Writing emails and letters in Japanese requires proper structure, politeness, and the right level of formality. Whether you're writing a business email (ビジネスメール) or a personal letter (手紙 – Tegami), understanding the correct format will help you communicate respectfully and effectively.
Let’s go over the key structures, phrases, and etiquette for writing in Japanese!
1️⃣ Greeting (挨拶 – Aisatsu)
2️⃣ Opening line (季節の挨拶 – Seasonal greeting, if formal)
3️⃣ Main message (本文 – Honbun)
4️⃣ Closing phrase (結び – Musubi)
5️⃣ Signature (署名 – Shomei)
Each part follows specific etiquette rules, especially in business emails.
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Used in formal letters:
✅ Keep it concise and polite
✅ Use Keigo (敬語 – Honorific Speech)
✅ Example:
来週の会議の件について、ご都合をお伺いできますでしょうか?
(Raishuu no kaigi no ken ni tsuite, go-tsugou o oukagai dekimasu deshou ka?)
→ "Could I ask about your availability for next week's meeting?"
Business emails always include:
✅ Your name (名前 – Namae)
✅ Company name (会社名 – Kaisha-mei)
✅ Department (部署 – Busho)
✅ Contact details (連絡先 – Renrakusaki)
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Casual letters and emails are less structured and don’t require Keigo.
Example:
最近どうしてる?また一緒にご飯食べに行こう!
(Saikin dou shiteru? Mata issho ni gohan tabe ni ikou!)
→ "How have you been? Let’s go eat together again!"
Situation | Phrase in Japanese | Meaning |
Greeting | お世話になっております | "Thank you for your support." |
Request | ご確認をお願いいたします | "Please check." |
Apology | ご迷惑をおかけし申し訳ございません | "I apologize for the inconvenience." |
Closing | 何卒よろしくお願いいたします | "I sincerely appreciate it." |
Traditional Japanese letters (手紙 – Tegami) follow a similar format but include vertical writing (縦書き – Tategaki) in formal letters.
✅ Recipient’s Name First (宛名 – Atena)
✅ Use 様 (sama) for formal letters
✅ Include postal code, address, and sender details
Example Envelope Format:
📍 123-4567 東京都新宿区1-2-3
📍 山田太郎 様 (Yamada Tarou-sama)
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Business emails in Japan are very formal. Always use Keigo (polite/honorific language) and avoid casual expressions.
Start with お世話になっております (Osewa ni natte orimasu), a polite greeting commonly used in professional settings.
In business emails, emojis are not appropriate. In casual emails, emojis like 😊 and 🎶 are commonly used.
Use 申し訳ございません (Moushiwake gozaimasen) for formal apologies. If it's a smaller mistake, すみません (Sumimasen) is acceptable.
For friends, keep it casual! Use 元気?(Genki?) to ask how they are, and sign off with またね!(Mata ne!) or じゃあね!(Jaa ne!).
Writing emails and letters in Japanese requires understanding the right phrases, level of formality, and structure. Whether you’re sending a business email, a formal letter, or a casual message to a friend, using the correct format will make your writing clear and professional.