Mastering Japanese Business Emails: Key Phrases Every Professional Should Know

For many foreign professionals working in Japan, one of the biggest challenges isn’t meetings, presentations, or small talk—it’s writing Japanese business emails. Even if you can speak conversational Japanese, business writing often feels like a completely different language: formal, indirect, structured, and full of set expressions that are rarely taught in textbooks.

But once you understand the patterns, Japanese emails become predictable, clear, and easier to master.

This guide covers the essential structure, the must-know phrases, and the professional writing habits you’ll need to communicate confidently in any Japanese workplace.

📩 1. Understanding the Japanese Email Structure

Unlike English emails—which allow for a flexible structure—Japanese business emails follow a well-established format:

1. Greeting & Acknowledgement (冒頭文): This polite opening shows respect and maintains harmony.
2. Purpose of the Email (用件): State your intention clearly, but with soft phrasing.
3. Details & Context (詳細): Explain what is needed, why, and any relevant background.
4. Request or Next Steps (依頼・確認): Politely indicate what you need from the reader.
5. Closing Statement (結びの言葉): A standard, formal closing phrase thanking them in advance.
6. Signature (署名): Your name, company, department, and contact info.

This structure is used across nearly all industries—master it once, and you’re set for any situation.

🧩 2. Essential Phrases for Each Section

Here are ready-to-use phrases that will instantly make your emails more natural and professional.

1. Greeting & Acknowledgement
   1. いつもお世話になっております。Thank you for your continued support.
   2. 平素より大変お世話になっております。Thank you very much for your ongoing support. (More formal)
2. Purpose of the Email: Use soft, indirect phrasing.
   1. 本日はご連絡差し上げたのは、〜の件についてです。I’m contacting you today regarding…
   2. 〜についてご相談があり、ご連絡いたしました。I’m reaching out to discuss…
3. Providing Information or Details
   1. 以下、ご確認ください。Please see the details below.
   2. 念のため、共有いたします。Sharing this with you just in case.
   3. ご参考までにお送りいたします。Sending this for your reference.
4. Making a Request (the trickiest part!) Japanese requests must sound respectful, even if the task is simple.
   1. お手数ですが、ご確認いただけますと幸いです。Sorry for the trouble, but I would appreciate it if you could check this.
   2. お忙しいところ恐れ入りますが、〜をお願いできますでしょうか。I apologize for the inconvenience, but may I ask you to…?
   3. 差し支えなければ、〜をご対応いただけますでしょうか。If it’s not an issue, could you please…?
5. Closing Phrases: These are fixed expressions—use them as-is.
   1. 何卒よろしくお願いいたします。Thank you in advance for your cooperation.
   2. 引き続きよろしくお願いいたします。Thank you for your continued support.

📨 3. Common Mistakes Foreign Professionals Make (and How to Avoid Them)

❌ Writing too directly

English tends to be efficient and straightforward. Japanese values harmony and indirectness.

Fix: Use softening expressions (恐れ入りますが / いただけますと幸いです).

❌ Forgetting the opening greeting

In Japanese email culture, the greeting is essential—it shows respect.

Fix: Always start with 「お世話になっております。」

❌ Mixing casual Japanese with business Japanese

Expressions like ありがとうございます or すみません often come across as too casual.

Fix: Learn business-safe alternatives:

• ありがとうございます → 誠にありがとうございます
  
• すみません → 恐れ入ります

❌ Overusing English-style bullet points without context

Japanese emails typically add polite framing before listing items.

Fix: Start with「下記ご確認くださいませ。」

⭐ 4. Why Mastering Email Japanese Matters

Strong email skills can:

• Improve first impressions with coworkers and clients
  
• Reduce communication friction at work
  
• Increase your confidence when handling tasks independently
  
• Show cultural awareness—highly valued in Japanese workplaces
  
• Accelerate your career growth in Japan
  

Even small changes in phrasing can completely shift the tone of your message.

✨ Ready to Level Up Your Japanese Communication Skills?

Learning business email etiquette is just one step toward thriving professionally in Japan. If you want personalized guidance, structured learning, and support from bilingual instructors who understand the challenges foreign professionals face, book a free consultation with us here. We’ll help you find the right course and build real, confident Japanese for your workplace and career.