Too direct? How to sound polite in English business communication

There might be many reasons, like different personality types that don't match, not enough small talk, no common interests to talk about, etc.

But especially when people from different backgrounds interact, it can also be a question of how people communicate. This is where directness can lead to misunderstandings in intercultural communication. You might have heard that there are cultures with a rather direct way of communicating, like Germany, Switzerland, and the US.  Asian cultures are known for speaking indirectly.

Let's have a look at some key points and answer your essential questions regarding the topic:

• How to sound less direct in English in business communication.
• What to consider in "clear" communication.
• How to give feedback in international business in English.

Why "direct" communication can sound rude across cultures

You might wonder how you actually sound direct and what makes communication direct in the first place.  Because what sounds direct to someone in the UK might not sound direct to someone in Austria. If you're like some of my clients, you might be wondering:

#1. How can I make sure I don't sound too direct when speaking English with colleagues from other cultures?

The short answer is first be aware of what it means to be 'too direct.'

 Let's have a look at an example. When we look at the sentence:

 "Your price is too high."

This might be a sentence you could use in a negotiation in Austria, Germany, or elsewhere. It is a direct sentence that comes to the point quickly and leaves no room for interpretation. But it sounds too direct for negotiators in the UK, for example.

What would be more appropriate in this case?

"I wonder if there is a bit of movement on the price".

How to make your English sound softer

What makes the sentence less direct?

Words like 'I wonder' and 'a bit of movement'.

Besides, you don't actually say that the price is too high. You just indicate that there might be a bit of movement. So, your conversation partner can read between the lines that there might be something wrong with the actual price.

That's what indirect communication is all about. Not actually saying what you think, but wrapping it into words like:

• a bit, a little,
• could,
• might

In addition, indirect communication means shifting the focus in a more positive direction, leaving room for interpretation or reading between the lines.

🌍 Clear for you — too direct for others?
In German business culture, clarity shows competence.
In English-speaking contexts, the same clarity can sometimes sound abrupt.
Learning to “soften” your message isn’t about changing who you are — it’s about making your message land as you mean it.

 👉 Find out how to communicate across cultures with clarity and respect.

It means, for you, in a conversation, before you say what's on your mind, try to reflect on how it might sound, especially to someone from another culture. Is it friendly and polite, or could the other person lose face?

I've worked with over 100 professionals on intercultural communication skills. And a lot of people ask me this question:

#2. Why do people sometimes think I'm rude when I just want to be clear?

Being very direct in English can sometimes be perceived as impolite.

You are communicating in an international business context with business partners who don't share your cultural background. It also affects communication across cultures.

For you and your culture, clarity is a significant value. But for other cultures, keeping face is more important, even if their communication might seem unclear to you.

But let's also have a look at what being clear means. It means that something is obvious, undoubtedly, and evidently.  In other words, there is no room for interpretation or reading between the lines. And this is precisely what can make being clear rude for other ears, depending on the culture.

For example, in Germany, we have a "low-context communication style". You need to share every detail, e.g., the task you want your colleague to work on. That way, you make sure that it is clear to them.

But when your colleague comes from a "high-context communication culture," the opposite is true.

People from high-context communication cultures don't need to know every single detail to understand the task you want them to work on. Moreover, you risk giving them the feeling that you think they might not be so competent, and that's why you explain every single detail.

Since I am German, I made the same "mistake" during my first time in Ireland. English, as it is spoken in Ireland or the UK, is also a higher-context communication style than in Germany. So, when I visited a pub with my Irish colleagues, I gave them the exact reason why I had to leave when I wanted to catch my bus home. I just wanted to be clear and make sure they understood why I had to go. But it was too much information.

When you want to be clear, keep in mind where your communication partner comes from. When they come from a "high-context communication culture," it is essential to be polite in your communication, even if you feel you are not being clear from your own cultural perspective. Try to wrap the clear statement in polite language.

#3. How do I soften my English when giving feedback?

Giving feedback to colleagues from another culture in English can be tricky. That's why it should be well-prepared in the first place so you can develop your proficiency. You could ask reflection questions to check your communication partner's view on the matter.

For example:

• How did you get on with the task?
• What is your view of the result of your task?
• How did you get this result?
• What influenced your decision?

Asking questions for your colleagues to reflect on is a common coaching approach. Nowadays, it is often used by line managers or leaders when a company has a flat hierarchy.

Giving feedback politely in English

If you prefer a different communication style, you could use a more indirect approach to give feedback and soften it.

Here are some examples:

• Maybe you could make sure you don't miss the deadline for your task the next time.
• It might be a good idea to make sure you meet the deadline for this task.
• Why don't you try to use this online tool to make the task a little easier for you?
• You might want to use this office tool to get better results for your task next time.

It might sound as if you are hesitating a little, but it is a way to soften your feedback. For English-speaking ears of colleagues or business partners from different cultures, it is often the right way to receive feedback. It doesn't come across as rude but still sends a clear message. That way, it is easier to digest.

#4. Key takeaways:  How to sound polite and professional in business English.

When you speak in an international context,

• Reflecting on your language once too often is better than the other way around.
• Try not to say what's on your mind directly; make it sound positive and polite instead.

Keep in mind that colleagues and business partners from other cultures don't share the same values as you do. It also applies to communication across cultures.

• Especially in high-context communication cultures, people use softeners in their language and read between the lines.

So, it is not a sign of weakness but of knowledge and competence to use them, too.

Want to be clear — without sounding too direct?
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