Japanese Business Email Greetings: Common Phrases Explained

A short set of stock phrases opens and closes nearly every Japanese work email, and learning them makes messages sound natural.

Published October 18, 2026 at 10:57 PM JST | By Tokyo Paul

Quick answer: Japanese business emails usually follow a fixed pattern: the recipient's company and name, a greeting such as osewa ni natte orimasu, a short body, and a closing like yoroshiku onegai itashimasu. Using these set phrases, honorific titles and a clear signature block shows courtesy, and they are far more important than creative wording.

Why set phrases matter in Japanese work emails

Business email in Japan follows conventions that are more structured than in many other countries. Instead of jumping straight into a request, the sender begins with a standard greeting and a line of thanks, then moves to the point, and ends with a closing phrase. These fixed expressions are not empty filler. They signal that you understand the relationship and respect the reader's time.

Because the phrases are set, they also save effort. You do not have to invent a warm opening each time. You pick the one that fits the situation, such as a first contact, an ongoing client, or a colleague. Native speakers use them automatically, and a reader will notice if one is missing or misplaced. Learning a handful gives you a solid foundation for most situations you are likely to face.

Many companies also provide templates for common situations, and workers keep their own collection of phrases in a notes file. If you are new to writing in Japanese, copying a phrase exactly from a sample is perfectly fine. Over time you will notice patterns and begin to adapt them, adding small touches that suit your own style while staying within the expected framework.

The standard opening: addressing the recipient

A typical email begins with the recipient's company name, department and name, followed by the honorific sama. For example, the line may read company name, then department, then the person's surname with sama. If you do not know the department, the company and name are enough. For a person with a title, such as manager, the title can be added after the surname.

After the address line comes a greeting. For people you already work with, the standard opening is osewa ni natte orimasu, which means thank you for your continued support. For someone you contact for the first time, hajimete go-renraku sasete itadakimasu, meaning that this is a first contact, is common. Then a short self-introduction follows, with your company, role and name, before the main message.

Greeting phrases for different situations

Several greetings suit different contexts. Otsukaresama desu, meaning thank you for your hard work, is common among colleagues inside the same company, but it is less common in formal messages to outside partners. For outside contacts, osewa ni natte orimasu is the safe choice. If you have not been in contact for a while, gobusata shite orimasu, which means it has been a long time, is polite.

When replying to a message, many people start with go-renraku arigatou gozaimasu, a thank-you to the sender for getting in touch. After a meeting, a typical start is honjitsu wa arigatou gozaimashita, meaning thank you for today. For meeting a client at an event, you might thank them for their time. Choose one that fits the situation, keep it short, and avoid mixing several greetings in the same message.

Polite request and apology phrases

Requests are softened with cushion words. Osore irimasu ga is a way of apologizing in advance for troubling the reader, and it is placed before a request. Oisogashii tokoro osore irimasu ga acknowledges that the reader is busy. Go-kakunin no hodo yoroshiku onegai itashimasu means please confirm. These phrases make a request polite without a long explanation. Short and polite is the goal.

Apologies also follow set forms. Moushiwake gozaimasen is a deep apology, and gomeiwaku wo okake shite moushiwake gozaimasen apologizes for causing trouble. For a small delay, osoku narimashite moushiwake gozaimasen, meaning sorry for the late reply, is typical. Keep the tone sincere and brief, add what you will do next, and avoid over-explaining. A clear plan is respected more than a long excuse.

Closing phrases that finish the message

The standard closing is yoroshiku onegai itashimasu, which can be translated as looking forward to working together or thanking the reader in advance. It is attached to nearly every email, and it fits requests, introductions and replies. A more formal version is yoroshiku onegai moushiagemasu, used for senior readers or important contacts. Another option is kore kara mo yoroshiku onegai itashimasu, expressing hope for the reader's continued support.

Before the signature, some people add a thank-you or a gentle note such as go-kentou no hodo yoroshiku onegai itashimasu, meaning please consider this. If a reply is expected, a deadline can be mentioned clearly and politely. Avoid ending abruptly after the request. A closing phrase gives the message a finished feeling and leaves the reader with a courteous impression.

Subject lines, honorifics and the signature block

A clear subject line matters. Many writers put the topic and, if needed, a company name in brackets, then a brief description. Examples include a request for a document or a meeting schedule confirmation. Avoid vague subjects, and keep the line short enough to read on a phone. When replying, keep the original subject and the Re: marker so threads remain tidy.

Use sama after external contacts' names and san for internal colleagues of similar rank. Use your own humble forms, and avoid honorifics on your own name or company. At the end, add a signature block with your company, department, name, phone, email and address. Many Japanese businesses expect this level of detail. Cc lines are used openly, and mentioning when someone is copied is considered polite.

Timing and format matter too. Emails sent late at night may be saved for morning, and attachments are often named clearly with the date and topic. Mention attachments in the body so that the reader knows to look for them. If the file is large, say so and offer a link. These small habits make your messages easier to handle and reflect consideration for the reader.

Common mistakes and tips for non-native writers

A frequent mistake is mixing levels of politeness, such as using casual verbs with honorific titles. Another is sending a very short message without any greeting, which can feel abrupt. Writing in all English to Japanese contacts is often accepted, but adding a Japanese greeting and closing is a thoughtful gesture. Use a translation tool carefully and ask a native colleague to check important messages.

Keep paragraphs short, use line breaks, and make the main point clear near the top. Avoid emojis and slang. Respond within a reasonable time, ideally the same day or the next, and send a quick acknowledgment if a full answer will take longer. Keep a small file of phrases you can reuse. With practice, the pattern becomes familiar, and your messages will feel polite, clear and professional.

Frequently Asked Questions

What does osewa ni natte orimasu mean?

It is a polite greeting meaning thank you for your continued support. It is used at the start of emails to clients, partners and others outside your company. For someone you are contacting for the first time, a different opening such as hajimete go-renraku sasete itadakimasu is more suitable.

What is the standard closing in Japanese business emails?

Yoroshiku onegai itashimasu is the most common closing. It expresses a wish for goodwill and cooperation and can be used with requests, introductions and replies, from a first note to a long-running project. Pair it with a clear subject line and a signature block so the message feels complete. A more formal version is yoroshiku onegai moushiagemasu, for senior readers or important contacts.

Do you need to write in Japanese?

Not always. Many companies accept English, especially international firms. However, adding a Japanese greeting and closing is a thoughtful gesture, and writing fully in Japanese is expected with many domestic partners. When in doubt, ask a colleague or follow the language the other person used.

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