There is only one month left, and Japan’s new school year in April is about to begin. I believe that many students will have more and more email exchanges with professors and school affairs offices due to various procedures and applications from now on. Frequently. In addition to face-to-face communication, an authentic and readable email can leave a good impression and even lead to unexpected opportunities. In this article, we will introduce the standard way of writing emails to professors and schools.

First of all, the format of a standard Japanese email is as follows:

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Email title: ○○について① title

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Mr. XX ② Salutation

Initial の拶文 (First めまして, お世言になっております, etc.) ③Greetings

○○と神します. ④State your name

○○についてメールさせていただきます. ⑤Email subject

　○○○○○○○○

　○○○○○○○○ ⑥Email specific content

○○○○○○ ○○

　○○University○○Faculty○○DisciplineXXX⑧Signature

Email: ○○○○@

TEL: 080-123-4567

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(Attachment) "XXX_AAAA" ⑨ Attachment

When composing an email, you can follow this format and modify or replace each part according to the specific situation.

1. Title

The title should generally contain at least the main information of the email. The commonly used structure is generally "about xxxx", that is, "xxxについて", or you can also use one sentence directly For example, "I will send you xxx". Specifically, for example, the email for applying for scholarships can be written as "○○娨娨 scholarship applicationについて", and the email for submitting assignments can be written as "○○レポートをお发りします".

In addition, many people may use the same subject to send emails with similar information, such as submitting homework and applying for scholarships. A more considerate way is to include your name. For example, "○○娨娨 scholarship applicationについて王" means that the responder does not need to click in when searching and identifying the email again in the future. He can find your email by just looking at the title.

2. Title

Generally, the title for professors is "surname + Mr.". Teachers in the school office can also generally be called "Mr." If you want to write an email to a department but don't know who is responsible for it, you can say "○○The person in charge of the department". It should be noted that when there is a specific person's name, "様" is generally only used in business situations and is rarely used in schools.

　3. Greetings

The most common greetings are "お tired れ様です (Thank you for your hard work)" and "お世言になっております (Thank you for your continued care)" . The difference between the two is very important. The former (お tired れ様 で す) is only used for "companions", that is, after you enter a laboratory and become its student, you can only use "お tired れ様 で す" to teachers and classmates in the same laboratory. During the application period or teachers from other departments should use "お世言になっております".

Some seasonal greetings are often mentioned on the Internet and in some textbooks. These are rarely used in modern frequent email exchanges, so there is no need to force them. Especially this kind of greeting is generally used for people you haven't contacted for a long time, let alone people you interact with frequently.

　4. State your name

This sentence is very simple, and I think even Japanese beginners can write it perfectly. It should be noted that this sentence is very important. Whether you and the correspondent do not know each other or you want to see each other every day, you must write this sentence "xxです" in the email. Don’t ask why, this is how emails are written. If the other party is not familiar with you (for example, a teacher in charge of the entire school affairs), you can considerately add your own department and affiliation. When communicating with people outside the school, you can generally write to the school. "xxx University's xxx school." That's it.

5. Email subject

The most important etiquette of an email is to allow the other party to easily and quickly understand what you want to convey, so this summary is very critical.

If you are sending a file, you can say "xxxxをお发りします".

If you want to ask about something, you can write "xxxxについてquestionい合わせたいと思います".

If you are conveying something to the other party, you can write "xxxxについて Contact させていただきます".

In short, tell the other person first, "What am I going to say next?" so that he can have an idea before reading the detailed description.

6. Email content

Many times we have some complex and detailed instructions that need to be expressed in the email, usually in this paragraph.

There are two points that need to be explained here:

1) If what you are talking about includes many aspects, it is recommended to divide it into points 1, 2, and 3, and start a new line for each point. Like it is now.

2) If what you are talking about is so complicated that the email will turn into a long article, it is recommended that you consider talking over the phone or making an appointment to meet in person. Or before this paragraph, tell the other party that the email is very long, "Long text, I'm sorry, I'm sorry,...". This is similar to the etiquette of "multi-picture warning".

7. Conclusion

When you have said everything and want to end the email, you need a conclusion. This is equivalent to Best regards in English emails or "Best regards" in Chinese emails. The basic format of Japanese is "どうぞよろしくお愿いします". If you want to use more formal honorifics, you can use "どうぞよろしくお愿いいたします" (but it would be weird to use this to people of the same age in the same lab).

In addition, if you are asking the other party to do something, you can add an apology, such as "お手数をおかけしてphobiaれ入りますが、どうぞよろしくお愿いいたします."

Again For example, if you are sending some materials to the other party and hope that he or she will ask you if there is anything he does not understand, you can also be considerate and say, "Why don't you understand the point?"します」< /p>

8. Signature

A signature can be just a signature (that is, writing your name and signing it), but a more considerate and professional approach is to use a standard signature. Basically all email systems and software support editing your own standard signature. Its purpose is to provide more complete information so that the other party can contact you immediately by phone or identify yourself. Usually you can write xx university xx major xxxx, plus phone number and email. Even though the email seems to have repeated information, it is still quite useful in situations such as being forwarded.

9. Attachment

Finally, there are also articles to be done in the attachment, that is, the naming of the file. Of course, a name like "File 1" is NG. It is recommended that you design your own set of file naming rules. For example "xxxレポート_王小红". Such a naming can allow the other party to tell at a glance whose material it comes from after submitting the assignment or application materials. If it is a file that needs to be constantly modified and updated, you can add the date or version number to avoid confusion with older versions.

The above is what we have summarized and shared with you, the unified format and points to note when writing emails within the school. We hope it can help you at the beginning of the new semester.