Are you truly connecting with the Japanese mindset in your business emails?
You might be aiming for politeness and kindness, but without understanding the cultural nuances, your message may not be resonating as intended.
In Japanese business, writing "correct" Japanese is only the first step—using the right expression for the right situation is what truly builds trust.
In this article, we dive deep into the psychology and subtle nuances behind Japanese business emails to help you navigate these professional waters with confidence.
Are you using "Sumimasen" correctly?
Do you truly understand the weight and proper usage of the word "Sumimasen"?
Many people use it instinctively without a second thought, but in a professional context, it’s worth taking a moment to re-evaluate.
Let's take a closer look at whether your usage hits the mark.
1. Why "Sumimasen" is often not enough
Are you relying too much on "Sumimasen"?
While it’s a convenient word, using it in every situation can sometimes make you appear "too casual" or even "lacking a sense of responsibility."
The word "Sumimasen" carries three distinct meanings: "Excuse me," "Thank you," and "I’m sorry."
In a business email, your recipient needs to know exactly what you mean:
- Are you expressing gratitude?
- Are you offering an apology?
- Or are you simply trying to get their attention?
"Sumimasen" can blur these lines. To ensure your message is crystal clear, it’s better to choose specific professional alternatives.
2. The Concept of "Uchi-Soto" (Internal vs. External)
Have you ever heard of the Japanese concept of "Uchi-Soto"?
- "Uchi" (Inside/Internal): Refers to people within your own company (colleagues).
- "Soto" (Outside/External): Refers to people outside your company (clients and partners).
"Sumimasen" is a word reserved for relatively close relationships, making it more suitable for "Uchi" (internal) use.
Using "Sumimasen" with a "Soto" client can sometimes create a negative impression.
In English, it carries a nuance similar to "My bad" or "Sorry about that."
To maintain a professional tone, "Moushiwake-gozaimasen" is much more appropriate.
"Sumimasen": Derived from the feeling that "my mind is not at rest" (Subjective). It focuses on your personal feelings.
"Moushiwake-gozaimasen": Literally means "there is no room for excuses" (Objective). It is a formal recognition of your responsibility for a fact.