Japanese for Office Phone & Email

Essential phone and email phrases for general office work in Japan.

Office work in Japan means handling phone calls with proper etiquette and writing emails that follow expected formats. Phone answering has strict rules -- you pick up within three rings, state the company name, and use humble language even for routine calls. Emails follow a template with set opening and closing phrases. Getting these wrong marks you as unprofessional. These phrases cover phone, email, and common workplace interactions.

Phone Calls

  • お電話ありがとうございます。〇〇会社でございます。

    Odenwa arigatou gozaimasu. [Company] de gozaimasu.

    Thank you for calling. This is [Company].

  • 〇〇は只今席を外しております。

    [Name] wa tadaima seki wo hazushite orimasu.

    [Name] is away from their desk right now.

  • 折り返しお電話いたしましょうか？

    Orikaeshi odenwa itashimashou ka?

    Shall I have them call you back?

  • お名前とご連絡先をお願いできますか？

    Onamae to gorenrakusaki wo onegai dekimasu ka?

    May I have your name and contact info?

  • 少々お待ちください。おつなぎいたします。

    Shoushou omachi kudasai. Otsunagi itashimasu.

    Please hold. I'll transfer you.

Email Phrases

  • お世話になっております。

    Osewa ni natte orimasu.

    Thank you for your continued support.

  • 添付ファイルをご確認ください。

    Tenpu fairu wo gokakunin kudasai.

    Please check the attached file.

  • ご返信いただけますと幸いです。

    Gohenshin itadakemasu to saiwai desu.

    I would appreciate your reply.

  • 以上、何卒よろしくお願い申し上げます。

    Ijou, nanitozo yoroshiku onegai moushiagemasu.

    That is all. Thank you very much for your consideration.

Workplace Interactions

  • 報告があります。少しお時間よろしいですか？

    Houkoku ga arimasu. Sukoshi ojikan yoroshii desu ka?

    I have a report. Do you have a moment?

  • 会議の資料を準備しました。

    Kaigi no shiryou wo junbi shimashita.

    I've prepared the meeting materials.

  • こちらの件、確認していただけますか？

    Kochira no ken, kakunin shite itadakemasu ka?

    Could you check on this matter?

  • お疲れさまです。お先に失礼します。

    Otsukaresama desu. Osaki ni shitsurei shimasu.

    Good work today. I'm heading out.

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