Japanese Business Emails: Write Like A Pro

Writing business emails in Japanese follows a predictable pattern that shows respect and professionalism. Unlike Western emails that get straight to the point, Japanese emails include formal greetings and ceremonial elements that reflect the culture’s emphasis on hierarchy. This guide walks you through each essential component and helps you write with confidence and cultural awareness.

The Basics: The Structure of Japanese Emails

A Japanese business email has six main components:

件名 (kenmei): Subject

The subject line should immediately tell the recipient what the email is about. Use simple nouns followed by 「について」(ni tsuite, “about”) or 「の件」(no ken, “regarding”).

Example: “会議の件” (Regarding the Meeting).

For multiple topics, add 「等」(tou, “etc.”) at the end. Include the company name in brackets: “【ABC株式会社】納品日について” (ABC Corporation – About Delivery Date).

宛名 (atena): Recipient

Write the company name on the first line. Then write the recipient’s last name with an honorific on the next line. Use 「様」(sama) for external clients or superiors. Use 「さん」(san) only for colleagues at your level.

When you don’t know the person’s name, use 「御中」(onchu) after the department name: “ABC株式会社 営業部 御中.”

挨拶 (aisatsu): Opening Greeting

The standard greeting is 「お世話になっております」(osewa ni natte orimasu). This phrase is used even for first contacts. For an actual first contact, you can use 「初めてご連絡させていただきます」.

After the greeting, introduce yourself: “ABC株式会社の田中と申します” (I’m Tanaka from ABC Corporation). Use 「と申します」(the humble form).

本文 (honbun): Body

Start with context before making requests. Keep sentences clear and concise. Put blank lines between paragraphs.

Use humble language (謙譲語) for your actions: 「送らせていただきます」(I will send).

Use respectful language (尊敬語) for the recipient’s actions: 「ご確認いただけますでしょうか」(Could you please confirm).

結び (musubi): Ending Words

The universal closing is 「よろしくお願いいたします」(yoroshiku onegai itashimasu). For continued relationships, use 「今後ともよろしくお願いいたします」.

If you are requesting a response, add 「ご返信をお待ちしております」(I look forward to your reply).

署名 (shomei): Signature

Include these details: company name, department, full name, email, phone (with country code), and website URL. Use decorative lines for separation:

―――――――――――――――

ABC株式会社

営業部

田中太郎

Email: [email protected]

TEL: +81-3-1234-5678

―――――――――――――――

Set Phrases You Can Count on Seeing

Japanese business emails use set phrases that appear in specific situations. Master these four categories:

Introduction and Greeting

Use 「お世話になっております」for all business emails.

After meetings, use 「先日はありがとうございました」(Thank you for the other day).

When disturbing someone who is busy, use 「お忙しいところ失礼いたします」.

Making a Request

Use 「〜いただけますでしょうか」for polite requests.

For softer requests, use 「〜いただけますと幸いです」(It would be helpful if…).

These phrases use the humble verb 「いただく」(to receive), which makes requests more polite.

Apologizing

For serious mistakes, use 「申し訳ございません」(I sincerely apologize).

For late replies, say 「返信が遅くなり申し訳ございません」.

When making requests, add 「お手数をおかけしますが」. This acknowledges that you are creating work for the recipient.

Signing Off

Use 「よろしくお願いいたします」in almost any situation.

For formal situations, use 「よろしくお願い申し上げます」.

Add 「今後とも」(in the future) when you hope for a continued relationship.

Etiquette and Politeness

Concept of Respect and Humility in Business Culture

Japanese business culture operates on “uchi” (内, inside) and “soto” (外, outside) concepts.

“Uchi” includes yourself, your family, and your company. “Soto” includes clients and other companies.

When talking to “soto,” you elevate their status and humble your own. Even your company president becomes “uchi” when you speak to external clients. This means you use humble language for their actions too.

Keigo: The Expression of Politeness in Japanese

Keigo has three forms that are used in business communication: Teineigo, Sonkeigo, and Kenjougo.

Teineigo (丁寧語) – Polite Language:

Teineigo uses “です” and “ます” endings.

Example: “食べる” (taberu, to eat) becomes “食べます” (tabemasu).

This is the minimum level of politeness in business.

Sonkeigo (尊敬語) – Respectful Language:

Sonkeigo elevates the recipient’s actions.

Add “お” or “ご” before verbs and “になる” after them. Example: “書く” becomes “お書きになる.”

Kenjōgo (謙譲語) – Humble Language:

Kenjōgo humbles your own actions.

Add “お” before verbs and “する” or “いたす” after them. Example: “送る” becomes “お送りする.”

Using Both Together:

“資料をお送りいたします。ご確認いただけますでしょうか” (I will send materials. Could you please confirm?).

The first part uses kenjōgo. The second part uses sonkeigo.

Typing in Japanese

Can My Keyboard Type in Japanese?

According to Microsoft’s official documentation, your regular keyboard can type Japanese without any modifications. Japanese input systems convert Roman letters (romaji) into Japanese characters.

For example, type “konnichiwa” and it converts to 「こんにちは」.
To convert kana into kanji, press the spacebar — for instance, typing “nihon” becomes 「日本」.

This “romaji input” is the standard method. In fact, most people in Japan use it. Your computer, tablet, or smartphone has Japanese input built in. You just need to enable it in settings.

How to Set Up Japanese Input

According to Microsoft’s Japanese IME guide:

Windows 11/10:

• Go to Settings → Time & Language → Language & Region
• Select “Add a language”
• Choose Japanese → Install
• Toggle input with Windows key + Spacebar

Mac:

• Go to System Preferences → Keyboard → Input Sources
• Click the + button → Japanese → Romaji → Add
• Toggle with Control + Spacebar

iOS:

• Go to Settings → General → Keyboard → Keyboards
• Select “Add New Keyboard” → Japanese → Romaji

Android:

• Go to Settings → Language & Input → Virtual Keyboard → Languages
• Select “Add keyboard” → Japanese → QWERTY

After setup, practice typing. Type “a-r-i-g-a-t-o-u” to get “ありがとう.” Then press spacebar to see kanji options.

Tools to Help You Understand

Browser Extensions

Immersive Translate displays Japanese and English side-by-side. According to their official website, it integrates 20+ translation engines.

Rikaikun shows instant pop-up definitions and readings when you hover over Japanese words. This is perfect for reading emails and web content without losing your place.

Google Translate extension shows translations when you highlight text.

Yomichan provides pop-up dictionary definitions for learning.

JotMe AI Translator explains context and translation reasoning.

Utilizing AI

ChatGPT can draft emails, translate, and explain nuances. You can provide feedback to adjust the formality level.

Claude excels at maintaining the appropriate tone based on the situation.

DeepL Write refines and polishes your drafts.

Gemini integrates with Google services for a seamless workflow.

Always review AI output carefully. Check the keigo usage and formality levels.

Translation Tools and Dictionaries

Jisho.org offers a comprehensive dictionary with kanji drawing search and JLPT levels.

DeepL Translator produces natural-sounding translations. It works better than Google Translate for business contexts.

Weblio provides a Japanese speaker’s perspective on English terms.

WWWJDIC has a text glossing feature for complex passages.

Google Translate works for quick reference, but always double-check important content.

Mail Mistakes and Tips to Improve

Casual Speech

Avoid casual language like plain verb forms (example: “わかった” instead of “わかりました”) or casual particles.

Always maintain formal language, even with colleagues.

Do not mix formal and casual language in the same email. Maintain consistency throughout.

Misuse of Honorifics

Use 様 (sama) for external contacts.

Never use honorifics for yourself or your company members when writing to external contacts.

Do not write “Mr. Tanaka-san.” Choose one system.

Use surnames, not given names, in business communication.

Kenjougo, Sonkeigo, Teineigo

Do not use sonkeigo for your own actions. Do not use kenjōgo for the recipient’s actions. This reversal sounds arrogant.

Avoid “double keigo” (redundant honorifics).

Remember: when speaking to external contacts about your company president, use humble language. They become part of your “uchi” group.

Your Best Resource: Read The Emails You Receive

Save well-written emails as templates. Study the structure, phrases, and keigo patterns.

Create collections based on email types (meeting requests, apologies, follow-ups).

Copy and paste phrases, then adapt them to your needs. This is not plagiarism—it is following conventions.

Over time, you will internalize these patterns naturally.

Example Email with Scenario

Scenario: Following up after a meeting with Mr. Yamada from Sakura Corporation to confirm key points and request next steps.

件名：昨日の打ち合わせのご確認

株式会社さくら

営業部

山田様

いつもお世話になっております。

グローバルテック株式会社の田中と申します。

昨日はお忙しい中、貴重なお時間をいただき誠に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、以下のとおり確認させていただきます。

1. 新プロジェクトの開始時期：2025年11月1日

2. 納品予定日：2026年3月31日

3. 次回打ち合わせ：10月28日（火）14:00〜

上記の内容にお間違いがないか、ご確認いただけますでしょうか。

お忙しいところ恐縮ですが、ご返信をお待ちしております。

今後ともどうぞよろしくお願いいたします。

――――――――――――――――――

グローバルテック株式会社

営業部

田中太郎

Email: [email protected]

TEL: +81-3-1234-5678

――――――――――――――――――

Key Elements:

• Subject clearly states the purpose
• Recipient is properly addressed with 様
• Opening uses the standard greeting plus self-introduction
• Body thanks the recipient, lists confirmation points clearly, and makes a polite request
• Closing acknowledges the busy schedule, requests a response, and expresses hope for a continued relationship
• Signature includes all contact details

FAQ

Q. Do I need to know Japanese to write Japanese business emails?

A. Not necessarily. You can use tools like DeepL and ChatGPT to help draft messages. Learn the basic structure and key phrases. For important emails to major clients, have a native speaker review them before sending.

Q. Should I write emails in Japanese or English?

A. If the recipient initiated contact in English, reply in English. If they wrote in Japanese, respond in Japanese. For cold contacts, research the company. Large international firms often prefer English. Smaller domestic companies prefer Japanese.

Q. How quickly should I respond?

A. Respond within 24 hours during business days. For urgent matters marked 「重要」or 「至急」, respond within a few hours. If you need time, send a quick acknowledgment with a timeline for your full response.

Q. What if I make a mistake with keigo?

A. Most Japanese business people understand that foreigners find keigo challenging. Do not over-apologize for small mistakes. Show that you are making an effort and learning from feedback. Your accuracy will improve with practice.

Q. Can I use emojis or casual language?

A. No. Japanese business emails remain strictly formal. Never use emojis—they appear unprofessional. Maintain formal keigo even with colleagues you know well. Always err on the side of formality.

Conclusion

Writing Japanese business emails demonstrates respect for the culture, commitment to relationships, and adaptability in international business.

Start with the basics: learn the six-part structure and master essential phrases like 「お世話になっております」and 「よろしくお願いいたします」. As you gain confidence, expand your vocabulary and deepen your keigo understanding.

Do not let fear of mistakes prevent you from trying. Use available tools—browser extensions, AI assistants, dictionaries—but always review carefully. Learn from every email you receive by studying the structure and patterns. Save well-written emails as templates and adapt them to your situations.

Consistent practice and observation are key. Over time, writing Japanese business emails will become natural. You will develop your own style while maintaining cultural appropriateness. Your ability to write professional Japanese emails opens doors to successful relationships in Japan.

Keep practicing, stay observant, and embrace the learning process. With dedication and this guide’s knowledge, you are equipped to write like a pro.