Japanese Business Language: Keigo, Email Templates and Meeting Phrases

The Three Levels of Keigo

Keigo (敬語, honorific language) is not optional in Japanese business. It divides into three levels: sonkeigo (尊敬語, respectful language elevating others’ actions), kenjougo (謙譲語, humble language lowering your own actions), and teineigo (丁寧語, polite language using です/ます forms). Every verb has distinct forms across these levels. “To say” becomes 言う (iu, plain), 言います (iimasu, polite), おっしゃる (ossharu, respectful), and 申す (mousu, humble). “To eat” becomes 食べる, 食べます, 召し上がる (meshiagaru), and いただく (itadaku).

The fundamental principle is elevating clients, superiors, and outsiders while lowering yourself and your company. When a client visits your office, you use 社長がいらっしゃいました (shachou ga irasshaimashita — the president has arrived, respectful) for the client’s president but 弊社の社長が参りました (heisha no shachou ga mairimashita — our president has come, humble) for your own. Getting these reversed — accidentally humbling a client or elevating yourself — causes genuine social damage in corporate Japan.

Essential Meeting Phrases

Japanese meetings follow ritualized patterns. Opening: 本日はお忙しい中お集まりいただきありがとうございます (honjitsu wa oisogashii naka oatsumari itadaki arigatou gozaimasu — thank you for gathering despite your busy schedules today). Introducing a topic: 本題に入らせていただきます (hondai ni irasete itadakimasu — allow me to proceed to the main topic). Agreeing: おっしゃる通りでございます (ossharu toori de gozaimasu — it is as you say).

Disagreeing requires extreme indirectness. Direct contradiction is avoided. Instead: 確かにそうですが (tashika ni sou desu ga — certainly that is so, but…) followed by a pause, or ちょっと検討させていただけますか (chotto kentou sasete itadakemasu ka — might we be allowed to consider it a bit?). Closing a meeting: 本日は貴重なお時間をいただきありがとうございました (honjitsu wa kichou na ojikan wo itadaki arigatou gozaimashita — thank you for your valuable time today). These phrases sound formulaic, but skipping them signals a lack of business maturity.

Business Email Structure

Japanese business emails follow a rigid structure unlike casual English correspondence. The standard format opens with the recipient’s company name, department, and name with 様 (sama): 株式会社〇〇営業部田中様 (Kabushiki-gaisha XX, Eigyoubu, Tanaka-sama). The first line is a seasonal or standard greeting: いつもお世話になっております (itsumo osewa ni natte orimasu — thank you for your continued support), the most common opening in Japanese business email.

The body states the purpose concisely, then the closing uses よろしくお願いいたします (yoroshiku onegai itashimasu — I humbly request your favorable consideration), followed by your company name, department, full name, phone number, and email. Replying to requests uses 承知いたしました (shouchi itashimashita — understood and accepted). Declining uses 誠に申し訳ございませんが (makoto ni moushiwake gozaimasen ga — I am truly sorry, but…) before the refusal. CC etiquette requires explaining why recipients are included, and reply timing within the same business day is expected.

Office Vocabulary and Daily Phrases

Morning greetings follow seniority. Arriving employees say おはようございます (ohayou gozaimasu — good morning) to those already present. The standard “I’m heading out” is 行ってきます (itte kimasu), answered by 行ってらっしゃい (itte rasshai — go and come back safely). Returning: ただいま戻りました (tadaima modorimashita — I have just returned). Leaving for the day before others: お先に失礼いたします (osaki ni shitsurei itashimasu — excuse me for leaving before you). Those remaining respond: お疲れ様でした (otsukaresama deshita — thank you for your hard work).

Phone answering starts with お電話ありがとうございます、〇〇会社の〇〇でございます (odenwa arigatou gozaimasu, XX kaisha no XX de gozaimasu — thank you for calling, this is [name] of [company]). Placing someone on hold: 少々お待ちいただけますか (shoushou omachi itadakemasu ka — could you wait a moment?). Transferring: 担当者におつなぎいたします (tantousha ni otsunagi itashimasu — I will connect you to the person in charge). These phone patterns are drilled in new employee training programs at virtually every Japanese company.

Common Mistakes Foreign Workers Make

Using casual forms with clients ranks as the most damaging business Japanese mistake. Even intermediate speakers sometimes default to ます form when situations require full keigo, particularly under pressure during presentations or negotiations. Another frequent error is using あなた (anata, you), which sounds confrontational in business settings. Always use the person’s surname plus 様 or さん instead.

Translating English business expressions directly often backfires. “I think” becomes 思います (omoimasu), but stating your opinion so directly in a meeting sounds presumptuous. Softer alternatives like ～ではないかと存じます (dewa nai ka to zonjimasu — I humbly wonder if perhaps…) show appropriate deference. Similarly, “please” maps to several Japanese expressions of different formality: ください (kudasai), いただけますか (itadakemasu ka), いただけますでしょうか (itadakemasu deshou ka), each escalating in politeness. Choosing the wrong level for the situation reveals your keigo competence instantly to every Japanese person in the room.

This content is for informational purposes only and reflects independent research. Details may change — verify current information before making travel plans.