Table of contents
Open Table of contents
Who this guide is for
- A non-native professional at a Japanese company who knows the email skeleton but cannot recall the right phrase for the slot they’re stuck on
- JLPT N3–N2 readers who’ve already read a template pack and a how-to guide, and now need the missing vocabulary layer to mix and match per situation
- Someone replying to Japanese clients from an overseas office who wants to match the recipient’s register quickly without a long lookup
- Anyone who’s read our Business Email Templates and How to Write a Japanese Business Email guides and wants the last vocabulary layer locked in
This guide is a parts-level dictionary. If you want a finished email, jump to Business Email Templates. If you want the composition process from subject to signature, go to How to Write a Japanese Business Email. This article assumes the pieces are all you need.
If you only memorize 50 phrases — the frequency-ranked starter index
Screenshot this section and keep it open while you draft. It’s a one-screen reference.
Every phrase carries two tags. The first is the A / B / C politeness level. The second is 内 (internal) or 外 (external).
| Tag | Meaning |
|---|
| A | External clients, first contacts, formal documents, apologies — the most-formal register |
| B | Internal seniors, cross-department colleagues, general in-house communication |
| C | Peers and close juniors — almost always Slack DM, rare in email |
| 外 | External (clients, customers, candidates) |
| 内 | Internal (same company — coworkers, seniors, other departments) |
The A/B/C framework itself is explained in detail in the Keigo Guide. This article applies the tags to every phrase.
Top 50 by estimated frequency
| # | Phrase (romaji + kanji) | Function | Tag | When to use |
|---|
| 1 | osewa ni natte orimasu (お世話になっております) | opening | A · 外 | The default external opener, used every time |
| 2 | yoroshiku onegai itashimasu (よろしくお願いいたします) | closing | A · universal | All-purpose closer, your safe default |
| 3 | otsukaresama desu (お疲れさまです) | opening | B · 内 | Standard internal opener |
| 4 | arigatō gozaimasu (ありがとうございます) | thanks | A / B shared | Works alone or as a sentence opener |
| 5 | shōchi itashimashita (承知いたしました) | acknowledgment | A · universal | The safest “got it” — works externally |
| 6 | mōshiwake gozaimasen (申し訳ございません) | apology | A · 外 | Standard external apology |
| 7 | go-kakunin no hodo yoroshiku onegai itashimasu (ご確認のほどよろしくお願いいたします) | closing | A · 外 | The standard “please confirm” closer |
| 8 | ~itadakemasu to saiwai desu (〜いただけますと幸いです) | request | A · 外 | The most-used soft request frame |
| 9 | go-renraku arigatō gozaimasu (ご連絡ありがとうございます) | acknowledgment | A · 外 | First line when replying to an external message |
| 10 | ~no ken ni tsuite (〜の件について) | topic | A / B shared | The most-used topic-intro phrase |
| 11 | tempu shiryō o go-kakunin kudasai (添付資料をご確認ください) | attachment | A · 外 | Standard attachment heads-up |
| 12 | ~no ken de go-renraku itashimashita (〜の件でご連絡いたしました) | topic | A · 外 | Use on the first email of a thread |
| 13 | hikitsuzuki yoroshiku onegai itashimasu (引き続きよろしくお願いいたします) | closing | B · 内-leaning | Continuation closer |
| 14 | Kabushiki-gaisha XX no YY to mōshimasu (株式会社○○の△△と申します) | self-intro | A · 外 | First-contact self-introduction |
| 15 | sassoku no go-henshin arigatō gozaimasu (早速のご返信ありがとうございます) | acknowledgment | A · 外 | Thanks for a quick reply |
| 16 | go-kyōji kudasai (ご教示ください) | request | A · 外 | Standard information request |
| 17 | o-tesū o o-kake shimasu ga (お手数をおかけしますが) | request | A · 外 | Cushion phrase before a request |
| 18 | toriaezu go-renraku made (取り急ぎご連絡まで) | topic | B · 内 | Internal quick-touch — avoid externally |
| 19 | go-busata shite orimasu (ご無沙汰しております) | opening | A · 外 | Long-silence opener |
| 20 | hajimete go-renraku itashimasu (初めてご連絡いたします) | opening | A · 外 | First-contact opener |
| 21 | shitsurei itashimasu (失礼いたします) | opening / closing | A / B shared | Light apology or soft sign-off |
| 22 | shōchi shimashita (承知しました) | acknowledgment | B · 内 | Internal-senior acknowledgment |
| 23 | ryōkai desu (了解です) | acknowledgment | C · 内 | Peers and close juniors only — never externally |
| 24 | go-taiō no hodo yoroshiku onegai itashimasu (ご対応のほどよろしくお願いいたします) | closing | A · 外 | Stronger action-request closer |
| 25 | ~itadakereba saiwai desu (〜いただければ幸いです) | request | A · 外 | Standard request, variant 2 |
| 26 | yoroshiku onegai mōshiagemasu (よろしくお願い申し上げます) | closing | A · 外 | A more formal closer |
| 27 | tabi-tabi mōshiwake gozaimasen (度々申し訳ございません) | apology | A · 外 | Apology for back-to-back messages |
| 28 | go-meiwaku o o-kake shi mōshiwake gozaimasen (ご迷惑をおかけし申し訳ございません) | apology | A · 外 | Apology when there’s real impact |
| 29 | o-jikan o itadaki arigatō gozaimashita (お時間をいただきありがとうございました) | topic | A · 外 | Post-meeting thanks |
| 30 | haiju itashimashita (拝受いたしました) | acknowledgment | A · 外 | Formal document-receipt phrase |
| 31 | o-henji ga osokunari mōshiwake gozaimasen (お返事が遅くなり申し訳ございません) | apology | A · 外 | Late-reply apology |
| 32 | ~shite itadakemasu deshō ka (〜していただけますでしょうか) | request | A · 外 | Soft probe |
| 33 | go-kentō no hodo yoroshiku onegai itashimasu (ご検討のほどよろしくお願いいたします) | closing | A · 外 | Proposal closer |
| 34 | o-isogashii tokoro kyōshuku desu ga (お忙しいところ恐縮ですが) | request | A · 外 | Upgraded cushion phrase |
| 35 | go-ichihō itadakemasu to saiwai desu (ご一報いただけますと幸いです) | acknowledgment | A · 外 | Asking for receipt confirmation |
| 36 | aratamete go-renraku itashimasu (改めてご連絡いたします) | acknowledgment | A · 外 | Holding the answer for later |
| 37 | go-annai mōshiagemasu (ご案内申し上げます) | topic | A · 外 | Formal announcement opener |
| 38 | ~wa kanō deshō ka (〜は可能でしょうか) | request | A · 外 | An even softer probe |
| 39 | nanitozo yoroshiku onegai itashimasu (何卒よろしくお願いいたします) | closing | A · 外 | Emphatic closer |
| 40 | go-hōkoku mōshiagemasu (ご報告申し上げます) | topic | A · 外 | Formal-report opener |
| 41 | tempu fairu o go-sanshō kudasai (添付ファイルをご参照ください) | attachment | A · 外 | Attachment heads-up, variant |
| 42 | o-rei mōshiagemasu (お礼申し上げます) | closing | A · 外 | Formal thank-you closer |
| 43 | go-henshin o-machi shite orimasu (ご返信お待ちしております) | closing | A · 外 | Soft reply-prompt closer |
| 44 | otsukaresama de gozaimasu (お疲れさまでございます) | opening | B · 内 (formal) | Internal opener to senior leadership |
| 45 | go-ichidoku itadakemasu to saiwai desu (ご一読いただけますと幸いです) | request | A · 外 | Asking the reader to read through a document |
| 46 | kanren shiryō o tempu shite orimasu (関連資料を添付しております) | attachment | A · 外 | Multi-attachment heads-up |
| 47 | o-sashitsukae nakereba (お差し支えなければ) | request | A · 外 | The most-polite request preamble |
| 48 | osore-irimasu ga (恐れ入りますが) | request | A · 外 | All-purpose cushion phrase |
| 49 | kochira koso arigatō gozaimasu (こちらこそありがとうございます) | acknowledgment | A / B shared | Reply to thanks |
| 50 | tondemo gozaimasen (とんでもございません) | acknowledgment | A · 外 | Modest reply to thanks |
The frequency ordering is the author’s working estimate from observing one month of mixed internal + external workplace email. Job functions and industries shift the bottom half, but the top 20 hold across most workplaces.
The 8 function categories at a glance
The rest of the article expands every phrase in the top-50 list plus a deeper bench per category. Jump straight to the slot you need.
- Opening phrases
- Self-introduction phrases
- Topic-intro phrases
- Request phrases
- Apology phrases
- Acknowledgment and receipt-state phrases
- Closing phrases
- Attachment phrases
1. Opening phrases
The second line of the email. The recipient’s affiliation (internal vs external) decides this almost automatically.
| Phrase | When to use |
|---|
| osewa ni natte orimasu (お世話になっております) | The default, attach it every time |
| itsumo osewa ni natte orimasu (いつもお世話になっております) | A more attentive version for ongoing accounts |
| hajimete go-renraku itashimasu (初めてご連絡いたします) | First-contact opener |
| totsuzen no go-renraku shitsurei itashimasu (突然のご連絡失礼いたします) | First contact when the request is abrupt |
B · 内 — internal email
| Phrase | When to use |
|---|
| otsukaresama desu (お疲れさまです) | The standard internal opener |
| ohayō gozaimasu (おはようございます) | Morning opener (roughly before 10 a.m.) |
| o-saki ni shitsurei shimasu (お先に失礼します) | The opener of a leaving-for-the-day email |
| otsukaresama de gozaimasu (お疲れさまでございます) | A more formal internal opener for senior leadership or other departments |
A · 外 — long-gap openers
| Phrase | When to use |
|---|
| go-busata shite orimasu (ご無沙汰しております) | Used after a gap of one to three months or longer |
| nagaraku go-renraku dekizu mōshiwake gozaimasen (長らくご連絡できず申し訳ございません) | After more than six months when the gap is on your side |
| go-busata shite orimasu. XX no ken de go-renraku itashimashita (ご無沙汰しております。○○の件でご連絡いたしました) | A two-sentence opener when you reopen contact with a request |
Common mistakes
- Using o-sewa-sama desu (お世話様です) or dōmo (どうも) externally. O-sewa-sama is a senior-to-junior abbreviation and reads as condescending in external email. Dōmo is too casual.
- Using otsukaresama desu (お疲れさまです) externally. It’s a labor-acknowledging phrase, and you’re not in the position to acknowledge an external party’s labor. See the How-to guide’s recovery section for the 30-second correction email if you’ve already sent it.
If you want the finished email for a specific scene, jump to Business Email Templates.
2. Self-introduction phrases
These land right after the opening, before the body. You re-introduce yourself on every external email.
| Phrase | When to use |
|---|
| Kabushiki-gaisha XX no YY to mōshimasu (株式会社○○の△△と申します) | The standard first-contact self-intro |
| XX Kabushiki-gaisha no YY to mōshimasu (○○株式会社の△△と申します) | When the company name takes the gaisha (会社) suffix at the end |
| XX no YY to mōshimasu (○○の△△と申します) | When the company is already well known to the recipient |
A · 外 — ongoing thread
| Phrase | When to use |
|---|
| Kabushiki-gaisha XX no YY de gozaimasu (株式会社○○の△△でございます) | Even on a long thread, re-introduce every time |
| XX no YY desu (○○の△△です) | For casual external partners or short exchanges |
B · 内 — internal
| Phrase | When to use |
|---|
| eigyō-bu no XX desu (営業部の○○です) | Only when addressing other departments or unfamiliar colleagues |
| eigyō-bu XX desu (営業部○○です) | A shorter variant |
Common mistakes
- Not re-introducing yourself on every external email. The English instinct is to drop the “Hi, this is John again” after the first round. Japanese workplace email keeps the re-introduction as a courtesy ritual, even ten threads deep.
- Using mōshimasu (申します) internally. Mōshimasu belongs to formal external register. To a same-company colleague, desu is enough.
3. Topic-intro phrases
These declare “here’s what this email is about” within the first one or two lines. Japanese business email leads with the topic label, so the earlier you name it, the more considerate the email reads.
Standard
| Phrase | When to use |
|---|
| ~no ken ni tsuite (〜の件について) | The most-used topic intro |
| ~no ken de go-renraku itashimashita (〜の件でご連絡いたしました) | On the first email, declare why you’re writing |
| ~ni tsuite go-renraku sashiagemasu (〜についてご連絡差し上げます) | A more formal topic-intro variant |
Thank-you intros
| Phrase | When to use |
|---|
| senjitsu wa arigatō gozaimashita (先日はありがとうございました) | Within a few days of a meeting or favor |
| o-jikan o itadaki arigatō gozaimashita (お時間をいただきありがとうございました) | Right after a meeting |
| sassoku go-taiō itadaki arigatō gozaimasu (早速ご対応いただきありがとうございます) | Immediate thanks for a fast response |
Report intros
| Phrase | When to use |
|---|
| ~no go-hōkoku desu (〜のご報告です) | Internal progress or outcome share |
| shinchoku no go-kyōyū desu (進捗のご共有です) | A mid-flight progress update |
| go-hōkoku mōshiagemasu (ご報告申し上げます) | A formal report in a more ceremonial setting |
Quick-touch
| Phrase | When to use |
|---|
| toriaezu go-renraku made (取り急ぎご連絡まで) | Internal quick share — avoid externally |
| sokuhō to shite kyōyū itashimasu (速報として共有いたします) | The external-safe rewrite of toriaezu |
| mazu wa go-ichihō made (まずはご一報まで) | A short external email when details follow later |
Common mistakes
- Using toriaezu (取り急ぎ) in a formal external request. It leaks the “no time to polish this” tone and reads as casual. Externally, rewrite as sokuhō to shite kyōyū itashimasu (速報として共有いたします) or mazu wa go-ichihō made (まずはご一報まで).
- Opening with small talk before the topic. Japanese email leads with the conclusion. After the opener and self-intro, go straight into the topic.
4. Request phrases
Requests come in five politeness gradients. Same intent, different strength.
Strong request (A · 外)
| Phrase | When to use |
|---|
| go-taiō no hodo yoroshiku onegai mōshiagemasu (ご対応のほどよろしくお願い申し上げます) | Time-bound action requests |
| nanitozo yoroshiku onegai itashimasu (何卒よろしくお願いいたします) | Emphasis variant, also a closer |
Standard (A · 外)
| Phrase | When to use |
|---|
| ~itadakemasu to saiwai desu (〜いただけますと幸いです) | The most-used soft request form |
| ~itadakereba to zonjimasu (〜いただければと存じます) | A slightly more formal equivalent |
| ~itadakereba saiwai desu (〜いただければ幸いです) | A close variant of the above |
Soft probe (A · 外)
| Phrase | When to use |
|---|
| ~wa kanō deshō ka (〜は可能でしょうか) | A probe that defers to the recipient’s calendar |
| ~shite itadakemasu deshō ka (〜していただけますでしょうか) | A slightly more formal probe |
| o-chikara-zoe itadakemasen deshō ka (お力添えいただけませんでしょうか) | Floating a larger request with humility |
| Phrase | When to use |
|---|
| go-kyōji kudasai (ご教示ください) | Ask for knowledge or information |
| o-shirase kudasai (お知らせください) | Ask for an update on status or schedule |
| shōsai o o-ukagai dekimasu to saiwai desu (詳細をお伺いできますと幸いです) | A softer ask for more detail |
Internal request (B · 内)
| Phrase | When to use |
|---|
| ~o-negai shimasu (〜お願いします) | The standard internal-peer request |
| ~tanonde mo ii desu ka (〜頼んでもいいですか) | A casual request to peers or close juniors |
| ~shite moraemasu ka (〜してもらえますか) | A close variant of the above |
Cushion phrases before a request
Place these in front of the actual ask to soften the load.
| Phrase | When to use |
|---|
| o-tesū o o-kake shimasu ga (お手数をおかけしますが) | The all-purpose cushion, place before the ask |
| o-isogashii tokoro kyōshuku desu ga (お忙しいところ恐縮ですが) | Upgrade that defers to the recipient’s schedule |
| osore-irimasu ga (恐れ入りますが) | Another all-purpose cushion |
| o-sashitsukae nakereba (お差し支えなければ) | Carries the nuance “say no if it’s a bad time” |
| go-mendō o o-kake shimasu ga (ご面倒をおかけしますが) | A synonym pattern of o-tesū |
Common mistakes
- Confusing go-kyōji (ご教示) with go-kyōju (ご教授). Go-kyōju means “instruct me in a discipline” and is too heavy for an information request. For data or facts, use go-kyōji kudasai (ご教示ください).
- Writing ~shite kudasai (〜してください) directly to an external recipient. Always upgrade to ~shite itadakemasu ka (〜していただけますか) or ~itadakemasu to saiwai desu (〜いただけますと幸いです).
5. Apology phrases
Apologies come in three severity tiers, each with variations.
Light (B · 内)
| Phrase | When to use |
|---|
| shitsurei itashimashita (失礼いたしました) | Minor friction with internal coworkers |
| sumimasen (すみません) | Spoken-leaning — reads as light in writing |
| shitsurei shimashita (失礼しました) | A lighter version of shitsurei itashimashita |
Medium (A · 外)
| Phrase | When to use |
|---|
| mōshiwake gozaimasen (申し訳ございません) | Standard external apology |
| mōshiwake gozaimasen deshita (申し訳ございませんでした) | Past form, for completed events |
| shitsurei itashimashita (失礼いたしました) | A formal light apology |
Heavy (A · 外)
| Phrase | When to use |
|---|
| fukaku o-wabi mōshiagemasu (深くお詫び申し上げます) | When business impact has occurred |
| go-meiwaku o o-kake shi makoto ni mōshiwake gozaimasen (ご迷惑をおかけし誠に申し訳ございません) | When a client has been clearly inconvenienced |
| tadai naru go-meiwaku o o-kake shi, kokoro yori o-wabi mōshiagemasu (多大なるご迷惑をおかけし、心よりお詫び申し上げます) | For a serious incident |
Variations
| Phrase | When to use |
|---|
| tabi-tabi mōshiwake gozaimasen (度々申し訳ございません) | For the second-plus message in a back-to-back chain |
| samidare-shiki ni mōshiwake gozaimasen (五月雨式に申し訳ございません) | Apology for piecemeal communication |
| kyōshuku desu ga (恐縮ですが) | A light apologetic preamble, also works before a request |
| o-henji ga osokunari mōshiwake gozaimasen (お返事が遅くなり申し訳ございません) | The default reply-delay apology |
| kochira no fute-giwa de mōshiwake gozaimasen (こちらの不手際で申し訳ございません) | When you explicitly own the mistake |
Common mistakes
- Using sumimasen (すみません) as the body apology in an external email. It’s too light for writing. External apologies should be mōshiwake gozaimasen or stronger.
- Using gomennasai (ごめんなさい) in business email. It’s pure private-life spoken register — internal or external, avoid it.
For the 30-second correction email after a misdirected message, see the recovery section in the How-to guide.
6. Acknowledgment and receipt-state phrases
These are the phrases you reach for when you’re the replying side. Most articles cover only the sender’s vocabulary, but in practice you reply as often as you initiate.
The 5-level “I understand” comparison
The direct answer to a top PAA question.
| Phrase | Level | Recipient |
|---|
| ryōkai desu (了解です) / ryōkai shimashita (了解しました) | C · 内 | Peers and close juniors only. Never externally |
| shōchi shimashita (承知しました) | B · 内 | Internal seniors and other departments — too weak externally |
| shōchi itashimashita (承知いたしました) | A · universal | The all-purpose answer, safe externally |
| kashikomarimashita (かしこまりました) | A · 外 (service register) | Carries a service-industry tone but works externally |
| wakarimashita (わかりました) | Neutral | Reads as light in writing — avoid externally |
When in doubt, default to shōchi itashimashita (承知いたしました).
Document receipt
| Phrase | When to use |
|---|
| shiryō haiju itashimashita (資料拝受いたしました) | Formal external receipt confirmation |
| tempu fairu kakunin itashimashita (添付ファイル確認いたしました) | The standard receipt confirmation |
| tashika ni uketorimashita (確かに受け取りました) | A lighter form, internal-leaning |
Accepting a request
| Phrase | When to use |
|---|
| shōchi itashimashita, taiō itashimasu (承知いたしました、対応いたします) | The standard acceptance |
| kashikomarimashita, susume-sasete itadakimasu (かしこまりました、進めさせていただきます) | A more formal acceptance |
| kakunin no ue, aratamete go-renraku itashimasu (確認のうえ、改めてご連絡いたします) | When you need to take it back to check first |
Declining a request
| Phrase | When to use |
|---|
| mōshiwake gozaimasen ga, konkai wa misokurasete itadakimasu (申し訳ございませんが、今回は見送らせていただきます) | The standard decline |
| taihen kyōshuku desu ga, o-hikiuke ga muzukashii jōkyō desu (大変恐縮ですが、お引き受けが難しい状況です) | A more careful decline |
| betsu no kikai ni zehi o-koegake itadakemasu to saiwai desu (別の機会にぜひお声がけいただけますと幸いです) | The softening close after a decline |
Replying to a chase
| Phrase | When to use |
|---|
| o-henji ga osokunari mōshiwake gozaimasen (お返事が遅くなり申し訳ございません) | Apology for the delayed reply |
| kakunin no ue aratamete go-renraku itashimasu (確認のうえ改めてご連絡いたします) | When you can’t answer immediately |
| honjitsu-chū ni seishiki ni go-kaitō itashimasu (本日中に正式にご回答いたします) | An honest reply that gives a deadline |
Replying to thanks
| Phrase | When to use |
|---|
| tondemo gozaimasen (とんでもございません) | A formal, modest reply |
| kochira koso arigatō gozaimasu (こちらこそありがとうございます) | The “mutual gratitude” reply |
| o-yaku ni tatete naniyori desu (お役に立てて何よりです) | Acknowledging the other side’s thanks |
Common mistakes
- Sending ryōkai desu (了解です) to an external client or senior. It’s the most common offending phrase. Swap in shōchi itashimashita (承知いたしました) every time.
- Using wakarimashita (わかりました) in external email body. Fine in speech, but reads as light in writing. Use shōchi itashimashita externally.
7. Closing phrases
The final line of the body, right before the signature block.
A · universal
| Phrase | When to use |
|---|
| yoroshiku onegai itashimasu (よろしくお願いいたします) | Works internally and externally — the safe default |
| yoroshiku onegai mōshiagemasu (よろしくお願い申し上げます) | A more formal closer |
| nanitozo yoroshiku onegai itashimasu (何卒よろしくお願いいたします) | When emphasis is needed |
B · 内
| Phrase | When to use |
|---|
| hikitsuzuki yoroshiku onegai shimasu (引き続きよろしくお願いします) | An internal continuation closer |
| hikitsuzuki dōzo yoroshiku onegai itashimasu (引き続きどうぞよろしくお願いいたします) | A close variant with slightly more polish |
Urgent
| Phrase | When to use |
|---|
| o-isogashii tokoro kyōshuku desu ga, go-taiō no hodo yoroshiku onegai itashimasu (お忙しいところ恐縮ですが、ご対応のほどよろしくお願いいたします) | Closing a tight-deadline request |
| kyū na o-negai de kyōshuku desu ga, nanitozo yoroshiku onegai itashimasu (急なお願いで恐縮ですが、何卒よろしくお願いいたします) | Closing an out-of-the-blue request |
Thank-you closers
| Phrase | When to use |
|---|
| kasanete o-rei mōshiagemasu (重ねてお礼申し上げます) | A formal thank-you closer |
| arigatō gozaimashita (ありがとうございました) | The default thank-you closer |
| kokoro yori kansha mōshiagemasu (心より感謝申し上げます) | For larger expressions of gratitude |
Apology closers
| Phrase | When to use |
|---|
| go-meiwaku o o-kake shimasu ga, yoroshiku onegai itashimasu (ご迷惑をおかけしますが、よろしくお願いいたします) | The apology-email closer |
| kongo to mo kawaranu go-shidō no hodo yoroshiku onegai mōshiagemasu (今後とも変わらぬご指導のほどよろしくお願い申し上げます) | The closer of a serious-apology email |
Decision-request closers
| Phrase | When to use |
|---|
| go-kentō no hodo yoroshiku onegai itashimasu (ご検討のほどよろしくお願いいたします) | A proposal-email closer |
| go-kakunin no hodo yoroshiku onegai itashimasu (ご確認のほどよろしくお願いいたします) | A confirmation-request closer |
| go-henshin o-machi shite orimasu (ご返信お待ちしております) | A soft reply-prompt closer |
Common mistakes
- Appending keigu (敬具) on every email. Haikei (拝啓) and keigu are a paired set used only in formal printed-letter situations — annual greetings, formal apologies, ceremonial notes. They don’t belong in everyday email.
- Closing with “ijō desu” (以上です) alone. Acceptable in a short internal note, but external email always ends with yoroshiku onegai itashimasu (よろしくお願いいたします).
8. Attachment phrases
For announcing attachments and adding notes at the tail of the body.
Heads-up
| Phrase | When to use |
|---|
| tempu shiryō o go-kakunin kudasai (添付資料をご確認ください) | The default |
| tempu fairu o go-sanshō kudasai (添付ファイルをご参照ください) | A default variant |
| kaki no tōri tempu shite orimasu (下記の通り添付しております) | Use as a preamble before a list or table of files |
Multiple files
| Phrase | When to use |
|---|
| kanren shiryō o ni-ten tempu shite orimasu (関連資料を 2 点添付しております) | Name the count |
| gijiroku oyobi shiryō isshiki o tempu itashimasu (議事録および資料一式を添付いたします) | Itemize the types |
Large files
| Phrase | When to use |
|---|
| yōryō no tsugō-jō, fairu tensō sābisu o go-riyō kudasai (容量の都合上、ファイル転送サービスをご利用ください) | For files over tens of MB |
| bettō, fairu tensō sābisu kara o-okuri itashimasu (別途、ファイル転送サービスからお送りいたします) | When you’ll send separately |
Link instead
| Phrase | When to use |
|---|
| shōsai wa kaki URL o go-sanshō kudasai (詳細は下記 URL をご参照ください) | Pointing to a web resource instead of attaching |
| kyōyū foruda no rinku o o-okuri itashimasu (共有フォルダのリンクをお送りいたします) | Directing to a shared internal drive |
Asking for receipt confirmation
| Phrase | When to use |
|---|
| o-temoto ni todoki-mashitara go-ichihō itadakemasu to saiwai desu (お手元に届きましたらご一報いただけますと幸いです) | For important files or documents |
| naiyō go-kakunin no ue, o-henji itadakemasu to saiwai desu (内容ご確認のうえ、お返事いただけますと幸いです) | When the recipient needs to read and respond |
Same intent, different channel — email vs Slack vs phone
The register of the same intent shifts hard between channels. Pasting osewa ni natte orimasu (お世話になっております) into a Slack DM reads as bloated and over-formal.
| Intent | Email (A · 外) | Slack DM (B / C · 内) | Phone |
|---|
| Light apology | o-henji ga osokunari mōshiwake gozaimasen (お返事が遅くなり申し訳ございません) | henshin osoku natte sumimasen! (返信遅くなってすみません！) | o-denwa itadaita no ni, sugu orikaesezu mōshiwake arimasen deshita (お電話いただいたのに、すぐ折り返せず申し訳ありませんでした) |
| Thanks | o-jikan o itadaki arigatō gozaimashita (お時間をいただきありがとうございました) | sakki wa arigatō gozaimashita! (さっきはありがとうございました！) | saki-hodo wa o-jikan o itadaki arigatō gozaimashita (先ほどはお時間をいただきありがとうございました) |
| Confirmation | nen no tame go-kakunin no hodo yoroshiku onegai itashimasu (念のためご確認のほどよろしくお願いいたします) | kore de atte masu ka? (これで合ってますか？) | nen no tame kakunin sasete itadakitai no desu ga (念のため確認させていただきたいのですが) |
| Status report | shinchoku no go-hōkoku desu. genzai ~made kanryō shite orimasu (進捗のご報告です。現在〜まで完了しております) | shinchoku kyōyū: ~made owarimashita! (進捗共有：〜まで終わりました！) | shinchoku no go-hōkoku desu. genzai ~no dankai desu (進捗のご報告です。現在〜の段階です) |
| Request | o-tesū o o-kake shimasu ga, ~itadakemasu to saiwai desu (お手数をおかけしますが、〜いただけますと幸いです) | ~onegai dekimasu ka? (〜お願いできますか？) | o-isogashii tokoro kyōshuku desu ga, ~onegai dekimasu deshō ka (お忙しいところ恐縮ですが、〜お願いできますでしょうか) |
Why pasting osewa ni natte orimasu into Slack feels bloated
Slack is built for instant short turns with emoji and shared context already in the room. A ceremonial opener like osewa ni natte orimasu (お世話になっております) redundantly restates context the participants already share — it reads as performative. Internal Slack DMs skip the opener and go straight to the topic. Even external Slack Connect channels typically front-load a short osewa ni natte orimasu. XX desu (お世話になっております。○○です) on the first message and drop it thereafter.
Slack-adjacent email etiquette is covered in more depth in How to Write a Japanese Business Email.
6 phrase-level mistakes to retire today
A consolidated lookup of the wrong-to-right pairs scattered through the categories above.
| Wrong | Right | Why |
|---|
| go-kurō-sama desu (ご苦労様です) | otsukaresama desu (お疲れさまです) | Go-kurō-sama is senior-to-junior — using it sideways or upward reads as condescending |
| ryōkai desu (了解です) | shōchi itashimashita (承知いたしました) | Ryōkai is peer-level register — too weak for seniors or external recipients |
| dōmo (どうも) | yoroshiku onegai itashimasu (よろしくお願いいたします) | Dōmo is a spoken abbreviation that’s too light for business email |
| gambatte kudasai (がんばってください) | go-katsuyaku o oinori-mōshiagemasu (ご活躍をお祈り申し上げます) | Gambatte carries a top-down “you better do well” tone — avoid in formal contexts |
| suimasen (すいません) | mōshiwake gozaimasen (申し訳ございません) | Suimasen is spoken register — too light for an external apology |
| o-sewa-sama desu (お世話様です) | osewa ni natte orimasu (お世話になっております) | O-sewa-sama is a senior-to-junior abbreviation — too casual for external openers |
For the structural keigo mistakes (added sa, doubled honorifics, baito-keigo, etc.) that go beyond phrase-level swaps, see Common Keigo Mistakes.
Get the Essential 30 PDF
Out of the top 50 phrases above, the 30 you’ll lean on first are packaged in the Essential 30 PDF on Gumroad. Print it for your desk, set it as a phone lock screen, or paste it into Notion.
Get the Essential 30 on Gumroad