The proper use of e-mail in Japanese

Writing a business mail in Japanese is an art of itself. There are a lot of fixed phrases, rules and things to take into consideration beyond simply communicating the intent of the mail.

Pros and cons of using e-mail

Pros

• easy to use
• one click takes care of the sending
• documents and pictures can be attached
• can be sent at any time and it doesn't put time constraints on the other party
• documents and written matter can be shared
• easy to reply to or forward
• copies are archived and can be kept

Cons

•  easy to make mistakes (sending to the wrong recipient, typing errors)
• it can give a rude or cold impression
• can't be sure if the recipient read it
•  can't know the reaction of the other party
• sensitive information can be leaked
• once sent, it cannot be taken back

Situations when other forms of communication are better

Phone  
- in an emergency, when you need to contact someone and receive an answer immediately
- in a company, when announcing that you'll be late or absent from work

Face to face communication
- when you need to apologize
- when discussing delicate matters

Handwriting, letters or printed matter
- formal communication (contracts, a change of directors etc.)
- important family ceremonies (weddings, funerals etc.)
- apologies or requests

Fax
- news of a person's death and funerals
- mass invites to events