If you've ever received a Japanese business email, you might have paused and thought, "Did I just get a formal apology… for sending a file?” or "Is this an email or a polite novel?” Japanese work emails often feel like they come with a bow, a deep nod, and layers of humble phrases—even when they’re just confirming a meeting or sending a PDF.
Now, to be fair, you might be thinking: "Well, English-language business emails can be polite too.” And you’re right. Professional English emails do often include softeners like I was wondering if..., Would you mind..., or If it’s not too much trouble.... They avoid being overly direct and use courteous phrasing as a kind of social lubricant. But Japanese business emails are operating on a different level—both in density and cultural intention.
At the heart of this ultra-polite style lies the Japanese concept of wa (和), or harmony. The goal is not just to be polite, but to actively prevent any potential discomfort. Even the most routine messages are crafted to avoid creating tension, conflict, or social imbalance. For instance, "I have attached the file” becomes "I humbly attach the document you kindly requested.” This isn’t empty formality—it’s a deliberate linguistic strategy to reduce any sense of imposition and preserve the sense of mutual respect.
Another key factor is kenjō (謙譲語), or the language of modesty. This goes beyond politeness and into hierarchical humility, where the sender lowers their status linguistically in order to elevate the recipient’s. This happens even between equals, not because of insecurity, but because it’s a social norm designed to keep relationships smooth and clearly defined. A Japanese email often sounds like, "I, a humble servant, am deeply grateful to be permitted to send this humble document,” even if it’s just a file transfer between peers.
You could say: "But English also uses modesty and indirectness.” True again—but in English, such language tends to be situational and limited. Japanese, on the other hand, builds these layers into the structure of business language itself. What might be an optional softening in English is a standard requirement in Japanese. The language expects and demandsthis humility, especially in written professional communication.
Then there’s emotional buffering. Japanese communication typically avoids bluntness and confrontation, so emails are filled with pre-emptive expressions of concern and apology, functioning like emotional airbags. Even a simple "please take a look” might come wrapped in: "Apologies for the intrusion during your busy schedule, but I would be most grateful if you could kindly spare a moment to review the attached.”
Lastly, there’s the professional signal this level of politeness sends. In Japanese business culture, how you say something often carries as much weight as what you say. Politeness communicates seriousness, trustworthiness, and awareness of social norms. It's not just etiquette—it’s part of being taken seriously.
Example: An Email Sending a Document
Subject: Kindly Sending the Requested Document
Dear Mr. Yamada, Sales Department, ABC Corporation,
I hope this message finds you well. This is Hanako Sato from XYZ Corporation. Thank you very much for your valuable time during our recent meeting despite your busy schedule.Yours faithfully,
Hanako Sato
XYZ Corporation
Phone: 03-xxxx-xxxx
Email: hanako.sato@example.com
You might chuckle at how many apologies and humble expressions cram into a simple file-send email. But that’s exactly the point — politeness is not just about being nice, it’s about keeping the social machinery well-oiled and harmonious.
