Did you know? The meaning and usage of “tricky phrases” in Japanese business emails.

Have you ever worried that your business emails sound a bit “childish”?

You might find yourself wondering,

“Is this phrase actually appropriate for a professional setting?”

It’s a common concern.

Business Japanese often involves specific vocabulary that isn’t used in daily life, which can be quite overwhelming.

Also, if you don’t fully grasp the meaning, you might end up with some very unnatural sentences.

In this article, I will explain the business vocabulary and phrases that many Japanese learners find particularly challenging.

This article is for those who:

spend too much time drafting emails.
lack confidence in their professional communication.
struggle to grasp the nuances of Japan-specific expressions and etiquette.

＼Japanese business etiquette／
「日本で働くためのビジネス基礎講座きそこうざ」

Contents

Two-Character Kanji for Business Emails

In business emails, you might come across kanji compounds that you can read, but don’t quite understand the meaning of.

In this section, I’ll introduce some of the most commonly used two-character kanji expressions.

早急（さっきゅう／そうきゅう）

[Meaning]
It refers to a state of extreme urgency. This is a more polite and formal way to say “immediately” or “as soon as possible.”

[Usage & Key Points]
Use this expression when you want to ask someone to act quickly, or when you want to emphasize that you are handling a task with high priority.

In business emails, instead of using the casual “I’ll do it right away,” it is much more professional to write “I will handle it sakkyu (immediately).”

Both “sakkyu” and “sokkyu” are commonly used and correct.

[Example]
「ご指摘してきいただいた点てんを、早急（さっきゅう/そうきゅう）に修正しゅうせいいたします。」

“I will correct the points you mentioned immediately.”

査収さしゅう

[Meaning]
To carefully review and accept documents or data.

[Usage & Key Points]
This is a standard phrase used when attaching files to an email.

Instead of simply saying “Please look at this,” you use “Go-sashu kudasai” to politely ask the recipient to check and keep the materials.

[Example]
「新あたらしい見積書みつもりしょを作成さくせいしましたので、どうぞご査収さしゅうください。」

“I have prepared the new quotation. Please find it attached for your review.”

失念しつねん

[Meaning]
To inadvertently forget something. This is a formal business equivalent of “I forgot.”

[Usage & Key Points]
Using the direct phrase “I forgot” can sometimes sound a bit childish or give the impression of a lack of responsibility.

By using “Shitsunen shite-orimashita,” you can sound more professional while sincerely conveying your apologies for the oversight.

[Example]
「申もうし訳わけございません。会議かいぎの時間じかんを失念しつねんしておりました。」

“I sincerely apologize. The meeting time had completely slipped my mind.”

受領じゅりょう

[Meaning]
To formally receive items, money, or documents.

[Usage & Key Points]
This is a professional way of saying “I received it.”

It is used to confirm that you have officially received important items such as contracts, invoices, or emails.

Using this term gives the sender peace of mind by acknowledging receipt formally.

[Example]
「本日ほんじつ、ご郵送ゆうそういただいた契約書けいやくしょを確たしかに受領じゅりょういたしました。ありがとうございます。」

“I have duly received the contract you sent by mail today. Thank you very much.”

進捗しんちょく

[Meaning]
The current stage or pace at which a task or project is moving forward.

[Usage & Key Points]
This term is used when discussing how much of a project or task has been completed and whether it is on track toward its goal. It answers the question: “How far along are we?”

[Example]
「現在げんざいのプロジェクトの進捗しんちょく状況じょうきょうをご報告ほうこくいたします。」

“I am writing to provide an update on the current progress of the project.”

相違そうい

[Meaning]
A difference or discrepancy between two things.

[Usage & Key Points]
This is a polite way to point out an error or mistake.

If you say “You are wrong” or “This is a mistake,” it can sound accusatory, as if you are blaming the other person.

By using “Soi” (discrepancy), you can soften the tone to imply, “There is a gap between your information and my understanding,” making the conversation smoother.

[Example]
「請求書せいきゅうしょの金額きんがくに一部いちぶ相違そういがございましたので、ご確認かくにんいただけますでしょうか。」

“There appears to be a slight discrepancy in the invoice amount. Could you please double-check it?” (Meaning: “The amount is wrong, so please check it.”)

拝読はいどく

[Meaning]
The humble form of the verb “to read.”

It is used to show respect to the person you are communicating with by lowering your own position.

[Usage & Key Points]
Use this when you have finished reading an email or a document provided by someone else.

In business emails, writing “Haidoku-itashimashita” sounds much more professional and respectful than the simple “I read your email.”

It conveys that you appreciate the information shared with you.

[Example]
「お送おくりいただいた資料しりょうを拝読はいどくいたしました。」

“I have carefully read the materials you sent me.”

Useful phrases for business emails

Next, let’s take a look at some common phrases used in business emails.

足あしをお運はこびいただく

[Meaning]
To take the time and effort to visit a certain location. This is a polite and respectful way to say “to come.”

[Usage & Key Points]
This expression carries a sense of appreciation or humility, acknowledging that the other person has set aside their time to travel and see you.

Using this in a thank-you email after someone visits your office for a meeting will convey deep respect and leave a very positive impression.

It shows you don’t take their effort for granted.

[Example]
「先日せんじつはお忙いそしいところ、弊社へいしゃまで足あしをお運はこびいただきありがとうございました。」

“Thank you very much for taking the time to visit our office the other day despite your busy schedule.”

お力添ちからぞえ

[Meaning]
To receive assistance or support. It is a polite and respectful way to say “help” or “assistance.”

[Usage & Key Points]
This term sounds more professional than simply saying “Please help me.” It conveys a deep respect for the person’s support, treating it as something valuable.

It is used not only when asking for cooperation but also when expressing gratitude after someone has helped you.

[Example]
「プロジェクトの成功せいこうに向むけ、ぜひ皆様みなさまのお力添ちからぞえをお願ねがいしたく存ぞんじます。」

“We would sincerely appreciate your support and cooperation toward the success of this project.”

お手隙てすきの際さいに

[Meaning]
When you have a free moment or when your schedule allows.

[Usage & Key Points]
This is a “cushion phrase” used when making a request.

Instead of demanding “Do this now,” it adds a thoughtful touch by implying, “This isn’t urgent, so please take a look whenever you have some downtime.

” It shows respect for the other person’s time and workload.

[Example]
「添付てんぷにて資料しりょうをお送おくりいたしますので、お手隙てすきの際さいにご確認かくにんいただけますと幸さいわいです。」

“I am sending the documents as an attachment. I would appreciate it if you could review them at your earliest convenience.”

ご期待きたいに沿そえず

[Meaning]
To be unable to meet someone’s expectations, requests, or wishes.

[Usage & Key Points]
This is a key phrase for writing a refusal or rejection email.

Instead of a blunt “I can’t do that,” this expression conveys a humble sentiment: “I truly wanted to fulfill your request, but unfortunately, it is not possible.”

It helps soften the blow and shows that you sincerely regret having to say no.

[Example]
「誠まことに恐縮きょうしゅくながら、今回こんかいはご期待きたいに沿そえず、申もうし訳わけございませんでした。」

“We are terribly sorry, but we are unable to meet your expectations this time.”

ご教示きょうじください

[Meaning]
Please let me know / Please inform me.

[Usage & Key Points]
This is a formal way to ask for information in a business setting.

It sounds much more professional than a simple “Please tell me.”

It is versatile and can be used when asking about procedures, schedules, or clarifying points you are unsure about.

[Example]
「今度こんどのお打うち合あわせのご希望きぼうの日程にっていをご教示きょうじいただきたくお願ねがいいたします。」

“Could you please inform us of your preferred dates for our next meeting?”

ご放念ほうねんください

[Meaning]
Please don’t worry about it / Please forget about it.

[Usage & Key Points]
This is used when you want to reassure the other person that they don’t need to be concerned.

It is commonly used when you have sent an email by mistake, or when an issue has already been resolved and no longer requires their attention.

It saves the recipient from wasting their time or feeling anxious.

[Example]
「先さきほどのメールは誤あやまりでしたので、どうぞご放念ほうねんください。」

“Please disregard my previous email, as it was sent in error.”

ご容赦ようしゃください

[Meaning]
Please forgive me / Please be patient with me.

[Usage & Key Points]
This is used to ask the other person for their understanding regarding an inconvenience that is unavoidable or anticipated.

Rather than a simple “I’m sorry,” it carries the sentiment of “Please take my circumstances into account and don’t think badly of me.”

It is often used to apologize in advance or to ask for leniency regarding a lapse in service or communication.

[Example]
「明日あすから長期休暇ちょうききゅうかのため、返信へんしんが遅おそくなりますこと、何卒なにとぞご容赦ようしゃください。」

“I will be on long-term leave starting tomorrow. Please kindly understand that my response may be delayed.”

差さし支つかえなければ

[Meaning]
If it’s not a problem / If it doesn’t cause any inconvenience.

[Usage & Key Points]
This is a “cushion phrase” used when asking a question or making a request.

By using this expression, you are giving the other person the “right to say no” or decline, which conveys deep respect and thoughtfulness.

It makes your request sound much less demanding and more professional.

[Example]
「差さし支つかえなければ、新規しんきプロジェクトの進捗状況しんちょくじょうきょうを教おしえていただけますでしょうか。」

“If you don’t mind, could you please let me know the progress of the new project?”

Confusing paraphrases

In business emails, we often use different vocabulary than what we use in daily conversation.

Using casual language in a professional email can sometimes sound a bit childish or, in some cases, even disrespectful.

Please refer to the common business expressions listed below for your reference.

Casual Expression	Professional Expression	Example for Business Emails
あとで	後のちほど	詳細しょうさいは後のちほど、改あらためてメールにてご連絡いたします。
ちょっと / 少し	少々しょうしょう / 若干じゃっかん	確認かくにんにお時間を少々しょうしょういただけますでしょうか。
だいたいの	概おおむね	プロジェクトは概おおむね計画通けいかくどおりに進んでおります。
さっき	先さきほど	先さきほどお送りした資料しりょうに一部誤いちぶあやりがございました。
〜から	〜付づけで	10月1日付づけで、営業部えいぎょうぶへ異動いどういたしました。
どうしますか？	いかがいたしましょうか	本件ほんけんの進め方について、いかがいたしましょうか。
わかりました	承知しょうちいたしました	修正しゅうせいの件けん、承知しょうちいたしました。早急そうきゅうに対応たいおういたします。

承知しょうちor 了解りょうかいしました

Both “Shochi-shimashita” and “Ryokai-shimashita” mean “I understand,” but it is crucial to know who you are speaking to.

【承知しょうちしました】

[Who to use it with]Superiors, bosses, and clients.
[Impression]It sounds very polite and clearly conveys your respect for the other person.
[Key Point]If you are unsure which phrase to use, this is the safest and best choice.
[Example]「修正しゅうせいの件けん、承知しょうちいたしました。本日中ほんじつちゅうに対応たいおういたします。」 “I have noted your request regarding the revisions. I will take care of it by the end of the day.”

【了解りょうかいしました】

[Who to use it with]Colleagues, subordinates, or people you are close with.
[Impression]It conveys clearly and concisely that you have understood the information.
[Key Point]The word “Ryokai” carries a nuance of a superior granting permission to a subordinate. Because of this, some clients or bosses may find it disrespectful if you use it with them.
[Example]（同僚どうりょうに対たいして）「明日あすの会議かいぎの時間じかん、了解りょうかいです。」 “(To a colleague) Got it—the meeting time for tomorrow works for me.”

Expression	Who to use it with
承知しょうちいたしました	Superiors, Bosses, and Clients
了解りょうかいいたしました	Colleagues, Subordinates, and Close Associates
わかりました	Friends and Family

Conclusion

Business email vocabulary can be quite different from daily conversation, so it might feel challenging at first.

However, by gradually incorporating the “kanji compounds” and “phrases” we’ve introduced, your emails will become much more professional.

The most important thing is your “consideration for others.”

We don’t use difficult words to look cool; we use them as tools to convey your care—ensuring you aren’t being rude and aren’t causing the other person any trouble.

You can also learn which phrases are commonly used from your daily work emails. Pay attention to what your colleagues, bosses, or clients use.

When you see a phrase you like, it’s a great idea to make a note of it!

To help you overcome these challenges, mailun-lab offers specialized learning materials for Japanese business email writing.