Japanese Business Letter Writing Guide285

Writing business letters in Japanese is an essential skill for anyone conducting business with Japanese companies or individuals. While the format and style of business letters may vary slightly depending on the industry and company, there are some general rules that apply to all business letters.

1. Letter Format

Japanese business letters are typically written on A4-sized paper and printed on one side only. The left margin should be slightly wider than the right margin, and the top and bottom margins should be of equal size.

The letter should be divided into three main sections:
Header: The header contains the sender's address, phone number, and fax number (if applicable). It is typically placed in the upper right corner of the page.
Body: The body of the letter contains the main message. It is typically written in a vertical format, with each line read from top to bottom.
Closing: The closing contains the sender's name, title, and company name. It is typically placed in the lower left corner of the page.

2. Writing Style

Japanese business letters are typically written in a formal and polite tone. The language used should be clear and concise, and avoid using slang or colloquialisms.

Sentences should be short and to the point, and paragraphs should be kept brief. It is also important to use polite phrases and expressions, such as "kindly" and "thank you for your attention."

3. Addressing the Recipient

The recipient's name should be written in the upper right corner of the page, below the header. The name should be written in full, and the title and company name should be included.

If you do not know the recipient's name, you can use the following general salutations:
Mr./Ms. [Last name]: For individuals
To whom it may concern: For general correspondence

4. Starting the Letter

The letter should begin with a polite greeting, such as "Dear Mr./Ms. [Last name]." This is followed by a brief introduction of yourself and your company.

For example:

Dear Mr. Tanaka,

My name is [Your name] and I am the [Your title] at [Your company].

5. Body of the Letter

The body of the letter should contain the main message. It should be written in a clear and concise manner, and avoid using unnecessary details or jargon.

If you are writing to make a request, be sure to state your request clearly and politely. You should also include any relevant information or supporting documents.

For example:

I am writing to request a meeting to discuss a potential business partnership between our two companies. I believe that our companies have complementary strengths and that a partnership would be mutually beneficial.

I have attached a brief overview of our company and its products. I would be happy to provide you with any additional information that you may require.

6. Closing the Letter

The letter should close with a polite closing phrase, such as "Thank you for your time and consideration." This is followed by your name, title, and company name.

For example:

Thank you for your time and consideration.

Sincerely,

[Your name]

[Your title]

[Your company name]

7. Sample Business Letter

Here is a sample business letter in Japanese:

東京都千代田区丸の内1-1-1

〒100-8001

電話番号: 03-1234-5678

ファックス: 03-1234-5679