How to Write a Business E-mail to a Client in Japanese - Business Japanese with Human Academy

While most students of Japanese understand the need for keigo, they do not understand the specific rules associated with writing a business e-mail in Japanese. It is not simply a case of translation, as languages tend to have their own set of business phrases which are directly related to the business culture of that country.

 

The first thing to remember when writing a business e-mail is use of the word “sama” (様). This should be placed after the name of the recipient, for example: 中村様.

 

Secondly, there needs to be an expression of gratitude. The most common way to start an e-mail after writing the name is by using one of the following phrases:

 

お世話になっております。

お世話になります。

お世話様です。

 

 

It is then common to write your name and the company you represent in the following format.

 

(If you have never met the other person)

ABC株式会社のアダムと申します。

 

(If you have previously met the other person)

ABC株式会社のアダムでございます。

 

Next, you should ensure that you use keigo throughout your e-mail, as you need to demonstrate to the other party your respect. When arranging to meet a client, instead of using words such as 行く or 来る, the Japanese use more respectful terms such as　伺う and “お越しいただく” meaning “to visit (a company)” and “ to be visited by ( a company representative)” respectively. There are many other keigo phrases to use in specific situations, and explaining them in detail now is beyond the scope of this short article, but please be aware of these!

 

When finishing an e-mail, it is important to use the phrase “宜しくお願い致します。”, which can be roughly translated to “Kind/Best regards”.

 

Extra Tips

 

Japanese e-mails tend to be more structurally-focused than their Western counterparts, and it is important to leave a line between each new topic.

 

When sending an e-mail to multiple recipients, Japanese customs dictate that you should list the recipients in order of rank within the company, including your members within your own organization.

Combining the tips above leads us to an e-mail like the one below, which you can use as a guide to help you create Japanese business e-mails in future.

 

中村様

 

お世話になっております。ABC株式会社のアダムでございます。

 

ミーティングの件ですが、2月13日（金）の15時にお越しいただいてもよろしいでしょうか？

 

これからの方向性を固めたいと思っております。

 

宜しくお願い致します。

 

アダム

 

Good luck creating business e-mails in Japanese!