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How to write a formal business email in Japanese

Perfect Your Japanese Email Writing with Our Professional Templates: How to write a formal business email in Japanese
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To write a formal business email in Japanese, it is important to follow specific etiquette and language patterns that emphasize politeness and respect, known as keigo. Here is an outline of how to write a formal business email in Japanese:

Structure of a Formal Business Email

  1. Subject Line (件名, Kenmei):

    • Clear and concise, stating the purpose of the email.

  2. Greeting (挨拶, Aisatsu):

    • Common formal greetings include:
      • 拝啓 (Haikei) – “Dear Sir/Madam”
      • いつもお世話になっております (Itsumo osewa ni natte orimasu) – “Thank you for your continued support”

  3. Self-Introduction and Reason for Writing:

    • Briefly introduce yourself or your company if the recipient doesn’t know you.
    • State the main purpose of the email clearly.

  4. Main Body:

    • Use polite and honorific language (keigo), including respectful verbs and phrases.
    • Be clear but indirect, avoiding blunt requests or statements.

  5. Closing Remarks:

    • Express gratitude, for example:
      • お忙しいところ恐れ入りますが (Oisogashii tokoro osore irimasu ga) – “I apologize for bothering you during your busy time”
      • どうぞよろしくお願いいたします (Douzo yoroshiku onegaishimasu) – “Thank you in advance for your cooperation”

  6. Signature:

    • Include your full name, position, company, and contact information.

Important Language Tips

  • Use keigo (honorific, humble, and polite forms) such as:
    • 尊敬語 (Sonkeigo) to show respect to the listener’s actions.
    • 謙譲語 (Kenjougo) to humble oneself.
    • 丁寧語 (Teineigo) for polite speech.
  • Avoid casual or plain forms.
  • Use humble expressions when talking about yourself or your company and respectful expressions when talking about the recipient or their company.

This approach to business emails reflects the Japanese cultural emphasis on hierarchy, formality, and indirectness in communication. Would you like an example of a formal business email in Japanese to illustrate these points?

References

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