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

Writing emails and letters in Japanese requires proper structure, politeness, and the right level of formality. Whether you're sending a business email (ビジネスメール) or a personal letter (手紙 – Tegami), understanding Japanese email etiquette and formal conventions is key to clear and respectful communication.

Let’s explore how to Write Emails and Letters in Japanese, including the structure, key phrases, and tips on how to address Japanese in email, proper sign-offs, and how to send an email in Japanese effectively.

 Japanese Email and Letter Structure

Understanding the structure of Japanese emails and letters is essential for clear, respectful communication, especially in professional or formal settings. Unlike casual messages, Japanese correspondence follows a highly organized format that reflects cultural values like politeness, hierarchy, and attention to detail.

Whether you're writing a formal business email (ビジネスメール) or a personal letter (手紙 – Tegami), following the right sequence ensures your message is received with the intended respect and clarity.

📌 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)

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

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

In Japan, formal emails, especially in professional or business contexts, follow strict conventions rooted in respect, hierarchy, and clarity. Known as ビジネスメール (bijinesu mēru), these emails require not only correct grammar and structure but also an understanding of Japanese business etiquette.

📌 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.”
  
   

📌 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."

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 📌 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)

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Casual Emails and Letters (友達・家族への手紙)

Casual emails and letters in Japanese, known as 友達・家族への手紙 (letters to friends and family), are much more relaxed in tone and structure compared to formal business communication. These messages typically skip rigid formatting and keigo (honorific language), allowing for a friendly, natural flow. Common greetings like 「元気ですか？」(How are you?) or 「久しぶり！」(Long time no see!) set a warm tone, and the content can be informal, personal, or playful depending on the relationship.  Learning these nuances is essential for effective, authentic communication—something we at TLS – The Japanese Language School emphasize through our cultural and language training programs.

📌 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!"
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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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Final Thoughts on How to Write Emails and Letters in Japanese

To Write Emails and Letters in Japanese effectively, you must master the right structure, politeness levels, and expressions. Whether you're sending a formal business email, writing to a professor, or dropping a casual note to a friend, knowing how to address Japanese in email, follow Japanese email etiquette, and end with the proper Japanese email sign off will help your message be received with clarity and respect.

 

FAQs

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

Very formal. Always use Keigo and avoid casual language.

2. What’s the best way to start a business email in Japanese?

Start with お世話になっております, a standard professional greeting.

3. Can I use emojis in Japanese emails?

Not in business. Emojis are acceptable only in casual communication.

4. How do I apologize in a Japanese email?

Use 申し訳ございません (Moushiwake gozaimasen) for formal settings, or すみません (Sumimasen) for casual ones.

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

Keep it friendly and informal. Use phrases like 元気？ and sign off with またね！ or じゃあね！

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.