Do you have Japanese friends you would like to surprise with a nengajо̄ (年賀状, New Year’s card)? Maybe you want to be pen pals and stay in touch with your host family. If that’s the case it’s a good idea to begin with learning basic etiquette and format to write letters in Japanese.
In this article, we will introduce some common letters for different purposes, how to structurize your letter, how to write a Japanese address, and explain what level of keigo (敬語, humble Japanese) should be used when writing letters in Japanese. Read on if you are interested in learning how to write letters in Japanese!
The tradition of sending letters in Japan
During the Heian period (794-1185), a style of writing known as waka (和歌) poetry emerged. Waka was often used to communicate between aristocrats, lovers, and friends. Letters written in waka poetry format conveyed emotions, greetings, and requests. During this time, waka poetry was highly regarded as a form of literary expression and laid the foundation for writing letters in Japanese today.
For example, during the Heian period, seasonal greetings became common in letters. The Heian period was also characterized by a highly formal and elaborate style of language. This was reflected in writing by using appropriate levels of formality and honorifics based on the relationship with the recipient. This has been highly influential in the development of the keigo, which is used to write letters in Japanese today.
Different kinds of letters
In Japan, there are many different letters that you can send for different purposes. Here are some common ones you might want to know about:
Nengajō (年賀状) – New Year’s cards
A nengajо̄ typically features designs on the current zodiac animal of the year. The minimum requirement that you should write in a nengajо̄ card is the recipient’s name, your name, and a greeting wishing them a new year. Other than that, there are no particular rules about what you should or shouldn’t write.
By the way, if you live in Japan, the Japanese postal system guarantees delivery of nengajо̄ cards as long as they are sent between December 15th and December 25th.
Shochū-mimai (暑中見舞い) – midsummer greeting cards
In addition to nengajо̄, there are seasonal greeting cards as well. For example, during the hottest time of the year, people exchange postcards called “shochū-mimai”. These cards typically convey greetings, well-wishes, and good health during the summer season.
Shūgi-bukuro (祝儀袋) – monetary gifts for special occasions
A shūgi-bukuro is a congratulatory money envelope only used during special occasions such as weddings, births, or graduations. The envelopes typically include a monetary gift and a short letter expressing congratulations and good wishes.
O-reijō (お礼状) – thank-you letters
What you decide to write in an o-reijo is up to you, but you should at least include a “thank you”, as well as what you are thankful about. Depending on the recipient, you may want to use keigo when writing these kinds of letters.
Writing a thank-you letter in Japan is a well-established custom and will certainly make a long-standing good impression if you, for example, want to show your gratitude after staying with a host family in Japan. It is customary but not necessary to bundle this with a small gift.
O-kuyamijō (お悔やみ状) – letter of condolences
When you want to write letters in Japanese to offer condolences, it is important to choose thoughtful and sympathetic words and avoid talking directly about the cause of misfortune. One should also be mindful about not using words that can be associated with bad things such as kieru (消える, to disappear) or the number four (四), since it can be read as shi which also means death. It is also important to know how to properly address the person in question.
Finally, it is also important to avoid words such as futatabi (再び, again) or tabitabi (度々, every time). This is because these words can evoke thoughts that disaster may strike again.
Letter composition and etiquette
Next, let us briefly look at how to properly structure a letter. Following the established rules and having a nice structure to the letter is just as important as the content itself. In the example below we will introduce a common structure that can be applied for most letters. Keep in mind that it isn’t the only way to write letters in Japanese.
Before we start, let us quickly mention a few things of importance: the traditional way to write letters in Japanese is from top to bottom and right to left. Also, keep in mind that you should open each new paragraph (including the first one) by leaving one character of space. Finally, if you write the name of the addressee in the body of the text, you should plan your letter so that the addressee’s name always appears high up in the letter (and similarly, your name should always be towards the bottom of the letter).
Zenbun (前文) – introduction
If you want to write letters in Japanese for formal occasions, typically you open the letter with the word haikei (拝啓). This will later be followed by the word keigu (敬具). Next, you start a new line, leave one character worth of space, and write down your opening phrase. If it’s a regular formal letter, you can copy-paste one of the many seasonal greetings (source in Japanese). You should then continue by asking the addressee how he/she is doing.
If you are writing a casual letter you can skip the formalities and just ask how the addressee is doing.
Shubun (主文) – main body
After writing a brief introduction, you should explain the main topic. Here you write the main purpose of the letter, for example, making a request, or expressing your gratitude. To indicate that you have moved on to the main topic you typically open with the word sate, (さて) or soredewa, (それでは). These words cannot be translated into English but mean something along the lines of “well” or “well then”.
Matsubun (末文) – closing sentence
After writing the main part, you conclude the letter with a few words such as “I’m looking forward to meeting you” or “All the best wishes for your future career”. These phrases are called musubi no aisatsu (結びの挨拶) and there are tons of predetermined phrases to choose from depending on your needs.
Also, if it’s a formal letter and you opened with the word haikei (拝啓) you must end your closing sentence with keigu (敬具) here. The way you do it is that you write the word in the bottom-left corner of the section, with one character open space between the word and the bottom of the paper.
Atotsuke (後付) – the date and signature
You finish the letter by writing the date, leaving two characters’ worth of space from the top of the paper. Then you sign the letter by writing your name at the bottom of the section (leaving one character of open space from the bottom). Finally, write the name of the addressee in the top-left corner (no empty spaces) followed by an honorific (usually -san さん or -sama 様).
How to write a Japanese address on an envelope
When you have finished the letter it’s time to put it into an envelope and send it. You can find all kinds of envelopes for different purposes in your local post office, bookstore, or convenience store!
The Japanese mailing address format is as follows: prefecture → city → town → ward/street. In a vertical letter, the recipient’s address is written to the right of his/her name, and the sender’s name and address are written in small letters on the bottom left side of the envelope. Keep in mind that it is customary to write the recipient’s name in larger letters than the rest of the text. (And your name in smaller letters than the rest of the text).
Once that is done, buy a postage stamp, seal the envelope, and put it in one of the red mailboxes marked with a “〒” (if you live in Japan).
Should formal Japanese be used?
The level of keigo you should use to write letters in Japanese depends on your relationship with the recipient. If it is a family member or a close friend, it’s more natural not to use keigo. If on the other hand, you are sending a letter to a company, your former teacher, someone else’s parent, or are making a request, you should use as formal language as possible, even more so than when writing emails. By doing so you can show cultural fluency and leave a good impression and at the same time show respect to the recipient.
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Throughout Japan’s history, the act of sending letters has played a vital role in connecting individuals, facilitating official communications, and preserving personal and cultural expressions. We hope that this article has helped you to write letters in Japanese.
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