How to Write Emails in Japanese (Structure + Templates)

Writing emails in Japanese can feel pretty intimidating at first, especially if you're used to the casual tone most English emails have these days. Japanese business email etiquette follows a specific structure that might seem formal or even rigid, but once you understand the pattern, it becomes second nature. Whether you're applying for a job in Japan, contacting a potential business partner, or just trying to communicate professionally with Japanese colleagues, knowing how to properly format your emails will make you look way more credible. Let's break down exactly how to write emails in Japanese without embarrassing yourself.

Understanding Japanese email structure

Japanese emails follow a predictable format that you'll see in pretty much every business email. The structure has four main parts: the subject line (), the recipient's name (), the main body (), and the closing ().

This isn't like English where you might just dive straight into "Hey, quick question about the meeting." Japanese emails require you to build up to your actual point through layers of politeness. Think of it as a ritual where skipping steps makes you look unprofessional or even rude.

The good news? Once you memorize the template, you can reuse it for basically every email you send. The phrases stay mostly the same, and you just swap out the specific details.

Writing the perfect subject line

Your subject line needs to be clear and specific. Japanese people receive tons of emails daily, so vague subjects like "Question" or "Hello" will get ignored fast.

Start with a category marker in brackets, then add the specific topic. For example:

The brackets help the recipient immediately categorize your email. You'll see this format everywhere in Japan, from business emails to university announcements.

Keep subject lines under 20 characters when possible. Japanese reads quickly, so you don't need long explanations here.

Opening with the proper greeting

Every Japanese email starts by addressing the recipient. You can't just jump into "I'm writing to ask about..." like you might in English.

If you're writing to a company but don't know the specific person's name, use:

〇〇

This translates roughly to "To whom it may concern at 〇〇 Company." The is the formal way to address an organization.

If you know the person's name, use:

〇〇

Never use in business emails. is the respectful version you need for professional contact.

After the name, drop down a line and include a greeting phrase. The most common one is:

<typo lang="ja" syntax="おになっております。

This literally means something like "I am in your care" or "Thank you for your continued support." You'll use this phrase in basically every business email to someone you've already been in contact with. It's the standard greeting that shows you recognize the ongoing professional relationship.

If this is your first time contacting someone, use:

<typo lang="ja" syntax="初はじ;aめてごいたします。

This means "I am contacting you for the first time."

Introducing yourself properly

Right after your greeting, you need to introduce yourself if the recipient doesn't know you well. Even if you've emailed before, a brief introduction helps, especially in Japanese business culture where context matters.

A basic self-introduction follows this pattern:

〇〇の と<typo lang="ja" syntax="申 もう;a します。

"I am Tanaka from 〇〇 Company."

The verb is the humble form of "to say/be called," which is appropriate when introducing yourself in a business email.

If you're a student or don't represent a company, you can say:

〇〇の、と<typo lang="ja" syntax="申もう;aします。

"I am Tanaka, a student at 〇〇 University."

Getting to your main point

After the greeting and introduction, you finally get to explain why you're writing. Japanese emails typically include a brief transitional phrase before diving into the actual content.

Common phrases include:

Then state your purpose clearly. Use polite language throughout, which means incorporating (honorific language). This includes using the polite です/ます forms and adding honorific prefixes like ご and お to certain nouns.

For example:

ごがございます。(I have a question.)

お<typo lang="ja" syntax="願ねが;aいがあります。(I have a request.)

The main body should be concise but complete. Japanese business culture values clarity, so don't be vague about what you need. At the same time, avoid being too direct or demanding, which can come across as rude.

Mastering keigo for business emails

Here's the thing about writing email in Japanese: you absolutely need to use correctly. There are three types: (respectful language for others' actions), (humble language for your own actions), and (polite language using です/ます).

Common respectful verbs you'll use:

Common humble verbs for your own actions:

Using the wrong level of keigo can make you sound either too casual (disrespectful) or weirdly over-polite (awkward). When in doubt, go more formal rather than less.

Closing your email professionally

Japanese emails require a proper closing section. You can't just sign off with "Thanks" or "Best" like in English.

Before your signature, include a closing phrase. Common ones include:

よろしくお<typo lang="ja" syntax="願 ねが;a いいたします。

This is the most common closing, roughly meaning "I humbly ask for your favorable consideration." You'll use this in probably 80% of your emails.

For more specific situations:

Then add your signature block. This should include:

Japanese signatures often include way more detail than English ones. Some people even include their company's full address and fax number (yes, fax machines still exist in Japan).

Common phrases you'll use constantly

Here are some phrases that'll show up in tons of different email situations:

For requests:

For apologies:

For gratitude:

Writing to coworkers vs. bosses

The level of formality changes depending on who you're emailing. Writing to your boss requires more formal language than writing to a coworker at your same level.

For your boss, you'd use full keigo and very polite closings. For a coworker you're friendly with, you might drop some of the more formal phrases, though you'd still use です/ます forms.

That said, email tends to be more formal than face-to-face conversation in Japanese business culture. Even if you chat casually with a coworker in person, your emails might still follow the standard polite format. It depends on your company culture and relationship.

When writing within your company, you might use <typo lang="ja" syntax="お<typo lang="ja" syntax="疲つか;aれです"> as a greeting instead of <typo lang="ja" syntax="おになっております">. This phrase literally means "you must be tired" but functions as a standard workplace greeting.

Converting to the appropriate kanji

When you're typing in Japanese, your input method will suggest kanji conversions. Make sure you're selecting the right kanji for business emails, because using hiragana where kanji is expected looks unprofessional.

Common words that should be in kanji:

However, some words are typically left in hiragana even though kanji exists:

When in doubt, look at examples from native Japanese business emails to see which convention is standard.

Sample email template

Here's a complete example of a business email in Japanese:

: 【お<typo lang="ja" syntax="問 と;a い<typo lang="ja" syntax="合 あ;a わせ】 について ABC

<typo lang="ja" syntax="おになっております。 XYZのと<typo lang="ja" syntax="申もう;aします。

ですが、 の についてお<typo lang="ja" syntax="問 と;a い<typo lang="ja" syntax="合 あ;a わせしたく、ご いたしました。 な をお<typo lang="ja" syntax="送 おく;a りいただけますでしょうか。

お<typo lang="ja" syntax="忙いそが;aしいところ<typo lang="ja" syntax="恐おそ;aれ<typo lang="ja" syntax="入い;aりますが、 よろしくお<typo lang="ja" syntax="願ねが;aいいたします。

XYZ Tel: 03-1234-5678 Email: [email protected]

Tools and resources for learning Japanese email writing

If you're not a native speaker, you'll probably want some help writing these emails, especially at first.

DeepL is honestly way better than Google Translate for Japanese. It handles the nuances of keigo much more accurately. You can draft your email in English and use DeepL to get a Japanese version, then adjust as needed.

Grammarly has a Japanese version that can help catch errors, though it's less comprehensive than the English version.

Lang-8 or HiNative let you post your email drafts and get corrections from native speakers. Pretty useful when you're learning.

For templates, searching " " (business email examples) in Japanese will give you tons of sample emails for different situations. Japanese websites often have way more detailed templates than English resources.

Some people also use email apps with built-in Japanese business phrase suggestions, though I haven't found one that works amazingly well yet.

Will Japanese email writing work in the USA?

If you're writing to Japanese people working in American branches of Japanese companies, you should probably still follow Japanese email etiquette. They'll appreciate that you understand the cultural norms.

However, if you're writing to Japanese people who've been working in Western business environments for years, they might find super formal Japanese emails a bit much. They've often adapted to more casual communication styles.

When in doubt, start formal. You can always become less formal later if the other person sets that tone first. Going too casual too fast is way worse than being overly polite.

Japanese email writing etiquette ppt and resources

Plenty of universities and language schools have created PowerPoint presentations about Japanese email etiquette. These usually cover the same structure we've discussed here but with visual examples.

You can find these by searching academic databases or just Googling "Japanese business email etiquette ppt." Many Japanese universities post these resources publicly for their international students.

The Japan External Trade Organization (JETRO) also has business etiquette guides that include email examples. These are particularly useful because they're designed for people doing actual business in Japan.

Making Japanese email writing easier with the right tools

Look, memorizing all these phrases and structures takes time. You're going to mess up, and that's fine. Most Japanese people will appreciate that you're making the effort to communicate properly in their language, even if your keigo isn't perfect.

The key is to practice with real examples and get feedback. Reading actual Japanese business emails helps way more than just studying grammar rules.

Anyway, if you're serious about improving your Japanese beyond just emails, Migaku's browser extension lets you look up words and save them while reading actual Japanese content online. You can read real business articles, see how native speakers write, and build your vocabulary naturally. There's a 10-day free trial if you want to check it out.

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