Reading Formal Letters and Notices

By the end of this lesson, you will be able to read and understand the structure, key phrases, and common expressions used in formal Japanese letters and official notices (e.g., from companies, schools, or government offices).

Formal letters and notices in Japanese follow a rigid structure and use specific polite language (敬語 keigo). Unlike casual messages, they rely on set phrases for openings, closings, and transitions. Recognizing these patterns helps you quickly grasp the purpose and key information without needing to understand every word.敬語

1. The Basic Structure of a Formal Letter

Most formal letters have these parts in order:

• Heading (前文 zenbun): Greeting and seasonal opening.前文
• Main text (主文 shubun): The purpose of the letter.主文
• Closing (末文 matsubun): Polite ending and signature.末文

2. Common Opening Phrases

These always appear at the start. Learn them as fixed blocks.

3. Common Expressions in the Main Text

These phrases signal the letter’s purpose.

4. Common Closing Phrases

Endings are also formulaic.

5. Reading Official Notices (お知らせ oshirase)

Notices are shorter but use similar patterns. Look for:

• Subject line (件名 kenmei): Often in bold or brackets.件名
• Date (日付 hizuke)日付
• Body (本文 honbun): Usually starts with このたび or 平素より (heiso yori = normally/usually).本文平素
• Contact info (連絡先 renrakusaki)連絡先

Example 1: Notice of a Meeting

拝啓
時下ますますご清栄のこととお慶び申し上げます。
さて、このたび来月の定例会議を下記の通り開催いたします。
ご多忙の折とは存じますが、ぜひご出席くださいますようお願い申し上げます。
敬具拝啓時下清栄

• Romaji: Haikei / Jika masumasu goseiei no koto to oyorobi mōshiagemasu. / Sate, kono tabi raigetsu no teirei kaigi o kaka no tōri kaisai itashimasu. / Go-tabō no ori to wa zonjimasu ga, zehi go-shusseki kudasaimasu yō onegai mōshiagemasu. / Keigu
• English: Dear Sir/Madam, I am delighted to hear of your continued prosperity. Now then, we will hold next month’s regular meeting as follows. We understand you are busy, but we kindly request your attendance. Sincerely.

Example 2: Notice of Change of Address

平素よりお世話になっております。
このたび、本社を下記の住所に移転いたしましたのでお知らせいたします。
今後とも変わらぬご愛顧のほど、よろしくお願い申し上げます。平素世話本社

• Romaji: Heiso yori osewa ni natte orimasu. / Kono tabi, honsha o kaka no jūsho ni iten itashimashita node oshirase itashimasu. / Kongo tomo kawaranu go-aiko no hodo, yoroshiku onegai mōshiagemasu.
• English: Thank you for your continued support. We hereby inform you that our head office has moved to the address below. We look forward to your continued patronage.

Mistake: Using casual phrases like ありがとう or よろしく in formal letters.
Fix: Always use ありがとうございます or よろしくお願い申し上げます. In formal writing, avoid ね、よ、or だ.願申上

1. Fill in the blank: The standard opening for a formal letter is ______ (Haikei).
2. Translate the phrase: このたび、休業のお知らせをいたします。 (Hint: "On this occasion, we inform you of a closure.")休業知
3. Which phrase would you use to close a formal letter? (a) じゃあね (b) 敬具 (c) また明日敬具明日

Answers: 1. 拝啓 / 2. Kono tabi, kyūgyō no oshirase o itashimasu. / 3. (b) 敬具拝啓敬具

You now know the skeleton of a formal Japanese letter: opening (拝啓…), transition (さて…), main point (～をお知らせいたします), and closing (敬具). Practice by reading real notices from Japanese companies or schools online. Next, learn how to write your own formal reply (e.g., 返信 henshin).拝啓知敬具返