Translating a Quotation or Proposal for Japanese Clients
When you send a quotation (見積書, mitsumorisho) or proposal (提案書, teiansho) to a Japanese client, a natural Japanese version helps the person you deal with pass it around their company, where decisions are often made by several people who may not read English. A good translation does more than change the language: it follows Japanese document conventions, states clearly whether prices include consumption tax, spells out validity, delivery and payment terms, and uses polite business Japanese. Send the final English version along with any terms you want to keep, and allow time for one round of review.
Why translate at all?
- Decisions are shared. Your contact may need to show the document to managers, purchasing and finance. See negotiating with Japanese companies.
- Fewer misunderstandings. Scope, exclusions and conditions are easy to misread in a second language.
- It shows commitment. A careful Japanese document signals that you take the Japanese market seriously. See entering the Japanese market.
What Japanese clients expect to see
| Item | Japanese | Notes |
|---|---|---|
| Addressee | 株式会社〇〇 御中 | 御中 for a company or department, 様 for a named person |
| Issue date and number | 発行日, 見積番号 | Dates are usually year/month/day |
| Total | 御見積金額 | Shown prominently near the top |
| Tax | 税込 / 税抜 | Say clearly whether consumption tax is included, and which currency the prices are in |
| Validity | 有効期限 | For example, 30 days from the issue date |
| Delivery | 納期, 納品場所 | When and where |
| Payment terms | 支払条件 | Japanese companies often pay at the end of the following month |
| Your details | 会社名, 担当者 | Some clients expect a company seal (社印); ask whether yours does |
Proposals: what reads well in Japanese
- Background first. Restate the client’s situation and request before your solution, to show you listened.
- Detail and evidence. Japanese readers expect more detail than many Western proposals give: schedules, team, support and track record.
- Modest tone. Strong sales claims can sound pushy. Let facts and examples do the work. See marketing to Japanese customers.
- Clear structure. Headings, numbered sections and tables help it travel through the company.
How to prepare
- Send the final English text and the editable file (Word, Excel, PowerPoint or similar).
- List fixed terms: product names, your company name in katakana if you have one, and terms the client already uses. See choosing a brand name for Japan.
- Flag what must not change, such as figures, legal wording or model numbers.
- Plan for follow-up. Clients may reply in Japanese with questions; we can translate those too, or interpret the call. See interpreters for sales calls.
How Hanabuddies can help
We translate quotations, proposals, order confirmations and the emails around them into natural business Japanese, checked by a native speaker, keeping your figures and layout intact. We can also review a Japanese version you already have. We don’t give legal, tax or pricing advice, and for contract terms please check with your own adviser; see translating a contract from Japanese. Send us the document and your deadline, and we’ll send a quote.