How to Write Emails and Letters in Japanese: Complete Guide for Beginners

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

Learn how to express yourself naturally in written Japanese through emails and letters. This section introduces key principles of Japanese writing etiquette, including tone, structure, and common expressions used in both formal and informal contexts. Perfect for students and professionals aiming to communicate respectfully and effectively.

If you’re looking to improve your writing and speaking skills, consider joining our Japanese Language Course in Rohini for structured lessons focused on communication etiquette.

 Japanese Email and Letter Structure

Understanding the structure of a Japanese email or letter is essential to make a positive impression. Discover the correct order — from greetings and seasonal phrases to the main message and closing remarks. This section breaks down each component so you can format your writing in a truly Japanese way.

Basic Structure of a Japanese Email/Letter

1.Greeting (挨拶 – Aisatsu)
2.Opening line (季節の挨拶 – Seasonal greeting, if formal)
3.Main message (本文 – Honbun)
4.Closing phrase (結び – Musubi)
5.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)

Formal or business emails in Japanese follow a distinct style emphasizing politeness and respect. Here, you’ll explore how to use keigo (敬語), professional greetings, and closing lines appropriate for work-related communication, client correspondence, or official requests.

Students in West Delhi can also explore our Japanese Language Classes in Pitampura to practice formal and casual writing styles in real-life scenarios.

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.”

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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.”

For learners near central Delhi, our Japanese Language Institute in Karol Bagh offers specialized modules on writing professional emails and business correspondence in Japanese.

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)

When writing to friends or family, Japanese letters take on a more relaxed and personal tone. This section shows how to use casual expressions, friendly greetings, and emotional phrases to make your writing feel warm and natural — without being overly formal.

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!"

You can also join our Japanese Language Coaching in Laxmi Nagar to get step-by-step guidance on crafting polite letters, emails, and formal messages.

Closing Phrases

• じゃあね！ (Jaa ne!) → “See you!”

また連絡するね！ (Mata renraku suru ne!) → "I’ll contact you again!"

Useful Japanese Email & Letter Phrases

Boost your writing confidence with a ready-to-use list of essential Japanese phrases and expressions. From polite openings like “お世話になっております” to friendly closings such as “またね,” this section helps you sound authentic in every type of written communication.

Learners in South Delhi can enroll at our Japanese Language School in South Delhi to gain confidence in writing natural and culturally appropriate Japanese letters.

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)

FAQs

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

Business emails in Japan are very formal. Always use Keigo (polite/honorific language) and avoid casual expressions.

2. What is the best way to start a Japanese business email?

Start with お世話になっております (Osewa ni natte orimasu), a polite greeting commonly used in professional settings.

3. Can I use emojis in Japanese emails?

In business emails, emojis are not appropriate. In casual emails, emojis like 😊 and 🎶 are commonly used.

4. How do I apologize in a Japanese email?

Use 申し訳ございません (Moushiwake gozaimasen) for formal apologies. If it's a smaller mistake, すみません (Sumimasen) is acceptable.

If you’re based in North-West Delhi, our Japanese Language Course in Rohini provides flexible batches for all levels, including lessons on Japanese letter writing and email etiquette.

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

For friends, keep it casual! Use 元気？(Genki?) to ask how they are, and sign off with またね！(Mata ne!) or じゃあね！(Jaa ne!).

6. How should I end a Japanese business email politely?

Always end a professional email with expressions of gratitude such as 何卒よろしくお願いいたします (Nani tozo yoroshiku onegai itashimasu). It shows respect and appreciation for the recipient’s time and consideration, maintaining a professional tone.

7. What’s the difference between formal and casual Japanese writing?

Formal writing uses keigo and avoids contractions or slang, focusing on politeness and hierarchy. Casual writing, on the other hand, uses plain forms, relaxed expressions, and sometimes even emojis. Understanding when to use each is crucial in Japanese communication.

8. How do I format a Japanese letter or email correctly?

A proper Japanese letter includes sections for greetings, seasonal references, the main message, and a closing remark. For emails, start with the greeting, state your purpose briefly, and end with a polite closing. The structure reflects Japanese emphasis on order and respect.

9. How can I express birthday wishes in a Japanese letter? (My Birthday Special)

To wish someone on their birthday, write お誕生日おめでとうございます！(Otanjobi omedetou gozaimasu!) for a polite tone or simply おめでとう！(Omedetou!) for friends. Adding a personal line such as “素敵な一年になりますように” (Hope you have a wonderful year) makes it heartfelt and memorable.

10. Where can I learn more about writing formal Japanese emails and letters?

You can enhance your skills by studying authentic examples and enrolling in structured courses. Explore useful guides on the Japanese Language Institute or visit Team Languages Resources for writing templates, practice materials, and grammar tips.

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.