In the heart of Oslo’s bustling business district, you settle into your office chair, ready to tackle another day of international correspondence. As your computer screen flickers to life, you’re greeted by an inbox brimming with emails—a mix of English and Norwegian messages. A familiar sense of trepidation washes over you as you hover your cursor over a message from a potential Norwegian client. Despite months of establishing your company’s presence in this prosperous Scandinavian market, the nuances of business communication in Norwegian still feel like a labyrinth you’re navigating blindfolded.
At NLS Norwegian Language School in Oslo, we’ve guided countless professionals through this exact scenario. Our experience has shown that with the right approach and practice, anyone can master the art of Norwegian business emails. This comprehensive guide will walk you through the intricacies of Norwegian business culture, email structure, and essential phrases to elevate your professional communication skills.
For those looking to fast-track their business Norwegian skills, including email writing, consider our personalized 1-to-1 private classes. These tailored sessions can significantly accelerate your learning and provide focused practice on business communication. Learn more and register here: https://nlsnorwegian.no/private-classes-1-to-1-learn-norwegian/
Table of Contents
Toggle1. The Importance of Email Etiquette in Norwegian Business Culture
Norwegian business culture is a unique blend of professionalism, egalitarianism, and directness. Understanding this cultural context is crucial for crafting emails that resonate with your Norwegian colleagues and clients.
1.1 Directness and Clarity: The Norwegian Way
In Norway, beating around the bush is not just unnecessary—it’s often seen as inefficient. Norwegians value straightforward communication. This principle applies strongly to email correspondence.
Instead of writing: “Jeg lurte på om det kanskje kunne være mulig, når det passer for deg selvfølgelig, å eventuelt planlegge et møte en gang neste uke for å diskutere prosjektforslaget, hvis det fungerer for deg?” (I was wondering if it might be possible, at your convenience of course, to perhaps schedule a meeting sometime next week to discuss the project proposal, if that works for you?)
A more Norwegian approach would be: “Kan vi planlegge et møte neste uke for å diskutere prosjektforslaget? Jeg er tilgjengelig tirsdag eller torsdag ettermiddag.” (Can we schedule a meeting next week to discuss the project proposal? I’m available Tuesday or Thursday afternoon.)
This directness isn’t rudeness; it’s a cultural preference for clear, efficient communication.
1.2 Formality and Respect: Finding the Right Balance
Norway is known for its flat hierarchies and casual work environments. However, there’s still an expectation of professionalism, especially in initial interactions.
Start with a respectful formality, but be prepared to adjust your tone as the relationship develops:
First email: “Kjære Direktør Andersen,” (Dear Director Andersen,)
As the relationship progresses: “Hei Kari,” (Hi Kari,)
1.3 Punctuality and Responsiveness: The Heartbeat of Norwegian Business
Time management in Norway is not just a skill—it’s a cultural value. Aim to respond to emails within 24 hours, even if it’s just to acknowledge receipt:
“Takk for din e-post. Jeg har mottatt informasjonen og vil gi deg et grundig svar innen fredag.” (Thank you for your email. I have received the information and will provide you with a thorough response by Friday.)
1.4 Egalitarian Approach: Reflecting Norway’s Social Values
Norway’s commitment to social equality is deeply ingrained in its business culture. In your emails, this translates to a balance between professionalism and approachability:
“Hei Olav,
Takk for ditt innspill i gårsdagens møte. Jeg setter pris på din direkte tilbakemelding og ser frem til å implementere endringene vi diskuterte.” (Hi Olav,
Thank you for your input in yesterday’s meeting. I appreciate your direct feedback and look forward to implementing the changes we discussed.)
2. Structure of a Professional Norwegian Business Email
A well-structured email enhances readability and demonstrates your professionalism. Let’s break down each component:
2.1 Subject Line (Emne)
Keep it concise and informative: “Møteforespørsel: Prosjektgjennomgang 15. mai” (Meeting Request: Project Review May 15)
2.2 Greeting (Hilsen)
Choose an appropriate greeting based on your relationship with the recipient:
- “Hei [Name]” (Hello [Name]) – Most common and versatile
- “Kjære [Name]” (Dear [Name]) – More formal
- “God dag” (Good day) – Very formal, less common
2.3 Opening Line (Åpningslinje)
Start with a brief, contextual opening: “Jeg håper denne e-posten finner deg vel.” (I hope this email finds you well.)
“Takk for din e-post datert [date].” (Thank you for your email dated [date].)
“Jeg skriver angående vårt møte forrige uke.” (I’m writing regarding our meeting last week.)
2.4 Main Content (Hovedinnhold)
Present your information or request clearly and concisely. Use short paragraphs and bullet points for clarity:
“Som avtalt, her er en oppsummering av våre neste skritt:
- Ferdigstille prosjektplanen innen 20. mai
- Sette opp et teamsmøte for gjennomgang 25. mai
- Sende inn budsjettet for godkjenning innen 1. juni
Vennligst gi meg beskjed hvis du har noen spørsmål eller innvendinger til denne tidslinjen.”
(As agreed, here is a summary of our next steps:
- Finalize the project plan by May 20
- Set up a team meeting for review on May 25
- Submit the budget for approval by June 1
Please let me know if you have any questions or objections to this timeline.)
2.5 Closing Remarks (Avsluttende bemerkninger)
Sum up any action items or express appreciation: “Jeg ser frem til dine tilbakemeldinger og vårt videre samarbeid.” (I look forward to your feedback and our continued collaboration.)
“Takk for din tid og oppmerksomhet i denne saken.” (Thank you for your time and attention to this matter.)
2.6 Sign-off (Avslutningshilsen)
Choose an appropriate sign-off:
- “Med vennlig hilsen” (Kind regards) – Most common and versatile
- “Beste hilsener” (Best regards) – Slightly less formal
- “Vennlig hilsen” (Friendly regards) – A good balance between formal and friendly
- “Mvh” – Abbreviation of “Med vennlig hilsen,” used in less formal situations
3. Essential Norwegian Business Email Phrases
Incorporating these phrases can enhance the professionalism of your emails:
- “I henhold til vår samtale…” (As per our conversation…)
- “Jeg bekrefter herved…” (I hereby confirm…)
- “Vennligst finn vedlagt…” (Please find attached…)
- “Som avtalt, sender jeg…” (As agreed, I am sending…)
- “Jeg ville sette pris på om du kunne…” (I would appreciate if you could…)
- “La meg vite hvis du trenger ytterligere informasjon.” (Let me know if you need any further information.)
- “Jeg beklager forsinkelsen.” (I apologize for the delay.)
- “Takk for din tålmodighet.” (Thank you for your patience.)
4. Formal vs. Informal Language in Norwegian Business Emails
Understanding when to use formal or informal language is crucial in Norwegian business communication.
4.1 Formal Language
Use formal language in these situations:
- Initial contact with a new business partner
- Communication with high-level executives or government officials
- Official documents or legal correspondence
Example of formal language: “Kjære Direktør Hansen,
Jeg skriver til Dem angående vårt kommende samarbeid. Vedlagt finner De prosjektforslaget for Deres gjennomgang. Jeg ville sette stor pris på Deres tilbakemelding innen neste fredag.
Med vennlig hilsen, [Your Name]”
(Dear Director Hansen,
I am writing to you regarding our upcoming collaboration. Attached you will find the project proposal for your review. I would greatly appreciate your feedback by next Friday.
Kind regards, [Your Name])
4.2 Informal Language
Informal language is appropriate in these contexts:
- Regular communication with established business contacts
- Internal emails within your company
- Correspondence with peers or colleagues you know well
Example of informal language: “Hei Mari,
Takk for praten i går. Her er ideene vi diskuterte. Kan du ta en titt og gi meg en tilbakemelding når du har sjansen?
Mvh, [Your Name]”
(Hi Mari,
Thanks for the chat yesterday. Here are the ideas we discussed. Can you take a look and give me feedback when you have a chance?
Best regards, [Your Name])
5. Common Phrases and Their Usage
Let’s explore some common phrases you’ll encounter in Norwegian business emails and how to use them effectively:
5.1 Opening Phrases
- “Håper alt står bra til med deg.” (Hope all is well with you.)
- “Takk for sist.” (Thanks for last time. – Used when you’ve recently met or spoken with the person)
- “Jeg viser til vår tidligere korrespondanse angående…” (I refer to our previous correspondence regarding…)
5.2 Making Requests
- “Kunne du vennligst sende meg…” (Could you please send me…)
- “Jeg ville sette pris på om du kunne…” (I would appreciate if you could…)
- “Er det mulig å få…” (Is it possible to get…)
5.3 Providing Information
- “Jeg vil gjerne informere deg om at…” (I would like to inform you that…)
- “Som avtalt, her er…” (As agreed, here is…)
- “Vedlagt finner du…” (Attached you will find…)
5.4 Expressing Gratitude
- “Tusen takk for din hjelp.” (Thank you very much for your help.)
- “Jeg setter stor pris på din innsats.” (I greatly appreciate your effort.)
- “Takk for rask tilbakemelding.” (Thank you for your prompt response.)
5.5 Closing Phrases
- “Jeg ser frem til å høre fra deg.” (I look forward to hearing from you.)
- “Ta gjerne kontakt hvis du har spørsmål.” (Please feel free to contact me if you have any questions.)
- “Ha en fin dag videre.” (Have a nice day.)
6. Navigating Challenging Situations
Even seasoned professionals sometimes face tricky situations in email communication. Here’s how to handle some common challenges in Norwegian:
6.1 Apologizing for a Mistake
“Jeg beklager feilen i vår siste leveranse. Vi jobber med å rette opp situasjonen og vil sende en korrigert versjon innen slutten av dagen.”
(I apologize for the error in our last delivery. We are working to rectify the situation and will send a corrected version by the end of the day.)
6.2 Declining a Request Politely
“Takk for din forespørsel. Dessverre har vi ikke mulighet til å imøtekomme ditt ønske på nåværende tidspunkt. Vi setter pris på din forståelse.”
(Thank you for your request. Unfortunately, we are unable to accommodate your wish at this time. We appreciate your understanding.)
6.3 Following Up on an Unanswered Email
“Jeg følger opp min e-post fra forrige uke angående prosjektforslaget. Har du hatt mulighet til å se på det? Jeg er tilgjengelig for en diskusjon hvis du har noen spørsmål.”
(I’m following up on my email from last week regarding the project proposal. Have you had a chance to look at it? I’m available for a discussion if you have any questions.)
6.4 Requesting an Extension
“Grunnet uforutsette omstendigheter ber jeg om en utsettelse av leveringsfristen til neste fredag. Jeg forsikrer deg om at dette ikke vil påvirke prosjektets overordnede tidsplan.”
(Due to unforeseen circumstances, I’m requesting an extension of the delivery deadline until next Friday. I assure you that this will not affect the project’s overall timeline.)
7. Tips for Improving Your Written Norwegian
Enhancing your written Norwegian skills can significantly improve your business communication. Here are some tips:
- Read Norwegian Business Publications: Expose yourself to business Norwegian by reading newspapers like “Dagens Næringsliv” or “E24”.
- Practice Regularly: Set aside time each day to write in Norwegian, even if it’s just a short email or journal entry.
- Use Language Learning Apps: Supplement your learning with apps like Duolingo or Babbel, focusing on business-related vocabulary.
- Seek Feedback: If possible, have a native Norwegian speaker review your writings and provide feedback.
- Learn Idiomatic Expressions: Familiarize yourself with common Norwegian idioms used in business contexts.
- Take a Course: Consider enrolling in a business Norwegian course at NLS Norwegian Language School in Oslo for personalized instruction and practice. Our 1-to-1 private classes offer tailored guidance to help you master business Norwegian quickly and effectively. Learn more and register here: https://nlsnorwegian.no/private-classes-1-to-1-learn-norwegian/
8. Common Mistakes to Avoid
Being aware of common pitfalls can help you avoid them in your own writing. Here are some mistakes frequently made by non-native Norwegian speakers:
- Incorrect Use of Definite Articles: Incorrect: “Jeg sender rapport.” Correct: “Jeg sender rapporten.” (I’m sending the report.)
- Word Order in Subordinate Clauses: Incorrect: “Jeg vet at han kommer ikke i morgen.” Correct: “Jeg vet at han ikke kommer i morgen.” (I know that he is not coming tomorrow.)
- Overuse of Passive Voice: Avoid: “Det blir sendt en e-post til deg.” Prefer: “Jeg sender deg en e-post.” (I will send you an email.)
- Misuse of False Friends: Be cautious of words that look similar to English but have different meanings in Norwegian. For example, “eventual” in English does not mean the same as “eventuell” in Norwegian, which means “possible” or “potential.”
- Incorrect Pronoun Usage: Incorrect: “Kan du sende det til jeg?” Correct: “Kan du sende det til meg?” (Can you send it to me?)
9. The Role of Cultural Understanding in Business Communication
Effective business communication in Norwegian goes beyond just language proficiency. It requires a deep understanding of Norwegian cultural norms and business practices. Here are some key cultural aspects to keep in mind:
9.1 Work-Life Balance
Norwegians highly value their work-life balance. This might reflect in their email communication, especially outside of regular business hours. Avoid sending emails late in the evening or on weekends unless it’s truly urgent.
9.2 Consensus-Based Decision Making
Norwegian business culture often emphasizes consensus in decision-making. Your emails might need to reflect this by soliciting opinions or feedback from all relevant parties.
9.3 Modesty and Understatement
Norwegians generally prefer modesty over boasting. In your emails, try to present achievements or proposals in a factual, understated manner rather than with excessive self-promotion.
9.4 Environmental Consciousness
Norway is known for its strong environmental policies. When relevant, highlighting eco-friendly aspects of your business or proposals can be well-received. For example:
“Vårt nye produkt er utviklet med fokus på bærekraft og har 30% lavere karbonavtrykk enn bransjegjennomsnittet.” (Our new product has been developed with a focus on sustainability and has a 30% lower carbon footprint than the industry average.)
9.5 Equality and Inclusivity
Norwegian society places a high value on equality and inclusivity. This extends to business communication. Be mindful of using inclusive language and avoiding assumptions based on gender, age, or other factors.
10. Advanced Email Techniques for Business Norwegian
As you become more proficient in business Norwegian, you can start incorporating more advanced techniques to make your emails even more effective and culturally appropriate.
10.1 Using Idioms and Proverbs
Incorporating Norwegian idioms can add a native feel to your emails. However, use them sparingly and ensure you understand their meaning and context. Here are a few examples:
- “Det er ikke noe å legge skjul på” (There’s no need to hide it) – Used when being transparent about a situation.
- “Å ta tyren ved hornene” (To take the bull by the horns) – Similar to the English expression, meaning to confront a problem directly.
10.2 Adapting to Regional Differences
While standard Norwegian (bokmål) is widely used in business, be aware that there are regional dialects and variations. If you’re communicating with partners from different regions of Norway, you might encounter slight variations in language use.
10.3 Utilizing Subordinate Clauses for Complex Ideas
As your Norwegian improves, you can start constructing more complex sentences using subordinate clauses. For example:
“Selv om markedet har vært utfordrende det siste året, har vårt selskap oppnådd en betydelig vekst takket være vår innovative tilnærming til kundeservice.” (Although the market has been challenging over the past year, our company has achieved significant growth thanks to our innovative approach to customer service.)
11. Email Etiquette for Different Business Situations
Different business situations call for different approaches in email communication. Let’s explore some specific scenarios:
11.1 Initial Business Inquiry
When making an initial business inquiry, it’s important to be formal yet friendly. Here’s an example:
“Kjære [Name],
Jeg skriver til deg angående muligheten for et potensielt samarbeid mellom våre selskaper. [Your Company Name] har utviklet en innovativ løsning innen [industry], og vi tror dette kunne være av interesse for [Recipient’s Company Name].
Kunne vi avtale et kort møte for å diskutere dette nærmere? Jeg er tilgjengelig neste uke og kan tilpasse meg din timeplan.
Med vennlig hilsen, [Your Name]”
(Dear [Name],
I am writing to you regarding the possibility of a potential collaboration between our companies. [Your Company Name] has developed an innovative solution in [industry], and we believe this could be of interest to [Recipient’s Company Name].
Could we arrange a brief meeting to discuss this further? I am available next week and can accommodate your schedule.
Kind regards, [Your Name])
11.2 Following Up After a Meeting
After a business meeting, it’s good practice to send a follow-up email. Here’s how you might structure it:
“Hei [Name],
Takk for et produktivt møte i går. Jeg setter pris på tiden du tok til å diskutere [topic] med meg.
Som avtalt, her er en oppsummering av de viktigste punktene vi diskuterte:
- [Point 1]
- [Point 2]
- [Point 3]
Jeg vil følge opp med [specific action] innen [deadline]. I mellomtiden, ikke nøl med å kontakte meg hvis du har spørsmål eller trenger ytterligere informasjon.
Beste hilsener, [Your Name]”
(Hi [Name],
Thank you for a productive meeting yesterday. I appreciate the time you took to discuss [topic] with me.
As agreed, here’s a summary of the key points we discussed:
- [Point 1]
- [Point 2]
- [Point 3]
I will follow up with [specific action] by [deadline]. In the meantime, please don’t hesitate to contact me if you have any questions or need additional information.
Best regards, [Your Name])
12. The Impact of Technology on Norwegian Business Email
As technology evolves, so does the landscape of business communication. Here are some trends and considerations for Norwegian business emails in the digital age:
12.1 Mobile-Friendly Formatting
With more professionals reading emails on mobile devices, it’s important to format your emails for easy mobile reading. Use short paragraphs, clear headings, and avoid large attachments when possible.
12.2 Integration of Emojis
While still not common in formal business communication, emojis are becoming more accepted in casual business emails in Norway, especially among younger professionals. Use them sparingly and only when you’re sure of the relationship and context.
12.3 Use of Digital Signatures
Digital signatures are becoming increasingly common in Norwegian business emails, especially for official documents or agreements. Familiarize yourself with common digital signature platforms used in Norway.
13. Continuous Improvement in Business Norwegian
Mastering business Norwegian is an ongoing process. Here are some strategies for continuous improvement:
- Seek Regular Feedback: Ask Norwegian colleagues or partners for constructive criticism on your email communication.
- Stay Updated: Keep abreast of changes in Norwegian business language and culture through business publications and networking.
- Join Norwegian Professional Networks: Engaging with Norwegian professionals in your industry can provide valuable insights and language practice.
- Attend Webinars or Workshops: Look for opportunities to attend online or in-person sessions focused on Norwegian business communication.
- Consider Intensive Training: For rapid improvement, consider enrolling in intensive business Norwegian courses. At NLS Norwegian Language School in Oslo, we offer tailored 1-to-1 private classes that can significantly boost your business Norwegian skills, including email writing. Learn more and register here: https://nlsnorwegian.no/private-classes-1-to-1-learn-norwegian/
Conclusion
Mastering the art of writing business emails in Norwegian is a valuable skill that can significantly enhance your professional relationships and opportunities in Norway. By understanding the cultural nuances, following proper email structure, and continuously improving your language skills, you’ll be well-equipped to navigate the Norwegian business world with confidence.
Remember, effective communication is about more than just words—it’s about connecting with people and building relationships. As you apply these guidelines and continue to practice, you’ll find your Norwegian business communication becoming more natural and effective.
Whether you’re just starting out or looking to refine your existing skills, NLS Norwegian Language School in Oslo is here to support your journey. Our experienced instructors and tailored programs can help you achieve your business Norwegian goals efficiently and effectively.
Lykke til med din norske forretningskommunikasjon! (Good luck with your Norwegian business communication!)