Business Japanese

How to Write Emails in Japanese (with Practical Examples)

A Man with Email

Nowadays, we rarely write emails to friends because messaging applications like WhatsApp, LINE, and WeChat have prevailed. However, you should still know how to write emails in Japanese if you are aiming to move to Japan because email is still a common communication tool for commercial activities.

Complete Guide for How to Write Emails in Japanese

Table of Contents
Japanese Email Format
Subject
Addressing Recipients
Introduction
Closing Phrase
Body
Q&A

Writing Japanese emails is not difficult if you know the formats. First, let’s learn the most basic one. *Note: For the sake of simplicity, we have literally translated Japanese into English. Some of them may not be natural in terms of English, but please utilize them to understand the structures of the different Japanese email formats.

Japanese Email Format

件名けんめい本日ほんじつのおれい
本文ほんぶん
株式会社かぶしきがいしゃワサビ やま たけしさま

いつもお世話せわになります。
合同会社ごうどうがいしゃ だん松本まつもとです。

本日ほんじつちょうなおかんをありがとうございました。
まだまだだいのこっておりますが、
御社おんしゃのおやくてるようこん尽力じんりょくしてまいります。
どうぞこんともよろしくおねがいいたします。

いそぎ、本日ほんじつのおれいのみで失礼しつれいいたします。

―――――――――――――――――
合同会社ごうどうがいしゃ だん 松本まつもとだん
長崎県島原ながさきけんしまばら本光ほんこうまち 3296-3
TEL: +81-99-9999-9999
Email: info@wasabi-jpn.com
URL: http://www.wasabi-jpn.com/
―――――――――――――――――

English Translation

Subject: Thank You for Your Time Today
Body:
Dear Mr. Yamada from Wasabi, Inc.

We appreciate your help as always.
This is Matsumoto from Dan, LLC.

Thank you for your time today.
There are still some problems that remain,
we will do our best to contribute to your company.
We hope our relationship will continue for a long time.

This is just a quick note to express our appreciation for your time today.

―――――――――――――――――
Dan LLC. Dan Matsumoto
3296-3 Honkojimachi, Shimabara, Nagasaki, Japan
TEL: +81-99-9999-9999
Email: info@wasabi-jpn.com
URL: www.wasabi-jpn.com
―――――――――――――――――

Explanation

We have added explanations to the example below. Please note: one of the biggest difference between Japanese and English emails is that you have to start a new line when each line contains approximately 15 to 25 letters.

件名けんめい本日ほんじつのおれい
For the subject, you should summarize your message with one phrase.
本文ほんぶん
株式会社かぶしきがいしゃワサビ やま たけしさま
First, you have to start by addressing the person to whom you are writing. Then, start a new paragraph.

いつもお世話せわになります。
合同会社ごうどうがいしゃ だん松本まつもとです。
Second, you say who you are with the common business greeting phrase. Then, start a new paragraph.

本日ほんじつちょうなおかんをありがとうございました。
まだまだだいのこっておりますが、
御社おんしゃのおやくてるようこん尽力じんりょくしてまいります。
どうぞこんともよろしくおねがいいたします。
After that, you will write your actual message. It is best that you have only one topic in one email in order to clearly convey what you are trying to say. However, if you would like to mention multiple topics, please start new paragraphs for each topic.

いそぎ、本日ほんじつのおれいのみで失礼しつれいいたします。
Finally, you end your email with a closing phrase.

This is the basic format. Please try to memorize the structure: Subject, Recipient, Introduction, Body and Closing Phrase. Then, you can just replace the contents.

You Can Copy & Paste: Examples of Writing Emails in Japanese

Next, let’s go over each part of the email format. We have listed only practical examples. Please use them when you need to write emails in Japanese.

Subject

… のけんについて / Regarding …
コンペさんけんについて Regarding Participation in the Competition
しんプロジェクトのけんについて Regarding the New Project
10とおかいけんについて Regarding the Meeting on the 10th
… のおねがい / Request for …
アポイントメントのおねが Request for an Appointment
つもりしょ発行はっこうのおねが Request to Issue a Quotation
せいきゅう書発行しょはっこうのおねが Request to Issue an Invoice
… のご案内あんない / Invitation to …
セミナー開催かんさいのご案内あんない Invitation to a Seminar
こうりゅうかいのご案内あんない Invitation to a Networking Party
忘年会ぼうねんかいのご案内あんない Invitation to an Annual Party
… の確認かくにん / Confirmation for …
よう確認かくにん Confirmation for the Specification
のう確認かくにん Confirmation for the Deadline
はんにゅうてい確認かくにん Confirmation for the Expected Delivery Date
… についてのわせ / Inquiry about ,,,
しんしょうひんについてのわせ Inquiry about the New Product
採用さいようについてのわせ Inquiry about Recruitment
はらいについてのわせ Inquiry about the Payment
… のおれい / Thank You for …
本日ほんじつのおれい Thank You for Your Time Today
面談めんだんのおれい Thank You for the Meeting
発注はっちゅうのおれい Thank You for Your Order
… のおび / Apology for …
のうえんのお Apology for the Delayed Delivery
しょうひんそんのお Apology for the Damaged Item
接続せつぞくしょうがいのお Apology for the Connection Trouble
 … のおらせ / Notice of …
きゅうのおらせ Notice of Vacation
じゅうしょ変更へんこうのおらせ Notice of Change of Address
えいぎょうかん変更へんこうのおらせ Notice of Change in Business Hours
 Label
きゅう [Urgent]
じゅうよう [Important]
社外しゃがい [Confidential]
ぎょうがい [Private]
再送さいそう [Resend]
わせ] [Inquiry]
回答かいとう [Answer]

Addressing Recipients

Writing an Email to Somebody Outside Your Company
Formal 株式会社かぶしきがいしゃワサビ だいひょうとりしまりやく 松本様まつもとさま
Neutral 株式会社かぶしきがいしゃワサビ 松本様まつもとさま
Casual 松本様まつもとさま

The order should be: the name of the organization, the recipient’s family name, and the suffix 「さま」. There should be a space between the organization’s name and the recipient’s family name. At the end, unlike the way you put a comma in English emails, you should not put anything. The longer a sentence is, the more formal it looks. If you would like to write formal emails, you can add a first name, a designation and a department name.

Writing Emails to a Few Recipients
株式会社かぶしきがいしゃワサビ 松本様まつもとさま常盤ときわさま 
株式会社かぶしきがいしゃワサビ 
松本様まつもとさま常盤ときわさま 、岩本様いわもとさま
株式会社かぶしきがいしゃセルフサポート有明ありあけワークス
松本様まつもとさま常盤ときわさま
株式会社かぶしきがいしゃセルフサポート有明ありあけワークス
松本様まつもとさま常盤ときわさま岩本様いわもとさま
株式会社かぶしきがいしゃワサビ 横山様よこやまさま
合同会社暖ごうどうがいしゃだん 徳永様とくながさま

Please try to keep to the rule: Start a new line when it contains approximately from 15 to 25 letters.

Writing Emails to Several Recipients
かく Dear All
関係者かんけいしゃかく Dear All Persons Involved
取引先とりひきさきかく Dear All Customers
えいぎょうかく Dear Sales Department
ワサビプロジェクトチームかく Dear Wasabi project team members

かく」 is a key phrase. It can express your respect; thus, you don’t have to use 「さま」.

When You Don’t Know Who is in Charge (or, When You Inquire About Something for the First Time)
Formal 株式会社かぶしきがいしゃワサビ おんちゅう Dear Representative of Wasabi, Inc.
Neutral 担当者様たんとうしゃさま Dear Sir or Madam, or To Whom It May Concern,

おんちゅう」  is another key phrase and can express your respect. However, in most business emails, 「ご担当者様たんとうしゃさま」 can be used and looks professional. 「おんちゅう」 is more suitable for business letters.

Writing Emails to Your Boss or Coworkers
Formal 松本まつもとてんちょう Dear Branch Manager Matsumoto
Casual 松本まつもとさん Mr. Matsumoto

When you write a designation, it looks formal. When you put 「さん」 behind a name instead, it looks casual.

Introduction

Writing as a Representative of an Organization
いつもお世話せわになります。
株式会社かぶしきがいしゃワサビの松本まつもとです。
We appreciate your help as always.
This is Matsumoto from Dan, LLC.

This is the most common phrase. For the first email, you should write: 「はじめまして。株式会社かぶしきがいしゃワサビの松本まつもともうします。」. Otherwise, you can utilize this one for almost any situation.

Writing as an Individual
いつもお世話せわになります。松本まつもとです。

You can use the above phase (but use the name of your organization instead). When it comes to writing emails as individuals, this may look a litle polite, but we don’t think being polite will cause any problems. If you would like to be casual, you can remove this introductory part.

Closing Phrases

いそぎ、… のみで失礼しつれいいたします。 This is just a quick note to …
じょう、ご確認かくにんをおねがいいたします。 This is the end (of the email). Please confirm what we have mentioned.
じょうこんともよろしくおねがいいたします。 This is the end (of the email). We hope our relationship will continue for a long time.

 Although there are several closing phrases in Japanese emails, we suggest that you use the above ones for the time being. They are the most practical and common.

Body

Since this is your actual message, it is a little difficult to show you useful formats. Instead, we will show you some emails used in practice.

Requesting an Appointment

件名けんめい: アポイントメントのおねが
本文ほんぶん
株式会社かぶしきがいしゃワサビ いしさま

いつもお世話せわになります。
合同会社ごうどうがいしゃ だん松本まつもとです。

大変たいへんたせいたしましたが、
先日せんじつらいいただいたつもりしょ完成かんせいいたしました。
何点なんてんちょくせつ説明せつめいしたいところがありまして、
よろしければ下記かき日程にっていすこしおかんいただけないでしょうか。

4がつ1日ついたち 9時くじ12じゅうに
4がつ2日ふつか13じゅうさん17じゅうなな
4がつ3日みっか10じゅう17じゅうなな

いそがしいところ恐縮きょうしゅくですが、ご調ちょうせいいただけますとさいわいです。

じょう、ご確認かくにんをおねがいいたします。

―――――――――――――――――
合同会社ごうどうがいしゃ だん 松本まつもとだん
長崎県島原ながさきけんしまばら本光ほんこうまち 3296-3
TEL: +81-99-9999-9999
Email: info@wasabi-jpn.com
URL: http://www.wasabi-jpn.com/
―――――――――――――――――

Subject: Request for an Appointment

Body:
Dear Mr. Ishida from Wasabi, Inc.

We appreciate your help as always.
This is Matsumoto from Dan, LLC.

We have kept you waiting for a while,
but we have completed the quote you requested the other day.
There are some points which we would like to explain face to face.
Could you give us your preferred time from the following dates if possible?

9:00 – 12:00 April 1st
13:00 – 17:00 April 2nd
10:00 – 17:00 April 3rd

Although we know you are busy, we would be grateful if you could fit us into your schedule.

This is the end (of the email). Please confirm what we have mentioned.
―――――――――――――――――
Dan LLC. Dan Matsumoto
3296-3 Honkojimachi, Shimabara, Nagasaki, Japan
TEL: +81-99-9999-9999
Email: info@wasabi-jpn.com
URL: www.wasabi-jpn.com
―――――――――――――――――

Confirming Your Agreement for the (Technical) Specifications

件名:よう確認かくにん (No. 123456)
本文:
株式会社かぶしきがいしゃワサビ 宇治うじさま

いつもお世話せわになります。
合同会社ごうどうがいしゃ だん松本まつもとです。

先日せんじつようしょのご説明せつめいありがとうございました。
社内しゃない検討けんとうしたけっ本内容ほんないよう問題もんだいございません。
つきましては、つもりしょ発行はっこうをおねがいできますでしょうか。
すうをおけしますが、よろしくおねがいいたします。

じょう、ご確認かくにんをおねがいいたします。

―――――――――――――――――
合同会社ごうどうがいしゃ だん 松本まつもとだん
長崎県島原ながさきけんしまばら本光ほんこうまち 3296-3
TEL: +81-99-9999-9999
Email: info@wasabi-jpn.com
URL: http://www.wasabi-jpn.com/
―――――――――――――――――

Subject: Confirmation for the Specification (No. 123456)
Body:
Dear Mr. Uji from Wasabi, Inc.

We appreciate your help as always.
This is Matsumoto from Dan, LLC.

Thank you for your explanation the other day.
After internal consideration, the (technical) specifications are not a problem.
And hence, could you please issue a quote?
We are sorry to trouble you, but we appreciate your cooperation.

This is the end (of the email). Please confirm what we have mentioned.

―――――――――――――――――
Dan LLC. Dan Matsumoto
3296-3 Honkojimachi, Shimabara, Nagasaki, Japan
TEL: +81-99-9999-9999
Email: info@wasabi-jpn.com
URL: www.wasabi-jpn.com
―――――――――――――――――

When You Inquire About a New Product (as an Individual)

件名けんめいしんしょうひんについてのわせ
本文ほんぶん
担当者様たんとうしゃさま

はじめまして。松本まつもともうします。

ホームページであたらしいスマートフォンを
近日きんじつちゅう発売はつばいていだと拝見はいけんしました。
もしよろしければたいてき発売開はつばいかい始日しび
おおよそのだんおしえていただけないでしょうか。
おそりますが、よろしくおねがいします。

じょう、ご確認かくにんをおねがいいたします。

松本まつもとだん

Subject: Inquiry about a New Product
Body:
Dear Sir or Madam,

[A Japanese greeting] . This is Matsumoto.

I saw your homepage saying you’re going to sell a new smartphone model soon.
If possible, could you tell me the specific release date and the rough price please?
I’m sorry to trouble you, but I appreciate your cooperation.

This is the end (of the email). Please confirm what I have mentioned.

Dan Matsumoto

Q&A

What are 「拝啓はいけい」 and 「げい」?

You may have seen these phrases when you looked up “Dear” and “Sincerely.” They are usually used in letters, not emails. Thus, you can just ignore them.

How should we use To, Cc, and Bcc in Japan?

This is same as English emails. One thing we should mention is that most Japanese companies strictly follow the Personal Data Protection Law. Please be careful when you need to select Cc or Bcc.

Conclusion for How to Write Emails in Japanese

Thank you for reading this long article. We hope we have explained everything you will need to write emails in Japanese. If you need more clarification, please let us know at any time, on our Facebook page. We will add your questions into the Q&A accordingly.

Recommended Links

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Complete Explanation; What Does よろしく Mean?

Complete Explanation: What Does おつかれさま Mean?

How to Make a Phone Call in Japanese

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