Writing a Thank-You Letter After a Business Visit to Japan

After visiting a Japanese company, send a short thank-you email the same day or the next morning, and, for an important visit, a formal thank-you letter (お礼状, oreijō) within a few days. The letter should come from the most senior person on your side, be addressed to their counterpart by name and title, thank the hosts for specific things such as the meeting, a site tour or dinner, mention everyone who looked after you, and briefly confirm next steps. Written in correct, formal Japanese, it shows you take the relationship seriously.

Email first, letter for what matters

• Thank-you email, same day or next morning, from the person who led the visit to their main contact. Short, warm and practical. See Japanese business emails.
• Formal letter, posted within a few days, for a first visit, a visit to a senior executive, a factory or site tour, a hosted dinner, or a partnership milestone.

Many companies send both. The email follows up on business; the letter honours the relationship.

Match the rank

Japanese business is sensitive to hierarchy. The letter should be signed by your most senior person who attended, or your CEO for a major visit, and addressed to the most senior person who hosted you. Use their title with the name, for example 代表取締役社長 〇〇様 (President and CEO). Our guide to Japanese job titles and hierarchy explains the titles.

A typical structure

1. 拝啓, or 謹啓 for a very senior reader, followed by a formal seasonal greeting. See seasonal greetings for letters.
2. A wish for their company’s prosperity: 貴社ますますご清栄のこととお喜び申し上げます.
3. Thanks for the visit, naming the date and what they did: the meeting, a factory tour, a dinner.
4. Thanks to individual people by name, especially anyone who presented, guided or translated.
5. One or two specific takeaways, showing you paid attention.
6. Next steps, briefly, and a hope for continued cooperation: 今後とも何卒よろしくお願い申し上げます.
7. 敬具 or 謹白, the date, your company, title and name.

Details Japanese readers notice

• 貴社, not 御社. Both mean “your company”, but 貴社 is used in writing and 御社 in speech.
• No double honorifics. Write 部長 〇〇様, not 〇〇部長様.
• Gifts. If they gave you a gift (お土産), thank them for it specifically.
• Hospitality. Mention the dinner or the care they took over arrangements, which often involved a lot of unseen work.
• Paper and envelope. Use good-quality company letterhead or plain white paper, signed by hand.

Japanese, English or both?

Even if your hosts speak English, a letter in Japanese shows respect and commitment, and can be shared with colleagues who don’t read English. A common approach is a Japanese letter with an English version enclosed, or a bilingual letter for an international audience. If your company writes the English first, have it translated by a native speaker rather than a machine.

Why AI translation isn’t enough

Business letters in Japanese rely on set formal phrases that must be used correctly and consistently. AI tools often mix email-style and letter-style Japanese, use 御社 in writing, add double honorifics, or translate friendly English sign-offs too casually for a senior executive. A native writer gets these details right so your letter reflects well on your company.

How Hanabuddies can help

Send us the details of your visit, who attended and what you want to say. We’ll write a formal thank-you letter in correct Japanese, with an English version for your records. We also provide live interpreting for follow-up meetings and calls, in person or online; see meetings with Japanese partners and preparing for a business trip to Japan.