Japanese Business Email Basics: Basic Rules ＆ Greetings , Situational Variations

When you open a business email, the first things you notice are the recipient’s name and the opening greeting.

Getting this right shows that you respect Japanese etiquette and take the time to choose your words thoughtfully.

On the other hand, a mistake here can leave a poor impression, regardless of how good the rest of your message is.

In this guide, we’ll cover the essential opening greetings for any business email.

Let’s master these basics to build trust through your professional writing!

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

Internal ＆ External: Basic Greetings

First, let’s go over the greetings in the table below.

Is “Gokurosama” Rude?

“Gokurosama” is a phrase used by superiors to their subordinates.

In a company setting, it carries a nuance of “I am evaluating/appraising your work,” which can sound condescending.

For example, if you say “Gokurosama-desu” to your boss, they might think, “How rude—they think they are higher-ranking than me!”

The Meaning of “Osewa ni natte orimasu”

People often ask, “Is it strange to use Osewa ni natte orimasu when emailing someone I’ve never worked with or am contacting for the first time?”

Why exactly do we use this phrase even with total strangers?

Future Partnership Sentiment

In Japanese, “Osewa ni natte orimasu” is not just about expressing gratitude for the present. It also carries a forward-looking greeting: “I hope to build a good relationship with you from here on.”

Business-to-Business Focus

Even if it is your first time speaking with someone, your company and theirs may already have an existing relationship.

“Osewa ni natte orimasu” is used in a broad sense to say, “As a representative of my company, thank you for your ongoing support.”

Opening Variations

Depending on the context and who you are emailing, you may need to switch up your opening.

Let’s explore some different ways to start your message other than the two most common phrases.

Initial Contact

For first-time emails, it’s polite to include a short phrase before your main greeting. This small touch shows extra consideration for someone you haven’t met yet.

Multiple Emails

If you are emailing someone several times a day or sending another message right after your previous one, it is better to use the following phrases instead of (or in addition to) “Osewa ni natte orimasu.”

After a Long Break

When emailing someone you haven’t been in touch with for a while, it’s polite to include a brief greeting instead of jumping straight into your main point.

Urgent or Late Night

Using a greeting that fits the situation during late hours or emergencies shows that you are a thoughtful and considerate professional.

Avoiding Double Honorifics

When writing business emails, most people naturally want to be as polite as possible to avoid being rude.

However, using too much honorific language in a single phrase can actually result in “Double Honorifics,” which is grammatically incorrect.

What Are “Double Honorifics”?

“Double Honorifics” refers to the mistake of using two honorific forms within a single word or phrase.

In Japanese, stacking too many honorifics can actually make you sound unnatural.

Common Mistakes

① 「おっしゃられる」

• Incorrect Usage：「部長ぶちょうがおっしゃられました。」
• Reason：「おっしゃる（尊敬語そんけいご）」＋「〜れる（尊敬語そんけいご）」が重かさなっている。
• Correct Expression：「おっしゃいました」

② 「ご覧らんになられる」

• Incorrect Usage：「資料しりょうをご覧らんになられましたか？」
• Reason：「ご覧らんになる（尊敬語そんけいご）」＋「〜れる（尊敬語そんけいご）」が重かさなっている。
• Correct Expression：「ご覧らんになりましたか？」

③ 「伺うかがわせていただきます」

• Incorrect Usage：「明日あす、10時じに伺うかがわせていただきます。」
• Reason： 「伺うかがう（謙譲語けんじょうご）」＋「〜させていただく（謙譲語けんじょうご）」が重かさなっている。
• Correct Expression：「伺うかがいます」 または 「お伺うかがいします」

④ 「お受うけ取とりになられる」

• Incorrect Usage：「お荷物にもつはお受うけ取とりになられましたか？」
• Reason：「お〜になる（尊敬語そんけいご）」＋「〜れる（尊敬語そんけいご）」が重かさなっている。
• Correct Expression：「お受うけ取とりになりましたか？」

Conclusion

In this article, we’ve explored various “opening greetings” that define your first impression in business emails. Let’s do a quick recap of the key points:

It may seem a bit difficult at first, but the most important thing is to show consideration for the recipient.

By mastering the correct greetings, you will build trust and make others feel more comfortable working with you.

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

If you found this helpful, feel free to explore our other articles below:

”Business Japanese Email Materials" by Former HR & Teacher | mailun-labStruggling with Japanese business emails? Perfect for JLPT N3+ learners, our materials created by an ex-HR expert cover not just phrases, but the cultural logic behind them. Improve your professional skills with our self-study guides. Subscribe today for a free "Basics" textbook!...