A Complete Guide to Writing Letters in Japanese

You might find it surprising, but letter writing is still alive and well in Japan! While the practice has declined over the years, it’s far from extinct and remains quite common. In fact, the use of fax machines contributes to this enduring tradition, making letters and postcards a popular form of communication among many.

In Japan, a significant number of official procedures remain rooted in traditional paper formats, and the transition to online systems is progressing slowly. Therefore, if you’re considering living in Japan, it’s essential to familiarize yourself with the art of letter writing, as it plays a crucial role in navigating these processes.

Japanese letters adhere to specific formal conventions, but these can be relaxed when writing to close friends or family. However, in today’s digital age, the art of letter writing is becoming less common, as many people prefer the convenience of sending a quick text message instead.

When writing a letter in Japanese, you will typically encounter a formal style that adheres to specific conventions and incorporates keigo, the respectful form of the language. This means you’ll use vocabulary and phrases that are quite different from everyday conversation.

In this article, you’ll learn how to follow the strict formal guidelines and write effective Japanese letters.

The format of Japanese letters

Writing letters in Japanese can be surprisingly straightforward due to the strict format and established phrases used in the language. By simply inserting these pre-defined phrases into the correct spots, you can effortlessly create a polished letter that’s ready to be sent.

Here’s the format of a letter:

1. Addressee’s name
2. Opening word
3. Set phrase #1 (opening greeting)
4. Content (what you want to talk about)
5. Set phrase #2 (final greeting)
6. Closing word
7. Date
8. Your name

For section #3, your task is simply to select the appropriate words. The rest of the process adheres to a predefined formula. Let’s dive deeper into the specifics.

Opening and closing words

In Japanese correspondence, the opening and closing phrases are intricately linked, forming pairs that set the tone for the entire letter. The most frequently used combination is 拝啓 (haikei) at the beginning, which translates to “Dear,” and 敬具 (keigu) at the end, meaning “Sincerely.” This pairing reflects the formal structure and respect inherent in Japanese writing.

In Japanese writing, the greeting 拝啓 (haikei – Dear) is placed after the recipient’s name, which is quite different from English conventions where it precedes the name. Additionally, when signing off with 敬具 (keigu – Sincerely), it’s important to include the date before adding your name.

Set phrase #1 (opening greetings)

Following your opening word, make sure to add one of the greetings from the list provided below. We’ve also included the romaji spelling for each greeting to assist you.

Please note that the greetings in the following two tables are formal in nature. Unlike Japanese, which has distinct levels of formality, English lacks this nuance, making precise translations challenging. As a result, we’ve provided straightforward English translations, even if they don’t fully capture the formality of the original Japanese.

General greeting

Seasonal greetings

Seasons are a big part of Japanese culture. So there are some seasonal greetings you can add here instead:

These phrases are distinct to letter writing, with one exception noted in the top tip below. They tend to be elaborate and very formal, making them unsuitable for everyday conversation. Since these phrases are standardized, their specific meanings are less important for you to remember. Instead, focus on the fact that formal letters must include at least one of these phrases. When crafting your letter, refer to this list for guidance.

Main text

Now it’s time to put your Japanese skills to use! This is the moment to express the main message of your letter. You can begin with phrases like “さて (sate),” “ところで (tokorode),” or “このたび (konotabi)” to smoothly transition into your message.

These expressions serve the same purpose as the English phrase “I’m writing in regard to.” The following part of this section is yours to develop.

Set phrase #2 (final greetings)

We’re returning to the use of a specific phrase. Please select one of the options below to incorporate before your final word.

An example Japanese letter

Here’s an example letter using the format and phrases from above.

Formal Japanese

Japanese is known for its strict formalities, influenced by social hierarchy and etiquette. For those whose first language lacks these layers of formality, such as English, this can be quite challenging to grasp. If you’re looking to master polite and formal Japanese, consider enrolling in online lessons to enhance your understanding and skills.

How to write a Japanese address

By now in this guide, you likely expect that Japanese envelopes and addresses adhere to a specific format as well.

Here’s how to address an envelope in Japanese:

1. You’ll find seven boxes at the top of most envelopes in Japan. Add the seven-digit postcode here.
2. Display the address vertically on the right side of the envelope, typically within a designated box. List the address components in order from largest to smallest: Prefecture, city, ward, street number, and building name.
3. Place the recipient’s name on the left side in a larger font than the address, and remember to include an appropriate honorific.
4. Put your address and name on the back of the envelope.

Write Japanese letters like a pro

Writing a letter in Japanese can be challenging due to its stringent rules regarding formality. However, the good news is that a structured format is in place, which simplifies the process. By adhering to this established framework and utilizing common phrases, you can craft your letter with ease.

This guide offers valuable tips for crafting formal Japanese letters. For those seeking additional practice, consider learning Japanese online with a LingualNeeds tutor. You’ll receive immediate feedback and personalized support, ensuring your letters convey your message clearly and effectively.