How to Write a Letter in Japanese

Handwritten letters still hold an important place in Japanese communication culture, especially in formal situations or to express sincerity. 

Write a letter in Japanese properly requires not only knowledge of the language but also an understanding of culture and etiquette. This article by No.1 Translation will guide you how to write Japanese letters in detail, with illustrative examples.

>>> See more: How to write an email in Japanese

Who can I write a letter to in Japanese?

Writing letters in Japanese can be used to communicate with a wide range of audiences and serve many different purposes such as:

• Sample personal letter in Japanese (私信 – shishin): Send to friends and relatives.
• Business letter (bijinesu retā): Send to partners, customers, colleagues.
• Thank you letter (o-rei jō): for multiple objects.
• Letter of apology (o-wabi jō): for multiple objects.
• Letter of congratulation (祝賀状 – shukuga jō): For relatives or partners.

>>> See more: How to write a report in Japanese

What do I need to prepare for a Japanese letter?

Writing letters by hand in Japanese culture requires careful preparation to show respect and convey the message in a polite and formal manner. Below is a list of necessary items and notes when preparing. write letter in japanese:

1. Letter paper

Japanese writing paper (和紙 – washi): This is a traditional Japanese paper, usually made from mulberry plant fibers. Washi is suitable for congratulatory letters, thank you letters, or letters to people of high status.

Lined letter paper (genkōyōshi): This paper has small squares that help you write neatly and evenly, and is often used for essays, exams, or formal letters.

Plain letter paper (便箋 – binsen): This is the most common and easiest type of paper to use, suitable for many types of letters, from personal to business letters.

2. Envelope

• Japanese envelope (封筒 – fūtō): Japanese envelopes are usually smaller than Western envelopes and come in a variety of styles. 
• Plain white envelope: Plain white envelopes are a safe and appropriate choice for most types of letters, especially formal or business letters.
• Patterned envelopes: Patterned envelopes are suitable for personal letters or greetings. However, be careful to choose a pattern that is appropriate for the recipient and avoid patterns that are too flashy or childish.

3. Pen

• Fountain pen (万年筆 – mannenhitsu): Fountain pens provide clear handwriting and show formality. This is the ideal choice for letters to elders, superiors or important partners.
• Black or blue ink ballpoint pen: Use black or dark blue ink for formal letters and avoid using other ink colors.
• Avoid using colored pencils or markers: Pencils and colored markers are generally considered informal and inappropriate for Japanese letter writing.

4. Seal (if any)

Name stamps (印鑑 – inkan) are widely used in Japan to authenticate documents and signatures. You can use name stamps to stamp letters, especially business or formal letters.

5. Other items (optional)

• Ruler: Helps you draw straight lines and write neatly.
• Eraser: Used to correct mistakes when writing with a pencil.
• Tape: Used to seal envelopes.

How to choose envelopes for each type of letter

Choosing the right envelope for each type of Japanese letter shows sophistication and respect for communication culture. Below are detailed instructions to help you choose the right envelope for each situation:

• Intimate Letter (Shishin): Envelopes can be used horizontally or vertically. Common sizes are 洋形2号 (Yōkei 2-gō – small) or 長形3号 (Chōkei 3-gō – medium). Colors and patterns depend on preference and relationship. 
• Regular mail: Envelopes can be used horizontally or vertically. The common envelope size is 長形3号 (Chōkei 3-gō – medium size).
• Business letter (Bijinesu retā): Horizontal envelopes are usually used. The common envelope sizes are 長形3号 (Chōkei 3-gō – medium size) or 角形2号 (Kakugata 2-gō – large size). White or light-colored envelopes should be used, and the envelope paper should be thick, smooth, and of good quality.
• Letter of congratulations/condolences (慶弔 – Keichō): Use special envelopes. Congratulatory letters should have white or light-colored envelopes. Condolence letters should have plain white envelopes with no patterns.

Rules for writing letters in Japanese

Writing Japanese letters requires not only knowledge of the language but also adherence to rules of format and presentation. One of the most important factors is the direction of writing, which includes horizontal (横書き – yokogaki) and vertical (縦書き – tategaki).

Vertical letter 

Vertical letters are written from top to bottom and from right to left. 

• Format:
  • Margins: The right and left margins are usually wider than the top and bottom margins.
  • Line Spacing: Usually use line spacing twice the height of the text.
  • Indent: Indent the new paragraph.
• Punctuation:
  • Use Japanese punctuation (、。：「」) according to the rules of vertical letters.
  • Western punctuation (, . : “ ”) is usually rotated 90 degrees when used in vertical letters.
• Latin numbers and letters: The use of Arabic numbers and Latin letters in vertical letters should be limited. 

Horizontal letter

Horizontal letters are written from left to right, similar to the way English and many other European languages are written.

• Format:
  • Margins: The left and right margins are usually wider than the top and bottom margins.
  • Line Spacing: Typically use 1.5 or 2.0 line spacing.
  • Indentation: No indentation is required for new paragraphs.
• Punctuation: Use Japanese punctuation marks (、。：「」) and Western punctuation marks (, . : “ ”) according to the rules of each type.
• Latin numbers and letters: Arabic numbers and Latin letters can be used in horizontal letters.

How to write a letter in Japanese – Native Standard Structure

Japanese letters have a fairly strict structure with rules that must be followed to show formality and politeness. Below is the standard native letter structure:

1. Letterhead

• Date: Write the date of writing in the upper right corner, in year/month/day order.
• Recipient's address: Write the recipient's address in the middle of the envelope, including:
  • Company/organization name (if any).
  • Title (if any).
  • The recipient's full name is followed by the honorific “様 (sama)”.
• Sender's Address: Write the sender's address on the back of the envelope, including:
  • Sender's name
  • Address.

2. Introduction (時候の挨拶 – jikō no aisatsu)

• Salutation: Use a salutation appropriate to the relationship and situation, for example:
  • 拝啓 (Haikei) – Dear (most formal).
  • Dear (Kinkei) – Dear (formal).
  • 前啓 (Zenkei) – Dear (more casual).
• Opening sentence: State the reason for writing the letter or ask about the recipient's health.

For example:

時下ますますご清祥のこととお慶び申し上げます。(Jika masumasu go-seijō no koto to o-yorokobi mōshiagemasu) – Wishing you good health and success.

お元気でお過ごしのことと存じます。(O-genki de o-sugoshi no koto to zonjimasu) – Hope you are always healthy.

3. Main content (本文 – honbun)

• Present the main content of the letter clearly, coherently and politely.
• Divide content into short, easy-to-read paragraphs.
• Use honorifics appropriate to the recipient.
• Avoid using colloquial language, slang, or emoticons.

4. Ending (結びの挨拶 – musubi no aisatsu)

• Closing sentence: Summarize the main content of the letter or state your wishes.

For example:

ご検討のほど、よろしくお願い申し上げます。(Gokentō no hodo, yoroshiku onegai mōshiagemasu) – Please consider.

今後ともご指導ご鞭撻のほど、よろしくお願い申し上げます。(Kongotomo go-shidō go-bentatsu no hodo, yoroshiku onegai mōshiagemasu) – Looking forward to continuing to receive your guidance.

• Closing: Use a polite greeting that matches the opening of the letter.

For example:

敬具 (Keigu) – Sincerely (matches with 拝啓 and 謹啓).

敬白 (Keihaku) – Sincerely (matches with 前啓).

早々 (Sōsō) – Sincerely (more common).

5. Signature section

Sign your real name below the closing. You may also include your full name and title (if applicable) below the signature.

>>> See more: 

• Letter translation from Japanese to Vietnamese
• Letter translation from Vietnamese to Japanese

How to address an envelope in Japan

Addressing envelopes in Japan has its own rules, which are different from those in many other countries. Here is a detailed guide on how to address an envelope in Japanese for both vertical (tategaki) and horizontal (yokogaki) lettering:

1. General principles

• Address order: Addresses are written in ascending order, starting with country, province/city, district, ward/commune, house number, building name (if any), and finally the recipient's name.
• Honorifics: Use the honorific “様 (sama)” after the recipient's name.
• Postal code: Write the postal code in the designated box (usually in the upper right corner of the envelope).

2. How to address vertical letters (tategaki)

Write the address from top to bottom and from right to left. Each part of the address is written on its own line.

For example:

〒100-0005

Reputable

Other

Next 1-1-1

丸の内ビルディング 10階

the world

3. How to address a horizontal letter (yokogaki)

Write the address from left to right and top to bottom. Each part of the address is separated by a comma (,).

For example:

〒100-0005 東京都千代田区丸の内1-1-1, 丸の内ビルディング10階, 田中 太郎 様

How to send mail from abroad to Japan

You can send letters to Japan in 2 ways:

• National Post Office: This is the most popular and reliable option. You can use your country's national postal service to send mail to Japan. In Vietnam, it will be VNPost.
• International express delivery service: If you need to send urgent or high-value mail, you can use international express delivery services such as DHL, FedEx, UPS. However, the cost will be higher than the national post office.

Refer to some sample letters in Japanese

Below are some Japanese letter samples you can refer to:

Thank you letter in Japanese (お礼状 – Orei-jō)

Name: Name

時候の挨拶: 時下ますますご清栄のこととお慶び申し上げます。

本文: 先日は、[Thank you content] いただき、誠にありがとうございました。

[State your thoughts]

結びの挨拶: 今後とも、どうぞよろしくお願いいたします。

s

Date: [Date]

Name: [Your Name]

Apology letter (謝罪文 – Shazaibun)

Name: Name

時候の挨拶: 時下ますますご清祥のこととお慶び申し上げます。

本文: この度は、[Sorry content] いたしまして、誠に申し訳ございませんでした。

[Explain the reason and suggest a solution]

結びの挨拶: 今後このようなことがないよう、十分に注意してまいります。

何卒ご容赦くださいますようお願い申し上げます。

scorpion

Date: [Date]

Name: [Your Name]

Congratulatory Letter (祝辞 – Shukushi)

拝啓 時下ますますご清祥のこととお慶び申し上げます。

この度は、[Congratulations content] おめでとうございます。

[Your wishes]

今後ますますのご活躍をお祈り申し上げます。

s

[Date]

[Your Name]

Cover letter (履歴書 – Rirekisho)

拝啓 貴社ますますご清栄のこととお慶び申し上げます。

Please enter your [Name], [University/College] [Major] below.

貴社ホームページにて募集中の[Response position recruitment]に応募させていただきたく、履歴書を同封いたしました。

[Your experience and skills]

貴社の一員として貢献できますよう、全力を尽くす所存でございます。

ご多忙中とは存じますが、何卒よろしくお願い申し上げます。

s

[Date]

[Your Name]

Write a letter in Japanese is an art that requires understanding of Japanese language, culture and etiquette. Through the detailed instructions in the article, hopefully you have gained more knowledge and confidence to write formal, polite Japanese letters and show respect to the recipient.

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