 1/3 is determined by the tone of voice and only around 7% is made up by the words themselves. When you are face to face with someone, you have all three factors at your disposal. If you are writing an e-mail, you are thrown back to just 7%. It is easy to calculate that misunderstandings can sometimes occur, especially when communication takes place across cultures.

How do Germans affect US Americans?

Communication between US-Americans and Germans is of particular importance here. If you ask Americans about the image of Germans, you often get the following answers:

• Germans are mean and aggressive
• Germans are difficult to deal with
• Germans speak harshly and directly

What to do with this knowledge?

If you combine both findings, it becomes clear that email communication between Americans and Germans is a sensitive topic and can easily give the wrong impression. The question therefore arises: How should you communicate with Americans by e-mail without putting your foot in your mouth or provoking unintended effects?

Observe important principles

It is crucial for efficient e-mail communication to take the most important principles into account. First of all, e-mails are not suitable for discussing complex issues. This is also clear from the fact that Americans prefer short emails. If the e-mail contains more than 10 sentences, it is likely to be put on hold for the time being. Furthermore, you should answer an e-mail directly, even if you do not yet have an answer to the question or issue. It shows the recipient that you are “on the case”. It is also important to formulate an idea or address an issue in an e-mail.

Emails sent via a distribution list have the effect that nobody feels responsible. If you want to persuade someone to take action, it is necessary to send the e-mail directly to the person concerned. If the matter is urgent, you should refrain from sending an e-mail and call the colleague or business partner instead. The frequency of contact is a decisive factor here. Frequent contact signals urgency.

Contents – solution before problem

As far as content is concerned, you should bear in mind that Americans are not interested in problems, but in solutions. Germans often indulge in first describing a problem in an analytical manner. This confuses Americans. However, it is an advantage that Americans are generally willing to cooperate and be helpful.

Content – Appreciation and respect are key

It is also, unsurprisingly, crucial to communicate respectfully, including in emails. Here, however, different sensitivities sometimes apply in the USA than in Germany, even if many principles apply to both countries. It is particularly important to treat everyone the same and not to make any differences or remarks, even if only subliminal, with regard to gender, skin color, religion or politics. This sounds absolutely right for Germans too, but is of particular importance in a country with many different people like the USA. Germans also tend to identify and criticize those who cause problems. This does not go down well in the USA because, as already mentioned, Americans are more interested in solutions than identifying the “culprits” first. On the other hand, praise is always well received, indeed it is the “lubricant” for good relationships. As practice in Germany shows, the principle “not criticized is praised enough” often applies. However, most of the Germans I asked complained about a lack of appreciation. Here you have the opportunity to practice what you yourself expect. Sometimes it comes down to little words or phrases that are perfectly fine in Germany if the context is right, but that cause upset in the US. For example, you should avoid the expressions “yes, but”, “no” or “this is impossible” at all costs. All of these signal a lack of willingness to cooperate and contradict American principles.

Asking questions is also part of respectful behavior. Questions are a signal of interest. At the same time, it is good if you receive a lot of questions from the USA, see this as positive, keep your patience in case of doubt and don’t be annoyed.

Contents – signaling personal interest

Personal interest is signaled in emails through the famous small talk. There is no need to elaborate at length, but Germans in particular, who communicate very directly and like to “get to the point” because it corresponds to their understanding of efficiency, should take the time to weave in one or more sentences at the beginning of an email and not immediately dive into the business topic. The small talk topics here are the usual innocuous things, such as the weather, business, hobbies, sport or family. This may seem irrelevant to us Germans, but it is sometimes crucial for a good atmosphere, even in writing.

What to do, said Zeus – suggestions

So what could a successful email look like? Here is an example that takes into account the elements of introduction – reason for the email – details – action – conclusion.

Getting started – small talk, positive things

Examples: “Thank you (very much) for….” or small talk: “Hope you had a nice weekend”, “Hope you are having a nice day”

Reason for the e-mail – Formulate directly what you are concerned about

Examples: “This message (mail) is to…” or “I just wanted to inform you about/ask for/clarify…”

Details – Write what you need

Examples: “Needed is/are:” or “Missing is/are:” or “It would be helpful, if:”

Action – Last but not least, write what the other person should do and by when

“To ensure that the delivery arrives on time, please do this or that( action) by (time reference)” or

“To avoid serious issues with the customer, please (action) by (time reference)”

Conclusion – Always use positive wording and convey the message that the support of your American colleague/business partner is very welcome and helpful, even if Germans take it for granted.

Example: “I really appreciate your help on this. Have a great day.”

What not to do – No go’s

Last but not least, you should avoid certain expressions or formulations as much as possible:

• “Thank you in advance” – this expression simply annoys Americans.
• Women are addressed as Ms., not Mrs. Mrs. is outdated and in the worst case is perceived as discrimination.
• The famous a.s.a.p. is meant to express urgency, but it only makes American colleagues or business partners angry.
• Avoid phrases such as “I want”, “I need”, “you must” or “you must not” at all costs.
• Also avoid the word “problem”. Americans want solutions, not problems.

Last but not least

This short article is intended to give you valuable tips on how to communicate with Americans by e-mail. Even if these lines cannot of course cover the topic exhaustively, they should be suitable, with a little practice and attention, to steer electronic communication across the pond in the right direction. So – take courage, or to put it another way: They I really appreciate your efforts. Have a great communication.