Reading Formal Proposals

By the end of this lesson, you will be able to read and understand formal written proposals in Japanese, including common structures, key phrases, and formal register vocabulary.

Formal proposals (提案書 teiansho) in Japanese follow a rigid structure and use keigo (敬語 keigo, honorific language) and specialized vocabulary. Unlike casual conversation, proposals rely on set phrases for stating objectives, outlining steps, and making requests. Mastering these patterns will help you navigate business documents, grant applications, or project pitches.提案書敬語

1. Proposal Structure

Most formal proposals have these sections:

• 件名 (けんめい kenmei) – Subject line件名
• 目的 (もくてき mokuteki) – Purpose/Objective目的
• 背景 (はいけい haikei) – Background背景
• 提案内容 (ていあんないよう teian naiyou) – Proposed content提案内容
• 期待される効果 (きたいされるこうか kitai sareru kouka) – Expected effects期待効果
• スケジュール (sukejuuru)* – Schedule
• 予算 (よさん yosan) – Budget予算

2. Key Formal Phrases

Learn these essential phrases for reading proposals:

3. Formal Register Vocabulary

Replace casual words with formal equivalents:

4. Passive and Causative Forms in Proposals

Formal proposals often use passive or causative-passive forms for politeness:

• ～される (-sareru) – passive (e.g., 検討される kentou sareru "will be considered")検討
• ～させていただく (-sasete itadaku) – humble causative (e.g., 提案させていただく teian sasete itadaku "humbly propose")提案

Example 1: Opening statement

本提案書は、新規システム導入の目的をもって作成いたしました。
Hon teiansho wa, shinki shisutemu dounyuu no mokuteki wo motte sakusei itashimashita.
"This proposal has been created with the purpose of introducing a new system."本提案書新規

Example 2: Background section

現状の業務プロセスには非効率な点が多く見受けられます。
Genjou no gyoumu purosesu ni wa hikouritsu na ten ga ooku miukeraremasu.
"Many inefficient points are observed in the current business process."現状業務非効

Example 3: Request for approval

つきましては、別紙の予算案についてご承認のほど、よろしくお願い申し上げます。
Tsukimashite wa, besshi no yosan an ni tsuite go-shounin no hodo, yoroshiku onegai moushiagemasu.
"Accordingly, we kindly request your approval of the budget plan in the attached document."別紙予算案承

Using casual verbs in formal writing. For example, writing する (suru) instead of 行う (okonau) or いたす (itasu). Always check that verbs are in formal or humble form. Another common error is forgetting the polite ending ～ます (-masu) or ～です (-desu) in sentence-final position.行

1. Fill in the blank with the correct formal phrase:
   「本提案書は、業務効率化を_____とします。」(purpose)
   Hint: Use the phrase meaning "aims to"
   Answer: 目的 (もくてき mokuteki)本提案書業務

   本提案書業務

2. Convert this casual sentence to formal proposal style:
   「この計画はいいと思います。」
   Casual: "I think this plan is good."
   Formal version: 「本計画は有効であると_____ます。」
   Hint: Use humble form of "think"
   Answer: 存じ (ぞんじ zonji)計画思本有効

   計画思本有効

You now understand the structure of formal proposals, key phrases like つきましては and ご検討のほど, and the importance of formal register vocabulary. Next, practice reading a real proposal (e.g., from a Japanese company website) and identify each section. Then, try writing a short proposal outline using the phrases from this lesson.検討