Why Learning to Write Professional Emails in Japanese is Essential
If you plan to work in Japan or communicate with Japanese companies, knowing how to write professional emails in Japanese (ビジネスメール・bijinesu mēru) is a crucial skill. Business communication in Japan follows strict formalities and etiquette, and making a mistake can affect relationships with colleagues or clients.
Many learners struggle with Japanese email writing because:
- Japanese business language (敬語・けいご) is difficult
- The structure of Japanese emails is different from English
- They don’t know how formal they should be
But don’t worry! In this guide, you’ll learn:
- The correct format for professional Japanese emails
- Key business phrases to sound professional
- Common email mistakes (and how to avoid them)
- Templates & examples for real-world situations
Understand the Structure of a Japanese Business Email
Unlike casual emails, professional emails in Japan follow a fixed structure. Here’s the typical format:
- 宛名（あてな）Recipient’s Name & Company
- 挨拶（あいさつ）Polite Greeting
- 名乗り（なのり）Self-Introduction
- 本文（ほんぶん）Main Content
- 結び（むすび）Closing Remarks
- 署名（しょめい）Signature
Example Structure
Subject (件名・けんめい):
会議のご確認について
(Regarding the Meeting Confirmation)
Recipient (宛名・あてな):
株式会社〇〇 (Company Name)
〇〇様 (Recipient’s Name + 様 for respect)
Polite Greeting (挨拶・あいさつ):
お世話になっております。
(おせわ に なtて おります。)
(Thank you for your continued support.)
Self-Introduction (名乗り・なのり):
株式会社〇〇の〇〇と申します。
(かぶしきがいしゃ 〇〇 の 〇〇 と もうします。)
(I am 〇〇 from 〇〇 Corporation.)
Main Content (本文・ほんぶん):
先日お話ししました会議の件について、確認させていただきます。
(せんじつ おはなし しました かいぎ の けん に ついて、 かくにん させて いただきます。)
(I would like to confirm the details of the meeting we discussed the other day.)
Closing Remarks (結び・むすび):
何卒よろしくお願いいたします。
(なにとぞ よろしく おねがい いたします。)
(Thank you for your cooperation.)
Signature (署名・しょめい):
株式会社〇〇
(Your Company Name)
〇〇 〇〇 (Your Name)
メール: your@email.com
電話: 012-345-6789
Essential Phrases for Japanese Business Emails
1. Common Greetings (挨拶・あいさつ)
Japanese business emails always start with a polite greeting.
| Japanese | Romaji | Meaning |
|---|---|---|
| お世話になっております。 | Osewa ni natte orimasu. | Thank you for your support. |
| 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. |
| 初めてご連絡いたします。 | Hajimete gorenraku itashimasu. | I am contacting you for the first time. |
2. Self-Introduction (名乗り・なのり)
If the recipient doesn’t know you well, introduce yourself.
| Japanese | Romaji | Meaning |
|---|---|---|
| 〇〇株式会社の〇〇と申します。 | 〇〇 kabushikigaisha no 〇〇 to mōshimasu. | I am 〇〇 from 〇〇 Corporation. |
| 〇〇会社の〇〇と申します。 | 〇〇 kaisha no 〇〇 to mōshimasu. | I am 〇〇 from 〇〇 Company. |
3. Making a Request (依頼・いらい)
Use polite requests to sound professional.
| Japanese | Romaji | Meaning |
|---|---|---|
| ご確認いただけますでしょうか？ | Gokakunin itadakemasu deshō ka? | Could you please confirm? |
| ご対応のほど、よろしくお願いいたします。 | Gotaiō no hodo, yoroshiku onegai itashimasu. | I appreciate your support in handling this. |
| お手数をおかけしますが、何卒よろしくお願いいたします。 | Otesū o okake shimasu ga, nanitozo yoroshiku onegai itashimasu. | I apologize for the inconvenience, and I appreciate your help. |
Japanese Business Email Templates
Template 1: Inquiry Email (問い合わせメール・といあわせ めいる)
Subject: 資料のご送付について (Regarding the Document Submission)
Body:
お世話になっております。
〇〇株式会社の〇〇と申します。
貴社の〇〇サービスについて詳しく知りたく、ご連絡させていただきました。
お手数ですが、資料をご送付いただけますでしょうか？
何卒よろしくお願いいたします。
Translation:
Hello,
I am 〇〇 from 〇〇 Corporation.
I am contacting you to learn more about your 〇〇 service.
Would it be possible to send me the relevant documents?
Thank you for your cooperation.
Template 2: Follow-Up Email (フォローアップメール)
Subject: お打ち合わせのご確認 (Meeting Confirmation)
Body:
お世話になっております。
先日はお打ち合わせいただき、誠にありがとうございました。
次回の会議は〇月〇日の〇時からでよろしいでしょうか？
ご確認のほど、よろしくお願いいたします。
Translation:
Hello,
Thank you for the meeting the other day.
Would you be available for our next meeting on 〇〇 at 〇〇 o’clock?
Please confirm at your convenience.
Study Challenge: Write a Business Email!
Choose one of the email templates above and write your own version!
- Use at least three polite phrases
- Include your company name & recipient’s name
- Try sending a practice email to yourself!
Write Professional Emails in Japanese with Confidence!
By following Japanese email etiquette, using key business phrases, and practicing with real templates, you’ll be able to write professional emails in Japanese with confidence.
Next Steps:
- Practice writing emails using today’s templates
- Memorize polite email phrases
- Join our Japanese business course for personalized coaching!
Disclaimer: This article provides general business email guidelines. Always adjust your writing based on specific company culture.
What business email phrases have you used in Japanese? Comment below!
