How to Write Business Email in Japanese

2024/08/05

Writing effective business emails in Japanese requires a good understanding of the language, cultural norms, and business etiquette.

In this guide, we will cover the essential elements of crafting professional emails in Japanese, including the proper format, greetings, closing phrases, and common expressions.

We will also provide examples of complete emails and discuss important points to consider when communicating via email in a Japanese business setting.

By following these guidelines, you can ensure that your emails are clear, polite, and well-received by your Japanese colleagues and business partners.

Japanese Email Example

株式会社○○御中
お世話になっております。株式会社△△の田中です。
先日は、お忙しい中、弊社へお越しいただきありがとうございました。
打ち合わせの内容につきまして、以下のとおりご連絡させていただきます。

プロジェクトの期間について
・開始日：2023年4月1日
・終了日：2023年9月30日

必要な資料について
・製品仕様書
・市場調査報告書
・過去のプロジェクト事例

上記の資料を、来週中にご提供いただけますと幸いです。
ご不明な点がございましたら、お気軽にお問い合わせください。
今後ともどうぞよろしくお願いいたします。
敬具
株式会社△△
営業部 田中太郎
Email: [email protected]
TEL: 03-1234-5678

English Translation

Here is the requested content in English, using the provided structure and reference information:
h2 Japanese Email Format
[Japanese email example]
株式会社○○御中
お世話になっております。株式会社△△の田中です。
先日は、お忙しい中、弊社へお越しいただきありがとうございました。
打ち合わせの内容につきまして、以下のとおりご連絡させていただきます。

プロジェクトの期間について
開始日：2023年4月1日
終了日：2023年9月30日
必要な資料について

製品仕様書
市場調査報告書
過去のプロジェクト事例

上記の資料を、来週中にご提供いただけますと幸いです。
ご不明な点がございましたら、お気軽にお問い合わせください。
今後ともどうぞよろしくお願いいたします。
敬具
株式会社△△
営業部 田中太郎
Email: [email protected]
TEL: 03-1234-5678
h3 English Translation
Attn: Company ○○
I hope this email finds you well. This is Tanaka from Company △△.
Thank you for taking the time to visit our company the other day, despite your busy schedule.
I would like to inform you about the contents of our meeting as follows:

Project Duration
Start Date: April 1, 2023
End Date: September 30, 2023
Required Documents

Product Specification Sheet
Market Research Report
Past Project Case Studies

We would appreciate it if you could provide the above documents by next week.
If you have any questions, please feel free to contact us.
We look forward to working with you in the future.
Best regards,
Tanaka Taro
Sales Department, Company △△
Email: [email protected]
TEL: 03-1234-5678

Explanation

株式会社○○御中

株式会社○○御中
(Attn: Company ○○)

This is a formal greeting used to address the recipient’s company. The “御中” (onchu) honorific is used to show respect to the company being addressed.

お世話になっております。株式会社△△の田中です。

お世話になっております。株式会社△△の田中です。
(I hope this email finds you well. This is Tanaka from Company △△.)

The sender begins by expressing a polite sentiment, “お世話になっております” (osewa ni natte orimasu), which conveys gratitude for the ongoing business relationship.

They then introduce themselves and their company.

先日は、お忙しい中、弊社へお越しいただきありがとうございました。

先日は、お忙しい中、弊社へお越しいただきありがとうございました。
(Thank you for taking the time to visit our company the other day, despite your busy schedule.)

The sender expresses appreciation for the recipient’s recent visit to their company, acknowledging the effort made despite their busy schedule. This demonstrates the sender’s attentiveness and gratitude.

打ち合わせの内容につきまして、以下のとおりご連絡させていただきます。

打ち合わせの内容につきまして、以下のとおりご連絡させていただきます。
(I would like to inform you about the contents of our meeting as follows:)

This sentence serves as a transition to the main content of the email, indicating that the sender will now provide details about the topics discussed during the meeting.

上記の資料を、来週中にご提供いただけますと幸いです。

上記の資料を、来週中にご提供いただけますと幸いです。
(We would appreciate it if you could provide the above documents by next week.)

The sender politely requests the recipient to provide the necessary documents within a specific timeframe. The phrase “幸いです” (saiwai desu) expresses that the sender would be grateful if the request is fulfilled.

ご不明な点がございましたら、お気軽にお問い合わせください。

ご不明な点がございましたら、お気軽にお問い合わせください。
(If you have any questions, please feel free to contact us.)

This sentence encourages the recipient to reach out if they have any questions or concerns. The phrase “お気軽に” (o-kigaru ni) is used to make the recipient feel comfortable about contacting the sender.

今後ともどうぞよろしくお願いいたします。

今後ともどうぞよろしくお願いいたします。
(We look forward to working with you in the future.)

The sender concludes the email by expressing their desire to maintain a positive working relationship with the recipient in the future. This phrase is a common closing remark in Japanese business communication.

敬具

敬具
(Best regards,)

This is a formal closing salutation used in Japanese business emails, expressing respect and sincerity.

パートごとの書き方と例文

Subject

When writing the subject line of a Japanese business email, use concise and clear phrases that summarize the main purpose of the email. Here are some common examples:

Japanese	English
… のお願い	Request for …
アポイントメントのお願い	Request for an Appointment
見積書発行のお願い	Request to Issue a Quotation
請求書発行のお願い	Request to Issue an Invoice

Japanese	English
… の件について	Regarding …
コンペ参加の件について	Regarding Participation in the Competition
新規プロジェクトの件について	Regarding the New Project
10日の会議の件について	Regarding the Meeting on the 10th

Japanese	English
… のご案内	Invitation to …
セミナー開催のご案内	Invitation to a Seminar
交流会のご案内	Invitation to a Networking Party
忘年会のご案内	Invitation to an Annual Party

Japanese	English
… の確認	Confirmation for …
仕様の確認	Confirmation for the Specification
納期の確認	Confirmation for the Deadline
搬入予定日の確認	Confirmation for the Expected Delivery Date

Japanese	English
… のお知らせ	Notice of …
休暇のお知らせ	Notice of Vacation
住所変更のお知らせ	Notice of Change of Address
営業時間変更のお知らせ	Notice of Change in Business Hours

Japanese	English
… についての問合せ	Inquiry about …
新商品についての問合せ	Inquiry about the New Product
採用についての問合せ	Inquiry about Recruitment
支払いについての問合せ	Inquiry about the Payment

Japanese	English
… のお礼	Thank You for …
本日のお礼	Thank You for Your Time Today
面談のお礼	Thank You for the Meeting
ご発注のお礼	Thank You for Your Order

Japanese	English
… のお詫び	Apology for …
納期遅延のお詫び	Apology for the Delayed Delivery
商品破損のお詫び	Apology for the Damaged Item
接続障害のお詫び	Apology for the Connection Trouble

Additionally, you can add labels to emphasize the urgency or confidentiality of the email.

Japanese	Reading	English
［至急］	［Shikyū］	［Urgent］
［重要］	［Jūyō］	［Important］
［社外秘］	［Shagaihi］	［Confidential］
［業務外］	［Gyōmugai］	［Private］
［再送］	［Saisō］	［Resend］
［問合せ］	［Toiawase］	［Inquiry］
［回答］	［Kaitō］	［Answer］

宛名

When addressing recipients in Japanese business emails, you can use different levels of formality depending on your relationship with the recipient and the context of the email.

Formal:

JOBs Japan株式会社 営業部 田中様 (JOBs Japan Kabushiki Gaisha Daihyō Torishimariyaku Tanaka-sama)

Neutral:

JOBs Japan株式会社 田中様 (JOBs Japan Kabushiki Gaisha Tanaka-sama)

Casual:

田中様 (Tanaka-sama)

When writing emails to multiple recipients with the same company, you can list their names in the following format:

JOBs Japan株式会社 田中様、鈴木様、佐藤様 (JOBs Japan Kabushiki Gaisha Tanaka-sama, Suzuki-sama, Satō-sama)

If you are writing to multiple recipients from different companies, you can format it as follows:

JOBs Japan株式会社 田中様 (JOBs Japan Kabushiki Gaisha Tanaka-sama)
株式会社サクラ 高橋様 (Kabushiki Gaisha Sakura Takahashi-sama)

When addressing a group or department within JOBs Japan株式会社, you can use the following format:

JOBs Japan株式会社 営業部 御中 (JOBs Japan Kabushiki Gaisha Eigyō-bu Onchū)
JOBs Japanプロジェクトチーム 各位 (JOBs Japan Purojekuto Chīmu Kakui)

If you are unsure about the specific person in charge at JOBs Japan株式会社, you can use the following:

JOBs Japan株式会社 ご担当者様 (JOBs Japan Kabushiki Gaisha Go-tantō-sha-sama)

Remember to use the appropriate level of formality based on your relationship with the recipient and the context of the email. When in doubt, it is better to err on the side of being more formal to show respect.

Introduction / Greeting

The greeting is an essential element to include in your email before diving into the main topic.

Depending on whether the email is directed towards someone within your company, outside your company, or to a customer, choosing an appropriate greeting can help create a more favorable impression and facilitate smooth communication.

Here are some commonly used greetings.

For emails directed outside the company:

• 平素は大変お世話になっております。 (Heiso wa taihen osewa ni natte orimasu.)
  • Thank you for your continued support and assistance.
• 貴社ますますご清栄のこととお喜び申し上げます。 (Kisha masumasu go-seiei no koto to oyorokobi mōshiagemasu.)
  • I am delighted to hear of your company’s continued success and prosperity.

For emails within the company:

• お疲れ様です。 (Otsukaresama desu.)
  • Good work. / Thank you for your hard work.
• いつもお世話になっております。 (Itsumo osewa ni natte orimasu.)
  • Thank you for your continued support.

For emails to customers:

• 平素より当社の製品をご愛顧いただき誠にありがとうございます。 (Heiso yori tōsha no seihin o go-aiko itadaki makotoni arigatō gozaimasu.)
  • Thank you for your continued patronage of our company’s products.
• いつも当社をご利用いただきまして、誠にありがとうございます。 (Itsumo tōsha o go-riyō itadakimashite, makotoni arigatō gozaimasu.)
  • Thank you for always using our company’s services.

When writing as a representative of an organization:

• 株式会社JOBs Japanの田中と申します。 (Kabushiki Gaisha JOBs Japan no Tanaka to mōshimasu.)
  • This is Tanaka from JOBs Japan, Inc.
• いつもお世話になります。JOBs Japan株式会社の鈴木です。 (Itsumo osewa ni narimasu. JOBs Japan Kabushiki Gaisha no Suzuki desu.)
  • Thank you for your continued support. This is Suzuki from JOBs Japan, Inc.

When writing as an individual:

• お世話になります。田中です。 (Osewa ni narimasu. Tanaka desu.)
  • Thank you for your support. This is Tanaka.
• いつもありがとうございます。鈴木です。 (Itsumo arigatō gozaimasu. Suzuki desu.)
  • Thank you as always. This is Suzuki.

By selecting an appropriate greeting based on the situation, you can improve the impression of your email and ensure smooth communication.

Closing Phrases

After stating the purpose of your email, it’s important to add a closing phrase before your signature.

These closing phrases help to soften the overall tone of the email, express consideration for the recipient, and convey gratitude.

Some common closing phrases include:

• お忙しいところ恐れ入りますが、どうぞよろしくお願いいたします。 (Oisogashii tokoro osoreirimasu ga, dōzo yoroshiku onegai itashimasu.)
  • I apologize for taking up your valuable time, but I kindly request your assistance in this matter.
• ご多用のなかとは存じますが、ご確認いただけますと幸いです。 (Go-tayō no naka to wa zonjimasu ga, go-kakunin itadakemasu to saiwai desu.)
  • I understand that you have a busy schedule, but I would be grateful if you could confirm this.

When writing emails to customers or in situations that require an even more polite tone, you can add phrases like:

• ご不明点などございましたら、弊社〇〇までお気軽にお問い合わせください。 (Go-fumeiten nado gozaimashitara, heisha 〇〇 made o-kigaru ni otoiawase kudasai.)
  • If you have any questions or concerns, please feel free to contact our company’s 〇〇 department.

Here are some practical and commonly used closing phrases:

• 取り急ぎ、… のみで失礼いたします。 (Toriisogi, … nomi de shitsurei itashimasu.)
  • This is just a quick note to …
• 以上、ご確認をお願いいたします。 (Ijō, go-kakunin o onegai itashimasu.)
  • This is the end (of the email). Please confirm what we have mentioned.
• 以上、今後ともよろしくお願いいたします。 (Ijō, kongo tomo yoroshiku onegai itashimasu.)
  • This is the end (of the email). We hope our relationship will continue for a long time.

While there are many closing phrases available in Japanese emails, it’s recommended to use the above phrases as they are the most practical and commonly used.

More Examples

Here are two more examples of complete Japanese business emails:

More Example 1

件名：【重要】プロジェクト計画書の提出について
(Kenmei: 【Jūyō】 Purojekuto keikakusho no teishutsu ni tsuite)
Subject: [Important] Regarding the Submission of the Project Plan

JOBs Japan株式会社
営業部 鈴木様
(JOBs Japan Kabushiki Gaisha
Eigyō-bu Suzuki-sama)
Attn: Mr. Suzuki, Sales Department
JOBs Japan, Inc.

お世話になっております。株式会社サクラの田中です。
(Osewa ni natte orimasu. Kabushiki Gaisha Sakura no Tanaka desu.)
I hope this email finds you well. This is Tanaka from Sakura, Inc.

先日のミーティングにて討議いたしました、新プロジェクトの計画書を添付しております。ご確認いただき、ご意見やご要望などございましたら、ご連絡ください。
(Senjitsu no mītingu nite tōgi itashimashita, shin purojekuto no keikakusho o tenpu shite orimasu. Go-kakunin itadaki, go-iken ya go-yōbō nado gozaimashitara, go-renraku kudasai.)
Please find attached the project plan for the new project we discussed during our recent meeting. Kindly review it and contact me if you have any comments or requests.

以上、よろしくお願いいたします。
(Ijō, yoroshiku onegai itashimasu.)
Thank you for your attention to this matter.

株式会社サクラ
営業部 田中太郎
(Kabushiki Gaisha Sakura
Eigyō-bu Tanaka Tarō)
Taro Tanaka
Sales Department, Sakura, Inc.

More Example 2

件名：【お詫び】納品の遅延について
(Kenmei: 【Owabi】 Nōhin no chien ni tsuite)
Subject: [Apology] Regarding the Delay in Delivery

JOBs Japan株式会社
資材部 高橋様
(JOBs Japan Kabushiki Gaisha
Shizai-bu Takahashi-sama)
Attn: Ms. Takahashi, Materials Department
JOBs Japan, Inc.

平素は格別のお引き立てを賜り、厚く御礼申し上げます。
(Heiso wa kakubetsu no ohikidate o tamawari, atsuku orei mōshiagemasu.)
Thank you for your continued exceptional support and patronage.

先日ご注文いただきました商品の納品につきまして、弊社の手配ミスにより、納期が1週間ほど遅れる見込みとなりました。ご迷惑をおかけしますことを深くお詫び申し上げます。
(Senjitsu go-chūmon itadakimashita shōhin no nōhin ni tsukimashite, heisha no tehai misu ni yori, nōki ga 1-shūkan hodo okureru mikomi to narimashita. Go-meiwaku o okake shimasu koto o fukaku owabi mōshiagemasu.)
Regarding the delivery of the products you ordered the other day, due to an error in our arrangement, the delivery is expected to be delayed by about a week. We sincerely apologize for the inconvenience this may cause you.

現在、急ぎ代替品の手配を進めておりますので、今しばらくお時間を頂戴したく存じます。
(Genzai, isogi daitaihin no tehai o susumete orimasu node, imashibaraku o-jikan o chōdai shitaku zonjimasu.)
We are currently working on arranging a replacement product as quickly as possible, so we kindly ask for your patience.

重ねてお詫び申し上げますとともに、何卒ご寛恕くださいますようお願い申し上げます。
(Kasanete owabi mōshiagemasu to tomoni, nanitozo go-kanjō kudasaimasu yō onegai mōshiagemasu.)
We apologize once again and sincerely ask for your understanding and forgiveness.

株式会社サクラ
営業部 佐藤花子
(Kabushiki Gaisha Sakura
Eigyō-bu Satō Hanako)
Hanako Sato
Sales Department, Sakura, Inc.

These email examples demonstrate the use of appropriate greetings, polite language, clear explanations, and sincere apologies in different business situations. They also show how to format the email with proper subject lines, recipient names, and sender signatures.

Points When Writing Business Emails in Japanese

Reply to received emails within one business day.

Make it a habit to respond to received emails within one business day. Prompt responses are essential for building trust in business relationships.

Send a thank-you email after a meeting.

After a meeting, send a thank-you email to express gratitude for the other person’s time and cooperation. Sending a thank-you email helps maintain good relationships.

When sending a request email, clearly state the reason for the request.

When sending a request email, it’s important to clearly explain the reason and background for the request. Strive to create an email that is easy for the recipient to understand.

Do not use email for urgent matters.

For urgent matters or pressing communications, choose phone calls or face-to-face communication instead of emails. Email lacks immediacy and is not suitable for urgent matters.

Be cautious of common issues with email attachments.

When sending email attachments, be aware of potential problems that may prevent the recipient from opening them, such as file size, format, and virus checks. It’s important to consider changing the file format if necessary.

Double-check your use of honorific language (keigo).

In business emails, proper use of honorific language is required. Confirm the usage of “sonkeigo” (respectful language), “kenjōgo” (humble language), and “teineigo” (polite language) to avoid being rude to the other party.