apology email

ENHow to Write a Formal Apology
and Trouble Report Email

EN TODAY’S GOAL

EN Lesson Agenda

ENKey Points for Writing an Email

ENEmail Structure and Japanese Phrases

ENExample Email Templates

EN Key Points for Writing an Email

ENClearly State What You Want from the Recipient (Email GOAL)

ENWrite a subject line that clearly shows the purpose of the email at a glance

ENClearly Describe the Internal Issue and Its Impact on the Other Party

EN What is the mistake concerning?

EN WHY Why did this mistake happen?

EN HOW How will you resolve it?

EN WHEN By when will you resolve this mistake?

EN What will you be mindful of to avoid repeating the same mistake?

ENWays to make long explanations shorter and simpler

EN When your email starts getting lengthy, let's strive to write a readable and
visually appealing message by employing "bullet points," "spacing," and "contrasts!"

ENHow to Make Space

ENLeave one blank line
between paragraphs 〇

ENWhen a sentence becomes lengthy,
it's advisable to break it at

ENa suitable point for better readability

ENUsing Contrast in Writing

EN 変更前 Before the change 強み Strength 自社 Our company

EN 変更後 After the change 弱み Weakness 他社 Other companies

EN 正 Correct メリット Advantage 古い Old

EN 誤 Incorrect デメリット Disadvantage 新しい New

EN Email Structure and Japanese Phrases

EN Create a manual Implement education and training

EN Utilize a checklist Thoroughly analyze the causes of mistakes

EN Conduct double checks Facilitate communication

EN Enhance the workflow process Reinforce risk management

ENLet's change the following email text into Japanese for sending to someone from another company

EN Reporting that the deadline could not be met

ENLet's change the following email text into Japanese for sending to someone from another company

EN Factual Information about the Mistake ちゅうもん てつづ

EN Hello.
We regret to inform you that due to an oversight on our company's part,
the formal ordering process for the requested 〇〇 product was not completed.

EN An Email to send to people at other companies

ENFactual Information about the Mistake ふてぎわ せいしき ちゅうもん てつづ

EN Hello.
We regret to inform you that due to an oversight on our company's part,
the formal ordering process for the requested〇〇 product was not completed.

ENLet's change the following email text into Japanese for sending to someone from another company

EN Factual Information about the Mistake しょうひん はいたつび

EN We have already completed the ordering process, but unfortunately,
the delivery of the [Product Name] will not arrive as scheduled
on [Month, Date] as originally planned. Instead,
it will be delivered on [Month, Date].

EN An Email to send to people at other companies

ENFactual Information about the Mistake しょうひん はいたつび

EN We have already completed the ordering process, but unfortunately,
the delivery of the [Product Name] will not arrive as scheduled
on [Month, Date] as originally planned. Instead,
it will be delivered on [Month, Date].

ENLet's change the following email text into Japanese for sending to someone from another company

EN Apology

EN We deeply apologize for the inconvenience caused to you,
as well as all involved parties, due to the oversight on our part.
We are truly sorry for any inconvenience this may have caused.

EN An Email to send to people at other companies

ENApology

EN We deeply apologize for the inconvenience caused to you,
as well as all involved parties, due to the oversight on our part.
We are truly sorry for any inconvenience this may have caused.

ENLet's change the following email text into Japanese for sending to someone from another company

EN Handling of the Mistake

EN Closing Remarks

EN In the future, we plan to review our ordering tools and internal check
procedures as part of our efforts to prevent recurrence.
We are committed to ensuring that such incidents do not happen again.
We apologize for any inconvenience and appreciate your understanding.

EN An Email to send to people at other companies

ENHandling of the Mistake

ENClosing Remarks なにとぞ もう あげ

EN In the future, we plan to review our ordering tools and internal check
procedures as part of our efforts to prevent recurrence.
We are committed to ensuring that such incidents do not happen again.
We apologize for any inconvenience and appreciate your understanding.

ENSentence-by-Sentence Translation: Japanese
Business Email Guide
Title and Goal
Japanese: 謝罪報告メールの書き方を覚えよう Romanji: Shazai hōkoku mēru no kakikata
wo oboeyou English: Let's learn how to write formal apology and trouble report emails

EN書けるようになる Romanji: Shanai toraburu hassei-ji ni, torihikisaki ni taishite jōkyō hōkoku
・shazai・taiōsaku wo mēru de kakeru you ni naru English: To be able to write emails reporting
situations, apologizing, and proposing solutions to business partners when internal troubles occur
Key Principles
Japanese: 仕事のメールにはいつも目的とGOALがある Romanji: Shigoto no mēru ni wa
itsumo mokuteki to GOAL ga aru English: Business emails always have a purpose and goal
Japanese: ひと目でメールの目的がわかる件名を書く Romanji: Hitome de mēru no
mokuteki ga wakaru kenmei wo kaku English: Write a subject line that clearly shows the
purpose of the email at a glance
Japanese: 相手に求めること（メールのGOAL）を明確にする Romanji: Aite ni motomeru
koto (mēru no GOAL) wo meikaku ni suru English: Clearly state what you want from the
recipient (Email GOAL)

ENhassei shita mondai ya aite ni ataeru eikyō wo gutaiteki ni kaku English: Clearly describe the
internal issue and its impact on the other party
Writing Techniques
Japanese: 長い説明を短く簡単に書く方法 Romanji: Nagai setsumei wo mijikaku kantan ni
kaku hōhō English: Ways to make long explanations shorter and simpler

ENMēru no bun ga nagaku naru toki wa, kajōgaki・supēsu・taihi wo tsukau English: When your
email starts getting lengthy, use bullet points, spacing, and contrasts
Japanese: 段落ごとに1行空ける Romanji: Danraku goto ni ichi-gyō akeru English: Leave
one blank line between paragraphs

ENJapanese: 1文が長くなるときは区切りのいいところで改行する Romanji: Ichi-bun ga
nagaku naru toki wa kugiri no ii tokoro de kaigyō suru English: When a sentence becomes
lengthy, it's advisable to break it at a suitable point for better readability
Email Structure
Japanese: メールの構成 Romanji: Mēru no kōsei English: Email Structure
Japanese: はじめの挨拶 Romanji: Hajime no aisatsu English: Opening greeting
Japanese: メールの目的 Romanji: Mēru no mokuteki English: Email purpose
Japanese: 問題発生について報告（経緯と原因） Romanji: Mondai hassei ni tsuite hōkoku
(keii to gen'in) English: Problem report (background and causes)
Japanese: 謝罪 Romanji: Shazai English: Apology
Japanese: 対応策・再発防止の方針 Romanji: Taiōsaku・saihatsub ōshi no hōshin English:
Solutions and recurrence prevention policy
Japanese: もう一度謝罪と終わりの挨拶 Romanji: Mō ichido shazai to owari no aisatsu
English: Final apology and closing remarks
Subject Lines
Japanese: 内容がすぐにわかる件名を書こう Romanji: Naiyō ga sugu ni wakaru kenmei wo
kakou English: Write subject lines that immediately show the content
Japanese: 件名の頭に記号をつけて目立たせる Romanji: Kenmei no atama ni kigō wo
tsukete medataseru English: Put symbols at the beginning of the subject line to make it stand out
Japanese: 謝罪対象・トラブル内容を具体的に書く Romanji: Shazai taishō・toraburu
naiyō wo gutaiteki ni kaku English: Write specifically about the apology target and trouble
content
Japanese: 日時（発生日や取引日）を入れる Romanji: Nichiji (hassei-bi ya torihiki-bi) wo
ireru English: Include dates (occurrence date or transaction date)
Japanese: 文字数は30字以内が目安 Romanji: Mojisū wa sanjū-ji inai ga meyasu English:
Aim for within 30 characters

ENJapanese: 受信者が即座に「重要なメールだ」と判断できます Romanji: Jushinsha ga
sokuza ni "jūyō na mēru da" to handan dekimasu English: Recipients can immediately judge
"this is an important email"
Opening Greetings
Japanese: 取引先の担当者向け Romanji: Torihikisaki no tantōsha muke English: For
business partner representatives
Japanese: お世話になっております Romanji: Osewa ni natte orimasu English: Thank you
for your continued support
Japanese: いつもお世話になっております Romanji: Itsumo osewa ni natte orimasu
English: Thank you for your continued support
Japanese: 平素よりお世話になっております Romanji: Heiso yori osewa ni natte orimasu
English: Thank you for your continued support
Japanese: 一般のお客様向け Romanji: Ippan no okyaku-sama muke English: For general
customers

ENRomanji: Heiso yori [sābisu-mei / shōhin-mei] wo go-riyō itadaki arigatō gozaimasu English:
Thank you for using [service name/product name]

ENyori heisha shōhin wo go-aikō itadaki arigatō gozaimasu English: Thank you for your continued
patronage of our company's products
Email Purpose Expressions

ENno ken ni tsukimashite go-hōkoku shitaku, go-renraku itashimashita English: I am contacting
you to report on the matter mentioned in the subject line
Japanese: …について…たく、ご連絡いたしました Romanji: ...ni tsuite...taku, go-renraku
itashimashita English: I am contacting you about... to...
Problem Reporting
Japanese: …が発生しました Romanji: ...ga hassei shimashita English: ...occurred
Japanese: …が判明しました Romanji: ...ga hanmei shimashita English: ...was discovered

ENJapanese: …が発覚しました Romanji: ...ga hakkaku shimashita English: ...came to light
Japanese: …により、…が生じております Romanji: ...ni yori, ...ga shōjite orimasu English:
Due to..., ...has occurred
Types of Mistakes
Japanese: 不手際 Romanji: Futegiwa English: Poor handling/oversight

ENします Romanji: Monogoto no susume-kata ya taiō ga umaku ikazu, shori ya dandori ni
mondai ga atta koto wo sashimasu English: Refers to when the way things are handled or dealt
with doesn't go well, and there are problems with processing or arrangements
Japanese: 不備 Romanji: Fubi English: Deficiency/incompleteness

ENRomanji: Hitsuyō na mono ga jūbun ni sorotte inai, aruiwa fukanzen de aru jōtai wo sashimasu
English: Refers to a state where necessary things are not sufficiently prepared or are incomplete
Japanese: 手違い Romanji: Techigai English: Mistake/mix-up

ENRomanji: Dandori no misu ya tehai misu ga atta toki ni, karume no shazai to shite
mochiiwaremasu English: Used as a lighter apology when there are arrangement mistakes or
coordination errors
Apology Expressions
Japanese: 取引先への謝罪 Romanji: Torihikisaki e no shazai English: Apologies to business
partners
Japanese: 誠に申し訳ございませんでした Romanji: Makoto ni mōshiwake gozaimasen
deshita English: We are truly sorry
Japanese: ご迷惑をおかけし申し訳ございません Romanji: Go-meiwaku wo okake shi
mōshiwake gozaimasen English: We apologize for the inconvenience caused
Japanese: 深くお詫び申し上げます Romanji: Fukaku owabi mōshiagemasu English: We
deeply apologize
Japanese: 心よりお詫び申し上げます Romanji: Kokoro yori owabi mōshiagemasu English:
We apologize from the bottom of our hearts

ENJapanese: 重めの謝罪（重大案件） Romanji: Omome no shazai (jūdai anken) English:
Heavy apologies (serious cases)
Japanese: 謹んでお詫び申し上げます Romanji: Tsutsushinde owabi mōshiagemasu English:
We humbly apologize
Japanese: お詫びの言葉もございません Romanji: Owabi no kotoba mo gozaimasen
English: We have no words of apology
Japanese: 弁解の余地もございません Romanji: Benkai no yochi mo gozaimasen English:
There is no room for excuses
Japanese: あってはならないことでございました Romanji: Atte wa naranai koto de
gozaimashita English: This should never have happened
Solutions and Prevention
Japanese: 対応策・再発防止の方針 Romanji: Taiōsaku・saihatsub ōshi no hōshin English:
Solutions and recurrence prevention policy
Japanese: …予定です Romanji: ...yotei desu English: ...is planned
Japanese: 行っております Romanji: Okonatte orimasu English: ...is being carried out
Japanese: 今後は～を徹底します Romanji: Kongo wa ~ wo tettei shimasu English: In the
future, we will thoroughly implement...
Japanese: ～を強化します Romanji: ~ wo kyōka shimasu English: We will strengthen...
Japanese: ～に努めます Romanji: ~ ni tsutomemasu English: We will strive to...
Japanese: お打ち合わせをお願いできますでしょうか Romanji: Ouchi-awase wo onegai
dekimasu deshō ka English: Could we request a meeting?
Prevention Strategies
Japanese: マニュアルを作成する Romanji: Manyuaru wo sakusei suru English: Create a
manual
Japanese: チェックリストを使用する Romanji: Chekkurisuto wo shiyō suru English: Use a
checklist

ENJapanese: 二重チェックを徹底する Romanji: Nijū chekku wo tettei suru English:
Thoroughly implement double checks
Japanese: 作業プロセスを改善する Romanji: Sagyō purosesu wo kaizen suru English:
Improve work processes
Japanese: 教育とトレーニングを実施する Romanji: Kyōiku to torēningu wo jisshi suru
English: Implement education and training
Japanese: ミスの原因を徹底分析する Romanji: Misu no gen'in wo tettei bunseki suru
English: Thoroughly analyze the causes of mistakes
Japanese: コミュニケーションを促進する Romanji: Komyunikēshon wo sokushin suru
English: Promote communication
Japanese: リスク管理を強化する Romanji: Risuku kanri wo kyōka suru English: Strengthen
risk management
This comprehensive sentence-by-sentence breakdown covers the essential vocabulary and
structures for writing formal Japanese business apology emails.
Japanese Business Email Class Notes and
Corrections
Subject Line Construction
Student Practice vs. Corrections

ENKey Principles:
• Use 【 】instead of [ ] for emphasis
• Include specific dates, products, and details
• Add について for "regarding/about"
• 標題 = 件名 (subject line)
Opening Greetings - Hierarchy

ENBusiness Partners: お世話になっております

ENEmail Purpose Statements
Grammar Pattern

ENStudent Attempts:

ENKey Points:
• Use ご報告 (report) rather than ご変更 (change) for the action
• Be specific about what you're reporting about
Problem Reporting Language
Describing Mistakes

ENAlternative expressions for mistakes:
• 間違い (mistake)
• 失態 (blunder)
• 不手際 (poor handling)
• お見苦しい (unsightly/inappropriate)
• 過ち (fault/error)
• 誤解 (misunderstanding)
Reporting Problems

ENExamples:

ENApology Expressions - Intensity Levels
Standard Apologies

ENFormal Apologies

ENOrder/Service Issues
Common Corrections

ENCorrection: 弊社の不手際により

ENKey Grammar Points
• 完成 vs 完了: Use 完了 for "completion" of procedures

ENFuture Actions and Prevention
Pattern Examples

ENRequest Patterns
Polite Requests

ENFormat for Options

ENDelivery/Schedule Changes
Professional Format

ENEmergency Situations
Professional Reasons

ENReal Email Examples from Class
Medical Appointment Cancellation

EN【Jūyō】 Ashita roku-gatsu nijūhachi-nichi (do) go-yoyaku no henkō no onegai
[Important] Request for reservation change for tomorrow June 28th (Saturday)

ENItsumo osewa ni natte orimasu.
Thank you for your continued support.

ENAshita roku-gatsu nijūhachi-nichi (do) no go-yoyaku ni tsukimashite go-sōdan
shitaku, go-renraku sashiagemashita.
I am contacting you because I would like to consult about your reservation
for tomorrow June 28th (Saturday).

ENMakoto ni kyōshuku de wa gozaimasu ga, tantō ishi ni kyū na yotei ga hairu
koto ni yori, roku-gatsu nijūhachi-nichi (do) no shinsatsu ga kon'nan to
narimashita.
We are very sorry, but due to an urgent appointment for the attending
physician, the examination on June 28th (Saturday) has become difficult.

ENGo-meiwaku wo okake shite shimai taihen mōshiwake gozaimasen.
We are very sorry for the trouble we have caused you.
Product Quality Issue

EN【Jūyō】 A12 no seihin ni kan suru hinshitsu mondai
[Important] Quality problems regarding A12 products

ENItsumo osewa ni natte orimasu.
Thank you for your continued support.

ENHonjitsu AA shōhin wo shukka suru mae ni hinshitsu kensa de furyōhin wo
kenshutsu shimashita. Subete no shōhin wo shukka dekinai jōtai ni
narimashita.
Today, before shipping AA products, we detected defective products in quality
inspection. All products became unable to be shipped.

ENTaihen mōshiwake gozaimasen.
We are very sorry.

ENWebsite Error

EN【Owabi】 Roku-gatsu nijūnana-nichi (kin) uebusaito go-haishin naiyō ni tsuite
[Apology] Regarding website miscommunication content on June 27th (Friday)

ENItsumo osewa ni natte orimasu.
Thank you for your continued support.

ENHonjitsu heisha no uebusaito ni keisai shita jirei shōkai no go-haishin naiyō
ni tsukimashite shazai shitaku, go-renraku sashiagemashita.
I am contacting you to apologize regarding the incorrect distribution content
of case introductions posted on our company's website today.

ENKono tabi wa kochira no futegiwa ni yori, chigau bājon no naiyō wo keisai
shite shimaimashita koto ga hanmei itashimashita.
This time it became clear that due to our poor handling, we posted content of
a different version.

ENKongo wa haishin-mae ni nijū chekku wo tettei itashimasu.
In the future, we will thoroughly implement double checks before
distribution.
Key Learning Points
1. Formality Progression: The teacher consistently upgraded students' casual expressions
to appropriate business level
2. Specificity: Vague subject lines were expanded with dates, product numbers, and
specific issues
3. Grammar Accuracy: Multiple corrections show the importance of proper particles and
verb forms
4. Cultural Appropriateness: Students learned when to use different levels of apology
intensity
5. Practical Application: Real scenarios (medical appointments, product issues, website
errors) provided relevant practice
These notes show the iterative process of learning Japanese business communication, with
students making common mistakes and receiving targeted corrections to improve their
professional writing skills.