Introduction

Imagine this: You need to write an email to your American client. You want to sound professional and polite, so you write: "Dear Sir/Madam, I humbly request that you kindly review the attached document at your earliest convenience. I sincerely apologise for any inconvenience this may cause. I remain respectfully yours..." You think this sounds very polite and professional! But actually, to native English speakers, this sounds extremely formal, old-fashioned, and strangely cold. They might think you're angry or being sarcastic!

This is a common challenge for Japanese professionals learning English. In Japanese business culture, very formal, humble language shows respect (敬語, keigo). The more formal you are, the more respectful! But English business communication is different – especially American business English. English business emails should be professional but also warm and friendly. Too much formality actually creates distance and makes you seem unfriendly.

Many Japanese learners feel confused by this. They ask me: "How can I be professional AND friendly? Isn't that contradictory?" Today, I'll teach you the balance between professional and warm in English business emails. You'll learn phrases that show respect without sounding cold or old-fashioned. Let's write better business emails together!

Main Tips

Understanding English Business Communication Culture

First, let's understand the cultural difference:

Japanese business culture: Formal hierarchy, indirect communication, very polite language, and showing humility. English business culture (especially American): Friendlier tone, more direct communication, efficiency valued, warm professionalism

In English business culture, being "too formal" can create problems:

• It creates emotional distance
• It wastes time (overly long, indirect sentences)
• It can sound insincere or sarcastic
• It makes you seem rigid and difficult to work with

The ideal English business email is: Clear + Direct + Friendly + Professional

This might feel strange if you're used to Japanese business communication! But it's what English speakers expect and appreciate.

Email Opening: Start Warm

Too formal (sounds cold or old-fashioned):

• "Dear Sir/Madam," (only use this if you truly don't know the person's name!)
• "To Whom It May Concern,"
• "Respected Sir,"

Good professional-friendly openings:

• "Hi [First Name]," (very common, even with clients!)
• "Hello [First Name],"
• "Dear [First Name]," (slightly more formal, still friendly)
• "Hi [First Name], I hope you're doing well!" (warm opening line)
• "Hi [First Name], I hope you had a great weekend!" (on Mondays)

Notice: In American/British business culture, people usually use first names, not last names! Even with clients and bosses. This feels very casual to Japanese learners, but it's completely normal in English.

Making Requests: Be Direct but Polite

In Japanese business emails, requests are very indirect (お願いできますでしょうか). In English, be more direct!

Too formal/indirect:

• "I would be most grateful if you could consider reviewing the document at your earliest convenience, if that would not be too much trouble."

Good professional-friendly requests:

• "Could you please review the attached document?"
• "Would you mind checking the report by Friday?"
• "I'd appreciate it if you could send me the data when you have a chance."
• "Please let me know your thoughts on this proposal."

Add "please," "could you," or "would you mind" to make requests polite. But don't over-complicate them!

Avoiding Over-Apologizing

Japanese business communication uses lots of apologies (申し訳ございません, ご迷惑をおかけして...). But English business communication uses fewer apologies. Over-apologising makes you sound unconfident or like you made a big mistake!

Over-apologising (sounds weak):

• "I'm terribly sorry to bother you with this..."
• "I apologise profusely for taking your valuable time..."
• "I'm extremely sorry for any inconvenience..."

Better professional-friendly approach:

• Instead of apologising, use "thank you":
  • "Thank you for your time!" (not "Sorry for taking your time!")
  • "Thank you for your patience!" (not "Sorry for the delay!")
  • "Thanks for your help with this!" (not "Sorry to trouble you!")

Only apologise when you made an actual mistake:

• "I apologise for the confusion about the meeting time."
• "Sorry for the late reply – I was out of the office."

Ending Your Email: Stay Warm

Too formal (sounds cold):

• "Yours faithfully,"
• "Respectfully yours,"
• "I remain sincerely yours,"

Good professional-friendly endings:

• "Best regards," or "Best," (very common!)
• "Kind regards," or "Regards," (slightly more formal)
• "Thanks!" or "Thank you!" (casual but professional)
• "Have a great day!" (warm, friendly)
• "Looking forward to hearing from you!" (shows positive expectation)

Then your name – usually just your first name is fine!

Example Email Comparison

Let me show you the same email in "too formal" style vs. "professional-friendly" style:

Too Formal (sounds cold): Dear Sir/Madam,

I humbly write to request your kind assistance with the upcoming project presentation. I would be most grateful if you could review the attached document at your earliest convenience. I sincerely apologise for any inconvenience this may cause to your busy schedule.