Writing a Formal Thank-You Letter to a Japanese Professor
A letter to a Japanese professor should be the most formal and the shortest of your letters: open with 拝啓 and a formal seasonal greeting, remind them who you are and how you met, thank them for one or two specific kindnesses, wish them well and close with 敬具. Address them as 〇〇先生. Use humble language for yourself, keep it to a single page or less, and make clear they don’t need to reply. Clear, sincere gratitude in a few lines is more respectful than a long letter.
When you might write
- To thank a professor who showed you around, gave you their time or included you in an event, perhaps through a mutual acquaintance.
- To thank a professor after a lecture, a lab visit or a conference.
- To follow up on an academic connection, such as a prospective supervisor. For research and study plans, an email is usually the first step; see Japanese for researchers in Japan and studying abroad in Japan.
Why “short and formal” is right
Japanese professors, especially senior and well-known ones, hold a respected position and are busy. A formal letter recognises their status. A short one respects their time. If you met only briefly, or didn’t talk much because of the language barrier, a long and emotional letter can feel out of proportion. Gratitude that is clear, specific and brief comes across as sincere and well-mannered.
A simple structure
- 拝啓 and a formal seasonal greeting, such as 晩秋の候 in November. See seasonal greetings for letters.
- A line wishing them well, such as 先生におかれましてはますますご清祥のこととお喜び申し上げます (“I trust you are in good health”).
- Who you are: your name and how you met, for example as the guest of a mutual acquaintance on a particular day.
- Thanks for specific kindnesses: their time, a place they showed you, driving you, including you. お忙しい中、貴重なお時間を割いていただき (“taking precious time out of your busy schedule”) fits well.
- What it meant to you, in one or two sentences.
- A closing wish for their health and continued success, and, if you like, a note that no reply is needed.
- 敬具, then the date, your name, and 〇〇先生.
Language to get right
- Humble verbs for yourself: 伺う (to visit), 拝見する (to see), 存じます (to think or know).
- Respectful verbs for the professor: ご案内くださる (to kindly show around), お連れくださる (to kindly take someone along).
- Don’t over-flatter. Praise of their scholarship or fame can sound presumptuous from someone who isn’t in their field. Thank them for what they did for you.
- Mention the mutual acquaintance if one introduced you. It places you in the professor’s memory and honours the connection.
Our guide to keigo explains respectful and humble language in more detail.
Envelope and delivery
Use a plain white vertical envelope. If you send it to the university, write the university, faculty and the professor’s name with 先生, for example 〇〇大学 〇〇学部 〇〇先生. If you’re giving it to your mutual acquaintance to pass on, a sealed envelope with just the professor’s name is fine. See how to address an envelope to Japan.
Why AI often gets this wrong
A letter to a senior academic needs consistent, correct keigo from start to finish. AI tools often slip between politeness levels, use phrases meant for business correspondence, or translate warm English expressions literally in ways that sound overly familiar. They also tend to write too much. A native writer keeps the letter formal, brief and natural, and makes sure every honorific is right.
How Hanabuddies can help
Tell us how you met the professor, what they did for you and what you’d like to say. We’ll write a short, formal letter in correct Japanese, with an English version so you know exactly what you’re sending, and a copy-friendly layout if you’d like to handwrite it. See also how to write a letter in Japanese.