Knowing how to write a proper Japanese business email is an important skill when working for a Japanese company. In Japanese business culture, email serves as a medium that reflects professionalism and respect for hierarchy. It mirrors the careful etiquette and structure you’d find in face-to-face meetings.
Historically, building business relationships in Japan has relied heavily on face-to-face interactions, often involving formal client visits. However, in recent years, digital communication has become the norm. Even if you are working for an international company, it is always good to write a well-crafted business email allows you to establish and maintain professional relationships with Japanese clients. reading our guide on how to write a formal business email!
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Japanese vs English Business Email
Surprisingly, Japanese business emails are quite different from English emails, and often more complex, even if both are technically used in a professional setting. Even many Japanese people find it challenging to draft a proper email!
Japanese emails tend to be highly formal, emphasizing politeness. They often begin with seasonal greetings or expressions of gratitude such as “いつもお世話になっております (itsu mo osewa ni natte orimasu),” and may include a self-introduction even after initial contact.
The main message is usually indirect and carefully worded to maintain harmony, and the closing remarks are elaborate, often including apologies or humble requests like “何卒よろしくお願い申し上げます.” In contrast, English business emails are more direct and concise, typically beginning with a simple greeting like “I hope you’re well” and getting to the point quickly. There is less emphasis on hierarchy and formality, and requests are often straightforward (e.g., “Please confirm”).
These differences reflect broader cultural values: Japanese communication prioritizes relationship-building and group harmony, while English communication values clarity, efficiency, and individual accountability.
Let’s take a look at how to make a request politely in a Japanese business email.
| Japanese Phrase | English Equivalent | Notes |
|---|---|---|
| ご確認いただけますでしょうか？ Gokakunin itadakemasu deshouka? | Could you please confirm? | Very polite and common in business emails. |
| ご確認のほどよろしくお願いいたします。 Gokakunin no hodo yoroshiku onegai itashimasu. | I would appreciate your confirmation. | Polite and humble, often used to close a request. |
A Good Japanese Email Structure
Japanese email structure follows the same structure as an English email; the main difference lies in how you word it.
A Japanese email consists of 7 parts.
| Section | Japanese (Kanji) | Hiragana Reading | Romaji | Meaning / Purpose |
|---|---|---|---|---|
| Receiver | 宛名 | あてな | Atena | The recipient’s name and title |
| Greetings | 挨拶 | あいさつ | Aisatsu | Opening greeting and polite expressions |
| Addressing Yourself | 名乗り | なのり | Nanori | Introducing yourself (name, company, etc.) |
| Main Body Context | 要旨 | ようし | Youshi | Summary or purpose of the email |
| Details | 詳細 | しょうさい | Shousai | Detailed explanation or supporting info |
| Closing Remarks | 結びの言葉 | むすびのことば | Musubinokotoba | Polite closing remarks and expressions |
| Name & Signature | 署名 | しょめい | Shomei | Your name, title, and contact information |
How to Write Business Emails in Japanese
Japanese business emails have a ceremonial element to them, and because of that, there is more of a templated formal structure than the freeform letters we are used to in a Western context.
1. Subject Line
Like in Western practice, the subject line in a Japanese business email should clearly communicate the purpose of the message. It needs to be specific and informative enough that the recipient can understand the general context without even opening the email.
Example:
【○○株式会社】6月20日打ち合わせのご確認
【○○Kabushikigaisha】Rokugatsu hatsuka uchiawase no gokakunin
[XYZ Corporation] Confirmation of Meeting on June 20
2. Opening
The first thing to remember when it comes to writing a Japanese business email is the use of the word 様 (sama), one of the many Japanese honorifics. This is an important and polite suffix/honorific that is standard procedure for Japanese business emails. Other than that, always remember to express gratitude when you start your email.
You can use phrases such as「お世話になっております」which means “We become indebted to you” literally.
After you open your email, you would need to introduce yourself. Introduce yourself by stating your full name and your current company you are working for with your current position.
If this is your first time meeting the person and you are doing a follow-up with the person, you may use this phrase「ABC株式会社のアダムと申します」which means “this is Adam from ABC Corporation”. If this is not your first time meeting the person, you should use this phrase instead「ABC株式会社のアダムでございます」which also means “this Adam from ABC Corporation”.
Example:
| Japanese | Romaji | English |
|---|---|---|
| 山田様 いつもお世話になっております。 ABC株式会社の田中と申します。 | Yamada-sama, Itsu mo osewa ni natte orimasu. ABC kabushikigaisha no Tanaka to moushimasu. | Mr./Ms. Yamada, Thank you for your support. This is Tanaka from ABC Company. |
Besides that, depending on the context, you may also want to include additional phrases, such as apologizing for a late reply, thanking the recipient for a quick response, or offering a polite apology for sending a sudden email.
| Japanese | Romaji | English |
|---|---|---|
| 早速のお返事ありがとうございました。 | Sassoku no ohenji arigatou gozaimashita. | Thank you for the quick reply |
| お返事が遅れて、失礼いたしました。 | Ohenji ga okurete, shitsurei itashimashita. | Sorry for the late reply |
| 突然のメール、失礼いたします。 | Totsuzen no meeru, shitsurei itashimasu. | Sorry for the sudden email |
| お忙しいところ大変申し訳ございませんが、〜 | Oisogashii tokoro taihen mōshiwake gozaimasen ga, ~ | Sorry to interrupt while you are busy, but… |
Though not common, you can also use a very formal way of saying “How are you doing?”: お元気でいらっしゃいますか。
3. Email Body
The email body is where you clearly and politely state the main purpose of your message. It usually starts with a brief summary or context, followed by the details or requests. Use polite and humble language, and avoid sounding too direct or demanding.
An important tip when writing Japanese emails is that each sentence typically starts on a new line. This is different from English, where sentences are grouped together into paragraphs.
| Japanese | Romaji | English |
|---|---|---|
| 先日の会議でご提案いただいた件について、追加で確認させていただきたい点がございます。 お手数をおかけいたしますが、ご確認のほどよろしくお願いいたします。 | Senjitsu no kaigi de go-teian itadaita ken ni tsuite, tsuika de kakunin sasete itadakitai ten ga gozaimasu. Otesuu o okake itashimasu ga, go-kakunin no hodo yoroshiku onegai itashimasu. | Regarding the matter you proposed in the previous meeting, there are some additional points I would like to confirm. I apologize for the inconvenience, but I would appreciate your confirmation. |
4. Conclusion and Closing
The closing phrases in a Japanese email should match the tone and content of your message while showing proper politeness and respect. Here are some effective closing phrases you can use:
| Japanese Phrase | Romaji | English Meaning |
|---|---|---|
| 何卒よろしくお願い申し上げます。 | Nanitozo yoroshiku onegai moushiagemasu. | I humbly ask for your kind cooperation. |
| 引き続きよろしくお願いいたします。 | Hikitsuzuki yoroshiku onegai itashimasu. | Thank you for your continued support. |
| ご検討のほどよろしくお願いいたします。 | Go kentou no hodo yoroshiku onegai itashimasu. | I appreciate your kind consideration. |
| お忙しいところ恐れ入りますが、よろしくお願いいたします。 | Oisogashii tokoro osore irimasu ga, yoroshiku onegai itashimasu. | Sorry to trouble you when busy, but thank you in advance. |
| 失礼いたします。 | Shitsurei itashimasu. | Excuse me (used to close politely). |
Tip: While ご返信お待ちしております (Gohenjin omachi shite orimasu), meaning “I look forward to your reply” is very polite, it can sometimes feel like you are putting pressure on the recipient to respond quickly. Because of this nuance, it’s often better to use more neutral closing phrases in formal Japanese business emails.
Using Keigo in Japanese Business Emails
Depending on the type of relationship of business relationship you are writing to, there are 2 types of language forms.
The first form is 尊敬語 (Sonkeigo), which is the honorific language. This form conveys courtesy and respect for the person you are writing to. This form can be used not only to your listeners but also to a third person as well. The only difference is from the polite form. Keep in mind that this form is usually too formal, and instead, the humble form is used more often.
As for the second form, it would be 謙譲語 (kenjougo), which means humble form. This form is used when you want to show your respect to the person you are writing to for your actions by humbling yourself.
This step is very important as you would need to show your respect to the recipient. Thus, you would need to be very careful about which language forms to use.
If the two parties already have a close relationship, they can both leave some parts out. However, a word of caution that this would make the email less formal and more casual.
Vocabulary Business Japanese Vocabulary
Here is some vocabulary for you to help you in writing your own Japanese business email!
Dear: 拝啓・はいけい・Haikei
Subject: 件名・けんめい・Kenmei
Sender: 差出人・さしだしにん・Sashidashinin
Address: 宛先・あてさき・Atesaki
Urgent: 至急・しきゅう・Shikyuu
Notice: 通知・つうち・Tsuuchi
To whom it may concern: ご担当者様・ごたんとうしゃさま・Gotantoushasama
Best Wishes: 敬具・けいぐ・Keigu
Signature: 署名・しょめい・Shomei
Tips for Writing Japanese Business Email
- Japanese business emails are usually more structured as compared to those from Western countries.
- It is important to leave a line between each new topic.
- When you are sending the same email to multiple people in the company, please make sure that you rank the names in accordance with their rank in the company
Business Japanese Email Template
Now that you have learned about Japanese emails, let’s look at a few examples!
1. Email templates for following up
You’ve sent important documents or materials to a client or colleague and haven’t received a response. It’s common practice in Japan to send a polite follow-up email. Below is a professional template you can use to follow up and kindly ask for confirmation regarding the materials you sent.
Japanese:
件名：資料ご確認のお願い（ABC株式会社・田中）
株式会社DEF
営業部 山田様
いつもお世話になっております。
ABC株式会社の田中と申します。
先日お送りいたしました資料について、ご確認いただけましたでしょうか。
お忙しいところ恐縮ではございますが、内容に問題がないかご確認いただけますと幸いです。
ご不明な点やご質問等ございましたら、どうぞお気軽にご連絡ください。
何卒よろしくお願いいたします。
失礼いたします。
ABC株式会社
田中太郎
tanaka@abc.co.jp
03-1234-5678
English:
Subject: Request for Material Confirmation (ABC Corp. – Tanaka)
Mr./Ms. Yamada, Sales Department, DEF Corporation
Thank you, as always, for your continued support.
My name is Tanaka from ABC Corporation.
I’m following up regarding the materials I sent the other day.
I apologize for troubling you while you’re busy, but I would be grateful if you could kindly confirm there are no issues with the content.
If you have any questions or need further clarification, please don’t hesitate to contact me.
Thank you very much in advance for your cooperation.
Sincerely,
Taro Tanaka
ABC Corporation
tanaka@abc.co.jp
03-1234-5678
2. Email templates for apologizing
Here’s a simple template you can use to apologize for the delay and resend your documents professionally.
Japanese:
件名：資料送付のご連絡とお詫び（ABC株式会社・田中）
株式会社DEF
営業部 山田様
いつもお世話になっております。
ABC株式会社の田中と申します。
資料の送付が遅くなり、誠に申し訳ございませんでした。
本日、改めて資料を添付させていただきますので、ご確認いただけますと幸いです。
お忙しいところ恐れ入りますが、ご確認のほどよろしくお願いいたします。
ご不明な点がございましたら、どうぞお気軽にご連絡ください。
何卒よろしくお願い申し上げます。
失礼いたします。
ABC株式会社
田中太郎
tanaka@abc.co.jp
03-1234-5678
English:
Subject: Apology and Notice of Material Submission (ABC Corp. – Tanaka)
Mr./Ms. Yamada, Sales Department, DEF Corporation
Thank you, as always, for your continued support.
My name is Tanaka from ABC Corporation.
I sincerely apologize for the delay in sending the materials.
I am resending the materials today and would appreciate it if you could kindly review them.
I apologize for troubling you while you are busy, but I would be grateful for your confirmation.
If you have any questions, please feel free to contact me.
Thank you very much for your kind cooperation.
Sincerely,
Taro Tanaka
ABC Corporation
tanaka@abc.co.jp
03-1234-5678
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FAQ
What are the key features of a Japanese business email?
Japanese business emails are typically formal and polite. They use honorific language (keigo), clear structure, and often start with seasonal greetings or expressions of gratitude. Proper etiquette and humility are important to maintain respect.
How long should a Japanese business email be?
Keep it concise but polite. Avoid overly long emails; focus on clarity and respect.
How do I address a Japanese business person in an email?
Address the recipient with their family name + 様 (sama), which is a very polite honorific.