How to write Email in Japanese
I was asked some questions from “students”.
I’d like to write about one of these questions in this post. The theme is how to write Email in Japanese with sample mails.
These days there are many kinds of communication tools such as SNS (Facebook, Line, Instagram etc.), telephone, letter and so on. However, Email is still widely used for communication especially on business.
When used in business, there are some points you should know
Here is post about Working for Japanese company
① 誰に対して？(to whom you are writing)
Expression and words are different depending on to whom you are writing.
Is it to customer? To boss? To colleagues? To friends? To family?
(I think sending email to friends and family are getting less and less now)
In case you send mail to customer, you should use respect form or polite form (～です、～ます)
② 内容はわかりやすく(easy to understand)
③ なるべく短く (brief but enough contents and sentences)
You should understand business persons are always busy with many things to do.
Be short and easy to understand is highly recommended.
④ 決まり文句 (typical phrases)
There are some typical phrases in emails in Japanese as bellow (it’s like greetings);
・お世話になっております
⇒ usually used in first part of mail to customer/supplier and this means kind of “hello” but implies respect to recipient
・お疲れ様です。
⇒ usually used in first part of mail to internal person and this means kind of “hello”
・よろしくお願いします。
⇒ usually used in end of mail and this means “thank you” or “thank you for your cooperation” etc
⑤ 宛先の人をどう呼ぶか（how to address, with 様 or さん）
On top of email, you state “〇〇様” or “〇〇さん”, it’s same as “Dear 〇〇” in English.
“〇〇様” is expression with respect. Therefore, it’s usually used to customers or suppliers, persons who are outside of your company. On the other hand, “〇〇さん” is used to your boss/colleagues. However, “〇〇さん” is sometimes used to customers or suppliers these days as “〇〇さん” is considered polite expression.
Samples
These are actual examples of emails used in workplace.
例①（お礼を伝える）（to express thank you to customer）
”Leo様
お世話になっております。
先日は、会食に招待いただき、ありがとうございました。
貴重なお時間をいただき、お互いのことをよりよく知る機会となりました。
また是非、ご一緒させていただきたいと思います。
よろしくお願いします。
佐藤”
”Dear Leo-sama
Thank you for invitation to dinner the other day.
We are really appreciated to having you time and it was nice for us to have opportunity to know more about each other.
It is our pleasure to meet you again in near future.
Thanks.
Sato”
例②（上司からの進捗確認メール）（Mail from boss to confirm status of your work）
”Leoさん
お疲れ様です。
ABCプロジェクトのレポートの件、進捗はどうですか？
あさっての金曜日までにはドラフトを作って送ってもらうことになっていたけど、
何かわからないことがあったらすぐに報告してください。
お客様へのレポートの提出期限は来週の火曜日です。
念のため、リマインドしておきます。
佐藤”
”Dear Leo san,
How is status of report in project A? Could you update?
Tough you are supposed to make draft report by this Friday (2days later),
If you have inquiries or unclear points, please report to me.
This is gentle reminder but due date to submit report to client is next Tuesday.
Thanks.
Sato”
例③（上司への報告）（Mail from you to boss to report status of your work）
”佐藤さん
お疲れ様です。
ABCプロジェクトのレポートの件の進捗ですが、
80%くらいはドラフトの作成が完了しています。
わからない部分があるので、明日お時間のあるときに質問させてください。
よろしくお願いします。
Leo”
”Dear Sato san,
Thank you for your mail.
Regarding report in ABC project,
I completed about 80%.
May I ask you at your convenient time tomorrow as there are some points I need your advice?
Thanks.
Sato”
Hope this post will help your mail-writing in Japanese.
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