How to write an Professional Email in Japanese

Yuki Kondo0 Comments

Once you know this basic formula, writing an email in Japanese is piece of cake

Hey everyone! As a college student, you often need to write emails to professors or to companies when applying for a job. I want to teach you how you can write a formal email to your professor and companies in Japanese.

Email to professor (教授)

Ex1) When you can’t go to class because you’re sick 

件名 Kenmei (Subject)

  • Your name, major, and student number (Professors receive emails from many people, you should let them know that you’re a student first!)

本文 Honbun (Text)

  1. Write your professor name
    • Tanabe教授 (Profesor Tanabe)
  1. Introduce yourself
    • お世話になっております、〇〇学部〇〇学科のYukiです。(Hello, my name is Yuki from 〇〇 department 〇〇 major.)
  1. Purpose of this email
    • 体調を崩してしまったので、今日の授業をお休みさせて頂きます。(I am sick, so I won’t be attending class today.)
  1. Asking about homework or things you have to do until next week
    • 次回までにやるべき課題はありますか？(Are there any assignments due next week ?)
  1. Write thank you and apology
    • お忙しいところ、大変申し訳ございません。どうぞよろしくお願いします。(Sorry for the inconvenience. I’m looking forward to your reply ) *This is kind of Japanese style, you should write thank you and apology no matter who you’re going to send an email.
  1. Sign off 
    • Yuki Kondo (You can also write your major and student number)

To the company you’re applying for 

Ex2) When you’re told to submit your resume by email to a company

件名 Kenmei (Subject)

  • Purpose of this mail and your name

履歴書の送付について/ Yuki  (Resume submission / your name)

本文 Honbun (Text)

  1. Write the company name or recruiter’s name
    • Tokyo English School様 or Smith (Surname) 様 (様 = sama which is a more formal version of  さん meaning Ms./Mr.)
  1. Introduce yourself
    • お世話になっております、〇〇大学のYukiです。(Hello, my name is Yuki from 〇〇 university.)
  1. Purpose of this email
    • 下記に履歴書を添付しましたので、ご確認の程よろしくお願いいたします。(I have attached my resume below for review at your convenience.)
  1. Write thank you and apology
    • お忙しいところ、大変申し訳ございません。どうぞよろしくお願いします。(Sorry for taking your time, I’m looking forward to your reply ) *This is kind of Japanese style, you should write thank you and apology no matter who you’re going to send an email.
  1. Write your name and university
    • アリゾナ州立大学 (Arizona State University)
    • Yuki Saito (斎藤祐輝)