Japanese Business Email कसरी लेख्ने? Nepali Workers Complete Guide

Japanese business emails are easier to write when you follow a clear structure. The exact level of formality depends on whether you are writing to a colleague, manager, customer or outside company.

This guide explains the basic format, useful expressions, example emails and common mistakes for Nepali workers using Japanese professionally.

Basic Email Structure

1. 件名 (kenmei): clear subject line
2. 宛名 (atena): recipient’s company, department and name
3. 挨拶 (aisatsu): opening greeting
4. 名乗り (nanori): identify yourself when necessary
5. 本文 (honbun): purpose, details and requested action
6. 結び (musubi): polite closing
7. 署名 (shomei): name and contact information

1. Write a Clear Subject Line

The subject should tell the recipient what the email is about. Avoid vague subjects such as お願い or こんにちは.

• 【確認依頼】7月15日の会議資料について
• 面接日程のご相談
• 請求書送付のご連絡
• 〇〇プロジェクト進捗報告
• 明日の勤務時間変更について

2. Address the Recipient Correctly

• External contact: 株式会社〇〇　営業部　田中様
• Known colleague: 田中さん
• Manager: 田中部長 or 部長, according to workplace convention
• Unknown person in charge: ご担当者様

Do not combine a title and 様 incorrectly, such as 部長様. Company conventions differ, so follow the style used in your workplace.

3. Choose an Appropriate Opening

Situation	Useful opening
Regular external contact	いつもお世話になっております。
First contact	突然のご連絡失礼いたします。
Replying to a message	ご連絡いただき、ありがとうございます。
Internal email	お疲れ様です。
Apology	このたびはご迷惑をおかけし、申し訳ございません。

Not every internal email needs a long ceremonial greeting. Clear, respectful communication is more important than adding difficult keigo unnecessarily.

4. State the Purpose Early

• 〇〇について確認のため、ご連絡いたしました。— I am contacting you to confirm 〇〇.
• 会議日程についてご相談があります。— I would like to discuss the meeting schedule.
• 添付資料をお送りいたします。— I am sending the attached material.
• 進捗状況をご報告いたします。— I am reporting the current progress.
• 下記の件について、ご対応をお願いいたします。— Please handle the matter below.

5. Make Requests Clearly

A polite request should still explain exactly what is needed and by when.

• ご確認いただけますでしょうか。— Could you please check it?
• 7月15日までにご返信いただけますと幸いです。— I would appreciate a reply by July 15.
• お手数をおかけしますが、ご対応をお願いいたします。— I am sorry for the trouble, but please handle this matter.
• ご都合のよい時間をお知らせください。— Please let me know a convenient time.
• 修正点がございましたら、ご連絡ください。— Please contact me if any corrections are needed.

6. Use a Professional Closing

• ご確認のほど、よろしくお願いいたします。
• ご検討のほど、よろしくお願いいたします。
• お忙しいところ恐れ入りますが、よろしくお願いいたします。
• 今後ともよろしくお願いいたします。
• 取り急ぎ、ご連絡まで。— A brief message for now; use only when appropriate to the relationship.

External Client Email Example

Internal Colleague Email Example

Apology Email Example

Attachment Checklist

• The attachment is actually included.
• The filename is clear and professional.
• The document opens correctly.
• The version and date are correct.
• The email does not contain confidential information for the wrong recipient.
• The message mentions what is attached and what action is required.

Useful phrase: 添付資料をご確認ください。 “Please check the attached material.”

Privacy and Security

• Double-check recipient addresses before sending.
• Do not email passwords, residence-card numbers, bank details or identity documents unless an authorised process clearly requires them.
• Use company-approved storage and sharing systems.
• Remove customer or company data before using a message for language practice.
• Report a misdirected email according to workplace policy immediately.

Common Mistakes

• Using an unclear subject line
• Writing a long greeting before stating the purpose
• Using difficult keigo incorrectly
• Forgetting the requested action or deadline
• Attaching the wrong file or no file
• Using casual abbreviations with an external client
• Sending an email without checking names, dates and numbers
• Copying a template without adapting it to the situation

Final Review

• The recipient and title are correct.
• The purpose is clear in the first few lines.
• The request and deadline are specific.
• The tone matches the relationship.
• The attachment and filename are correct.
• The signature has current contact information.
• Sensitive information is handled safely.

Business-email comprehension and appropriate workplace language can support BJT preparation, but the BJT is not a live email-writing examination. Practise reading, context, listening and situational judgement together.