Writing International

Letters
Communication errors made
orally float away on the air;
those made in writing are
permanently recorded.
International letters should
conform to the organizational,
format and cultural conventions
of the receiver’s country.
Start by using nonsexist, nonracist and
nonagist language

“Use a bias-free language”

Bias-free language- is a language that
does not discriminate against people on
the basis of sex, physical condition,
race, age, or any other category. It is
fair and friendly; it complies with the
law. It includes all readers; it helps
sustain goodwill.
Making language
nonsexist
Instead of:

“The girl at the front desk”

Use:

“ The woman’s name or job title”

Like, Ms. Brown or The receptionist
Instead of:

Manpower
Manhours
Manning

Use:
Personnel
Hours or working hours
Staffing
Instead of:

“Managers and their wives”

Use:

“Managers and their guests”

Avoid terms that assume that everyone is
married or is heterosexual.

Biased: “You and your husband or wife are

cordially invited to the dinner.”

Better: “ You and your guests are cordially

invited to the dinner.”
On Job Titles:

Use neutral titles which do not

imply that a job is held only by men or
only by women.
Instead of Use

Businessmen Specific title: executive,

accountant, dep’t head
business person

Chairman Chair, chairperson

moderator
 Instead of Use

Foreman Supervisor
Salesman Salesperson
Sales Representative
Waitress Server
Workman Worker Employee
(or use a specific
title like:
bricklayer
Making language nonracist and
nonagist
Language is nonracist and nonagist when it
treats all races and ages fairly, avoiding
negative stereotypes of any group.
Give someone’s race or age only if it is relevant
to your story

Refer to a group by the term it prefers. As

preferences change, change your usage.

Example: 60 years ago, Negro was preferred

as a more dignified term than colored for
African Americans. As times changed, black
and African American replaced it.
Avoid terms that suggest that
competent people are unusual

“She is an intelligent black woman.”

(suggests that most black women are

stupid)
“He is an asset to his race.”
(suggests that excellence in the race is rare)

“He is a spry 70-year-old.”

(suggests that the writer is amazed that
anyone that age can still move)
 People with disabilities and diseases

 Use people first language- which

focuses on the person, not the
condition.
 Instead of Use

 The mentally retarded People with

mental retardation

The blind People with vision

impairements

Cancer patients People being treated

for cancer
Next, consider the writing style of
the reader and adjust to it.
 Example:

American business people appreciate

efficiency, straightforwardness and
conciseness in letters.

Also, they tend to be informal and

conversational.
 In Japan, letters may begin with deference,
humility and references to nature.

 Example:

“The season for cherry blossoms is here

with us and everybody is beginning to feel
refreshed. We sincerely congratulate you on
becoming more prosperous in your business.”
 In Germany, letters start with a long, formal
lead-in.

 Example:

“Referring to your kind inquiry from the

31st of the month, we take the liberty to remind
you with this letter….”
 French writers would consider it rude to
begin a letter with a request before it is
explained. Their letters typically include an
ending like this:

 “ I wish to assure you Senator Santiago of

my most respectful wishes…”(followed by the
writer’s title and signature)
 French letters are more likely to include:

Passive-voice constructions like:

“Your letter has been received.”

Exaggerated courtesy:
“ great pleasure, esteemed favor
Obvious flattery
“ Your eminent firm.”
 Always learn about local preferences before
sending letters abroad.

 Because, foreign letters may use different

formatting techniques.
 Example:

American business letters are typewritten and

single-spaced

In other countries, they may be hand-written

And single or double-spaced
 Address arrangements may vary as well.

 Example: Germany

Herr (Title, Mr., on first line)

Deiter Woerner (Name)
Fritz-Kalle-Strasse 4 (Street, house number)
6200 Wiesbaden (Postal district, City)
Germany (Country)
 Japan

 Ms. Atsuko Takagi (Title, name)

 5-12 Koyo-cho 4 chome (Street, house no.)
 Higashinada-ku (City)
 Tokyo 194 (Prefecture, postal district)
 Japan (Country)
 Dates and numbers can be particularly
confusing.

 Example: America

June 3, 2000
“ 6/3/00
 Some European countries

June 3, 2000

“ 3rd of June 2000

3.6.00
 Tips:

 If you are not sure how to write the dates and

numbers, spell out the names of months
instead of using figures. For amount of
money, verify sums of money and identify the
currency unit.

 Be familiar with local customs and styles of

writing of the place.
 Most important:

 In writing international letters, accommodate

other cultures never insist on your own style
of writing.