How to Write Emails and Letters in Japanese

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!

Write Emails and Letters in Japanese

 Japanese Email and Letter Structure

📌 Basic Structure of a Japanese Email/Letter

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)

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Each part follows specific etiquette rules, especially in business emails.

 Formal Emails: Business & Professional (ビジネスメール)

📌 Subject Line (件名 – Kenmei)

• Keep it clear and direct.
  
   
• Example: 会議の日程について (Kaigi no Nittei ni Tsuite) → "Regarding the Meeting Schedule"
  
   

📌 Common Business Greetings

• お世話になっております。 (Osewa ni natte orimasu.) → "Thank you for your continued support."
  
   
• いつもお世話になっております。 (Itsumo osewa ni natte orimasu.) → "I appreciate your ongoing support."
  
   

📌 Opening Line (季節の挨拶 – Seasonal Greeting, Optional)

Used in formal letters:

• 春の訪れを感じる今日この頃、ますますご健勝のこととお喜び申し上げます。
  (Haru no otozure o kanjiru kyou konogoro, masumasu go-kenshou no koto to oyorokobi moushiagemasu.)
  → "As spring arrives, I hope this finds you in good health."
  
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📌 Main Message (本文 – Honbun)

✅ 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?"

📌 Closing Phrases

• 何卒よろしくお願いいたします。 (Nani tozo yoroshiku onegai itashimasu.) → "I sincerely appreciate your cooperation."
  
   
• お忙しいところ恐縮ですが、ご確認のほどよろしくお願いいたします。 (O-isogashii tokoro kyoushuku desu ga, go-kakunin no hodo yoroshiku onegai itashimasu.)
  → "I apologize for bothering you during your busy time, but I appreciate your confirmation."
   

📌 Signature (署名 – Shomei)

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)

 Casual Emails and Letters (友達・家族への手紙)

📌 Common Casual Greetings

• 元気ですか？ (Genki desu ka?) → "How are you?"
  
   
• 久しぶり！ (Hisashiburi!) → "Long time no see!"
  
   

📌 Main Message

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!"

📌 Closing Phrases

• じゃあね！ (Jaa ne!) → "See you!"
  
   
• また連絡するね！ (Mata renraku suru ne!) → “I’ll contact you again!”
   

 Useful Japanese Email & Letter Phrases

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."

Japanese Letter Writing (Post Mail)

Traditional Japanese letters (手紙 – Tegami) follow a similar format but include vertical writing (縦書き – Tategaki) in formal letters.

📌 How to Address Envelopes in Japan

✅ 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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FAQs

1. How formal should a business email be in Japanese?

Business emails in Japan are very formal. Always use Keigo (polite/honorific language) and avoid casual expressions.

2. What is the best way to start a Japanese business email?

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.

3. Can I use emojis in Japanese emails?

In business emails, emojis are not appropriate. In casual emails, emojis like 😊 and 🎶 are commonly used.

4. How do I apologize in a Japanese email?

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.

5. How do I write a letter to a Japanese friend?

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.