How to Write a Business Email in Japanese

Being able to hold a conversation in Japanese on the phone takes many years of practicing. However, as an expat in Japan, the easiest way to communicate with Japanese friends, colleagues, or your landlord is through emails. Japan has many customs that are unique to its culture. Thus, it is important to learn some Japanese E-mail etiquette before you hit that “send” button. Here are the 5 most essential steps to writing an Email in Japanese.

1. Proper Email Title

Use a few simple nouns to summarize the purpose of the email, and then add 『〜について』 or 『～の件』in the end (this basically would translate into “about~” ). If there are multiple things mentioned in the title, add 『等』at the end of the most important matter for additional emphasis. 

2. Addressing the Recipient 

Depending on the formality of the email and the rank of the recipient to yours, there are different suffixes you need to choose from. The most commonly used ones are san 「さん」 and sama「様」, with the latter being more formal. But if the email has multiple recipients, you can also use 『〜の皆さん/様』(Here is an additional article to learn about Japanese honorific suffixes)

3.  Greetings

• When sending an email to a someone of a superior status such as your teacher, supervisor, or someone who you are not close with, use phrases such as 『お忙しいところ／突然のメールで／（大変）失礼しました／申し訳ありません。』to apologize on your intrusion to their space. However, if the email is written to your teacher, a same-rank colleague or someone who is of a lower status than you are, you can just use『（いつも）お世話になっております。』which just means “Thank you for your (constant) support”

• When replying to an email or to apologize for a delayed response, you can use words such as『（詳しい (detailed) ／丁寧な (politely) ／早速の (immediate) ）ご返事 (reply) ／ご連絡 (contact)／ご案内 (information)／お知らせ (notice)／ご説明(explanation) いただき、（誠に／本当に／大変(very much)）ありがとうございます。(appreciated)』Additionally, to apologize for a delayed response you can also add:
  『返事が遅くなりまして、（大変）失礼しました／申し訳ありません。』(It has been my impoliteness to reply so late)

4. Main Text

• For a short reply on an objective matter:

『～は確実に受け取りました。』(I surely received~)
『～ということになりました。』(It is a ~)
『～とは下記の通りです。』(~is as follows)
『～については承知いたしました。』(I am aware of~)

• To inform that you will do something:

『～を添付ファイルにてお送りいたします。ご査収ください。』(I have attached ~ in the file. Please check it out)
『～さんと連絡させていただきます。』(I will contact Mrs./Mr/Ms.~)
『～についてはまだ調べています。』(I am still investigating ~)
『かしこまりました。これからは頑張ります。』(I am sorry. I will do my best from now on.)

• To ask for help: (Note:「～ください」is less formal than「~いただく~」)

『～をしていただけませんか。』(Would you please do ~)
『～をしていただければ幸いです。』(It would be a pleasure if you do ~)
『～をしていただければ本当に助かります。』(Please do~ and it would be greatly helpful)

If you are asking for assistance from someone of a higher rank, it is best to use one of these phrases before asking for their help:

『勝手で失礼しますが、～』
『お手数をお掛けいたしまして大変恐縮ですが、～』
『お手数ですみませんが、～』

All of the phrases above basically translate into “I am very sorry to trouble you but~”

• if you want to express your idea, concerns or asking for suggestions, you may use these phrases:

『～と考えておりますが、いかがでしょうか。』(I am considering~, what do you think? )
『～にしたいと思いますが、よろしいでしょうか。』(I want to do~, is it okay?)
『～が必要となります。ご迷惑／お手数をおかけいたしまして大変恐縮ですが、～』 (I need ~. I apologize for the inconvenience / sorry to trouble you, but~)

5. Conclusion

• When quickly concluding an email to someone of lower status or a colleague, you can simply use 取り急ぎ(In a hurry)、ご連絡(Contact)／ご返事(Reply)／ご回答(answer)まで(Until~) (In a hurry, until you contact/ reply/ answer)

• When sending emails to someone who is of superior status, use phrases such as （どうも／これからも／今後とも）よろしくお願いいたします」(Thank you in advance/ I look forward to hearing from you/ Thank you in advance)

• When requesting a reply you can also use 『ご返事をお待ちしております』(I look forward to receiving a reply from you)