Japanese Business Letter Template: A Guide to Writing Professional Letters in Japan

If you’re doing business with Japanese companies, you must be familiar with their unique style of communication. Japanese business letters, for instance, come in a certain format that reflects their culture and business values. If you’re not sure how to write one, don’t fret. We’ve got you covered. This article will guide you through the basic elements of a Japanese business letter template and show you examples that you can edit to fit your specific needs. By the end of this article, you’ll have the confidence to write professional and culturally appropriate letters that will impress your Japanese counterparts. So, let’s dive in and explore the fascinating world of Japanese business writing.

The Best Structure for Japanese Business Letter Template

When it comes to writing a business letter in Japanese, it is important to follow a specific structure to ensure that your message is clear and effective. Here are some guidelines to help you create a professional Japanese business letter template:

– Opening greeting: Begin your letter with a polite and respectful greeting. In Japanese, this is called a “keigu” and is essential in establishing a good rapport with the recipient. Some common keigu phrases include “Dear Mr./Ms.” or “To whom it may concern.” Make sure to use the appropriate honorifics (such as “san” or “sama”) to show respect and humility.

– Introduction: In the opening paragraph, introduce yourself and state the purpose of your letter. Be clear and concise, and avoid using overly complicated language or technical jargon. Remember to use “yoroshiku onegaishimasu” as a closing statement to express your appreciation and willingness to cooperate.

– Main body: In the main body of your letter, provide more details about your message or request. Use plain and polite language, and avoid using slang or informal expressions. Make sure to organize your thoughts logically and provide sufficient background information to support your claim or argument. Use bullet points or numbered lists to clearly highlight key points.

– Closing: In the closing paragraph, summarize the main points of your letter and express your expectations or intentions. Use polite language and avoid making demands or using imperative sentences. End the letter with an appropriate closing phrase, such as “sincerely yours” or “best regards.”

– Signature: Ensure that you sign your name below your typed name, as a sign of respect and trustworthiness. Use the appropriate honorifics to show your respect for the recipient.

In summary, following a structured approach to writing a Japanese business letter will help you to effectively communicate your message and build good relationships with your recipients. Use polite and respectful language, keep it clear and concise, and follow the established conventions of Japanese business communication.

Japanese Business Letter Templates

Request for Meeting

Dear [Recipient Name],

I hope this letter finds you well. I am writing to kindly request a meeting with you to discuss further the business opportunity that was recently presented to us. I would be grateful for the chance to explore this opportunity in detail and discuss how we can work together for mutual benefits.

Please let me know your availability for the meeting, and I will ensure that we will arrange it at your earliest convenience. I look forward to the opportunity of meeting with you soon.

Thank you for considering my request.

Best regards,

[Your Name]

Recommendation Letter

Dear [Recipient Name],

It is my pleasure to recommend [Name] for any business role that they may pursue. During [his/her] tenure at [company], [Name] consistently demonstrated a strong work ethic, dedication to [his/her] work, and a drive to exceed expectations. [He/She] was a positive influence on our team, and colleagues always looked forward to working with [him/her].

[Name] is an excellent communicator, has exceptional interpersonal skills, and is highly organized. [He/She] has a keen eye for detail and is always willing to go above and beyond to deliver work of the highest quality. I am confident that [he/she] will excel in any business environment and will be an asset to any team.

Should you require any further information, please do not hesitate to contact me. I highly recommend [Name] without reservation.


[Your Name]

Request for Collaboration

Dear [Recipient Name],

I would like to extend an invitation to collaborate with us on a new project that we are commencing. We believe that your expertise and experience aligns closely with the goals of this project, and we are confident that your participation would be invaluable.

Our team is excited about the potential for this collaboration and believes that together, we can create something truly remarkable. We would love for you to be part of this journey.

Please let me know your thoughts on this proposal. We are available to answer any questions that you may have and to provide additional information on the project. We look forward to hearing from you soon.

Best regards,

[Your Name]

Resignation Letter

Dear [Manager’s Name],

I am writing to resign from my position as [position] effective two weeks from the date of this letter. I would like to thank you for providing me with the opportunity to be a part of [company name].

I have sincerely enjoyed working with the team and have learned a great deal during my time here. However, I have made the difficult decision to resign due to personal reasons.

Please let me know what I can do to ensure a smooth transition during the coming weeks. I remain committed to completing any outstanding projects and to assisting with training for my replacement.

Once again, thank you for the support and guidance throughout my time with the company.


[Your Name]

Request for Information

Dear [Recipient Name],

I am writing to request further information regarding your products and services. Our company is interested in exploring opportunities to work together, and we believe that we would benefit from a more detailed understanding of your offerings.

We would be grateful if you could provide us with a brochure or any other marketing materials that provide an overview of your business. Additionally, we would appreciate any further details that would help us evaluate the suitability of your products and services for our needs.

Thank you for taking the time to read this letter. We look forward to hearing from you soon.

Best regards,

[Your Name]

Apology Letter

Dear [Recipient Name],

I am writing to express my sincere apologies for [the mistake/issue]. I understand that this has caused inconvenience and frustration for you, and I take full responsibility for this error.

Please be assured that we are taking steps to rectify the situation and prevent it from occurring again in the future. We value our relationship with you and are committed to providing you with the highest level of service.

Should you have any questions or would like to discuss the matter further, please do not hesitate to contact me. Again, I apologize for any inconvenience that this may have caused and thank you for your understanding.


[Your Name]

Thank You Letter

Dear [Recipient Name],

I would like to extend my heartfelt thanks to you for [the reason]. Your efforts have been invaluable and have made a significant difference to [our company/organization].

I would like to acknowledge and express my gratitude for all the work that you have done. Your dedication and professionalism are a credit to you, and we are fortunate to be working with somebody of your caliber.

Once again, thank you for all that you have done. We look forward to continuing our work together.


[Your Name]

Tips for Japanese Business Letter Template

Japan is a country with a rich cultural heritage and significantly different business practices compared to the West. Therefore, when writing a business letter to a Japanese company or organization, it is important to be aware of the right tone, format, and etiquette. Here are some tips for Japanese business letter templates:

  • Start with a proper greeting: Begin by addressing the recipient formally with their appropriate honorific, such as “Dear Mr./Ms./Mrs./Dr. (surname),” followed by their organization’s name.
  • Use respectful language: Japanese society places great emphasis on politeness, humility, and harmony. Therefore, it is important to use formal language and avoid any confrontational or boastful tone in your letter. Use polite expressions like “please,” “thank you,” and “excuse me,” wherever appropriate.
  • State the purpose of your letter clearly: Japanese business letters prefer a straightforward and concise approach. Make sure your opening paragraph states the reason for your correspondence in a clear and concise manner.
  • Provide context: In Japanese culture, proper context is critical for understanding. Hence, provide sufficient background information, including previous communication, agreements, or issues relating to the matter at hand.
  • Maintain a professional and polite tone: Japanese business letters are often formal and polite, so avoid using casual language or humor. Maintain a respectful tone and avoid making demands or using any offensive language that could cause offense or harm the relationship.
  • End with the appropriate closing: In Japan, the closing of a communication is just as important as the opening. Use the appropriate farewell expressions, such as “Sincerely” or “Respectfully Yours,” followed by an appropriate closing remark to sign off formally.
  • Follow up with gratitude: In Japanese culture, showing gratitude and respect is highly important. Therefore, it is essential to follow up with a thank you note for the recipient’s time and consideration, even if the meeting was unfruitful.

By following these tips and respecting Japanese culture’s formal and polite traditions, you can increase the chances of getting a positive response from your Japanese business partners while building a long-lasting relationship.

Japanese Business Letter Template FAQs

What are the important elements of a Japanese business letter template?

The important elements of a Japanese business letter template include the date, recipient’s name and address, introductory greeting, purpose of the letter, main content, closing remarks, and sender’s name and signature.

What is the standard format for a Japanese business letter?

The standard format for a Japanese business letter is vertically aligned, with a clear distinction between the sender’s and recipient’s information, and a space between each section of the letter.

Can I use informal language in a Japanese business letter?

No, it is not recommended to use informal language in a Japanese business letter. It is important to use respectful and polite language, especially when addressing a superior or business partner.

What is the appropriate closing for a Japanese business letter?

The appropriate closing for a Japanese business letter is “yoroshiku onegaishimasu,” which can be translated to “Please look favorably upon me” or “Thank you for your attention.”

Do I need to use honorifics in a Japanese business letter?

Yes, it is important to use honorifics in a Japanese business letter when addressing someone of higher status or authority.

How do I address the recipient in a Japanese business letter?

The recipient should be addressed using their family name and appropriate honorific, such as “san” for general use or “sama” for more formal situations.

Is it necessary to include my company’s logo in a Japanese business letter?

No, it is not necessary to include your company’s logo in a Japanese business letter. However, it is common to include your company’s name and contact information in the sender’s information section.

Wrapping Up

And that’s all there is to know about the Japanese business letter template! I hope this article was helpful and informative in guiding you through the intricacies of Japanese business etiquette. Remember, using the right template can help you make a great first impression in your business correspondence. Feel free to visit us again for more resources on business communication! Thanks for reading!