Writing Japanese Business Emails: Why Start with the Conclusion? Are Cushion Words Necessary?

Japanese business emails follow a standard format.

By following this structure, you can create professional and well-organized emails every time.

First, let’s look at the basic structure and simple rules of Japanese business emails.

メイルン

You can learn more details in our study material, ‘Japanese Business Email -Foundation-‘ available at mailun-lab. Check it out if you’re interested!

Basic Email Format

Japanese business emails follow a basic, required order for their structure.

The required elements are: Subject/Recipient・Address/Opening Greetings/main text/Closing Lines/Signature.

[Email Example]

Each part has its own set of rules, so let’s go through them one by one.

1. Subject Line: Be Clear and Concise

The subject line should be specific and brief so the recipient immediately understands the purpose of the email.

For example, a subject like “Please check「確認かくにんお願いします」” is too vague—the recipient won’t know what they are supposed to check.

Similarly, even if you try to be polite with a subject like “I would kindly appreciate it if you could check this.「確認かくにんの程ほどどうぞよろしくお願いいたします。」” it is too long and still lacks specific details, which is not ideal for business.

Instead, it’s best to include the specific name of the item, such as “Request for Review: Tomorrow’s Meeting Materials.「明日あすの会議資料かいぎしりょうの確認依頼かくにんいらい」”

This makes it clear exactly what needs to be checked.

Using nouns (Meishi) instead of verbs helps keep your subject lines short and professional.

メイルン

In our study material, ‘Japanese Business Email -Foundation-,’ you can learn a wide variety of noun-based expressions for your emails. If you’re interested, please consider purchasing the text to level up your skills!

2. Recipient: Showing Respect

Write the recipient’s company name, department, job title, and name in the correct order.

Don’t forget to include the appropriate honorific (such as Sama or San).

The rules for writing names change slightly depending on who you are emailing:

• Internal: Someone within your own company.
• External: Someone at another company.
• Individual vs. Multiple: Sending to one person or a group.
  
• Companies or Organizations.
  
• Unknown Name: When you don’t know the recipient’s name.

It might feel overwhelming at first, but once you learn the patterns, you can simply follow the rules. Don’t worry—you’ll get used to it soon!

メイルン

You can learn all the details in our study material, ‘Japanese Business Email -Foundation-,’ available at mailun-lab. But for now, let me give you a little sneak peek!

*Use ‘Kakui’ (各位) for writing only. ‘Minasama’ (皆様) is versatile and can be used for both writing and speaking

3. Greetings: Use Standard Phrases

In Japanese business emails, there are set phrases that are used every time. While there are many variations, let’s start by mastering these two essential ones.

メイルン

In our ‘Japanese Business Email -Practical-‘ available at mailun-lab, you can learn a wide variety of professional phrases to handle any situation!

4. Body Text: Why Start with the Conclusion?

If you write a long, rambling message, it becomes difficult for the recipient to understand your main point.

To avoid this, always start with the conclusion (the main point) first, then provide the specific details afterward.

However, don’t jump straight into the main topic.

As mentioned earlier, always start with an initial greeting (e.g., Osewa ni natte orimasu) before getting to the point.

Depending on the situation, it’s also a good idea to use “cushion words” to soften your tone.

[Email Example]

※“Cushion words” are phrases used when making a request or turning someone down. They act as a “cushion” to soften your message, ensuring you convey your points kindly and politely without making the recipient feel uncomfortable.

5. Signature (Shomei)

In business emails, you should always include a signature at the end that summarizes your name, affiliation, and contact information.

The information you include may vary slightly depending on who you are emailing.

Also, some companies have a specific format that you are required to use. If you are unsure, it is best to ask your colleagues for guidance.

記事の締めくくりとして、読者の心に寄り添いつつ、教材への関心を高めるポジティブな英語にしました。

Conclusion

In this article, we’ve covered the basic format and simple rules of Japanese business emails.

However, this is just the beginning.

Do you still have concerns like these?

メイルン

Perfect for mastering Japanese emails!