Ending an email professionally and appropriately is crucial in any culture, and Japan is no exception. Knowing the right closing phrase can significantly impact your professional relationships and overall impression. This guide provides easy ways to master the art of ending emails in Japanese, ensuring your correspondence always leaves a positive mark.
Understanding Japanese Email Etiquette
Before diving into specific closings, it's essential to understand the nuances of Japanese email etiquette. Formality is key, and the level of formality depends on your relationship with the recipient. Generally, emails to superiors or clients require a more formal tone than those to colleagues or close friends. This formality extends to the email closing.
Key Factors Affecting Your Email Closing:
- Your Relationship with the Recipient: Are they a superior, colleague, client, or friend?
- The Email's Purpose: Is it a formal business inquiry, an informal update, or a social message?
- The Company Culture: Some companies may have preferred internal email closing styles.
Common Japanese Email Closings:
Here are some common email closings, categorized by formality:
Formal Closings:
- 敬具 (keigu): This is the most formal and widely used closing in business emails. It translates roughly to "With respect." It's safe to use in almost any formal situation.
- 謹啓 (kinkei) + 敬具 (keigu): This is an even more formal and polite combination, often used for extremely formal correspondence.
- 拝啓 (haikei) + 敬具 (keigu): Similar to the above, this is a highly formal option. The beginning (拝啓) is a polite way to start a letter.
Semi-Formal Closings:
- ○○様 (sama): This isn't a direct closing, but adding "様" after the recipient's name shows respect. It is commonly used with a closing like "敬具".
- よろしくお願いいたします (yoroshiku onegai itashimasu): This phrase means "I would appreciate your continued guidance/support," and is a polite and commonly used semi-formal closing. It is appropriate for maintaining good working relationships.
Informal Closings (Use with Caution):
- よろしくお願いします (yoroshiku onegai shimasu): A shorter version of the above, suitable for close colleagues or friends.
- 失礼します (shitsurei shimasu): Meaning "Excuse me," this closing is appropriate for emails that are brief or less formal, but it's important to use it judiciously.
Choosing the Right Closing:
The best way to choose the appropriate closing is to consider the context. When in doubt, err on the side of formality. Using a more formal closing than necessary is generally better than using an informal closing inappropriately.
Beyond the Closing: Important Considerations
- Signature: Include your full name, title, and contact information in your signature.
- Proofreading: Always proofread your email carefully before sending. Grammatical errors can negatively impact your professional image.
Mastering Japanese email closings is a crucial aspect of effective communication in Japan. By understanding the nuances of formality and selecting the appropriate closing, you can build stronger professional relationships and leave a lasting positive impression. Remember to observe and learn from the email closings used by colleagues and superiors in your workplace for further guidance.
