A4 EMAIL SAMPLES · ONE MESSAGE PER PAGE
Choose the recipient, then the situation. Enter details such as your school, name, and email address on the left; the A4 sample updates on the right and can be copied. You can also inspect each section and common wording problems. Use the email workbench when you need a draft based on your own profile.
Enter the necessary details to update the A4 sample on the right. Empty fields remain as placeholders.
Select a section to highlight it in the sample and review its writing rule.
Review common problems for this email and how to correct them.
Use a concise subject with the purpose (such as an inquiry or request), the matter (such as admissions guidelines or a lab visit), and your name or school. Avoid vague subjects such as 「質問があります」.
Write the recipient’s name and title first. Use either 「〔教授名〕先生」 or 「〔教授名〕教授」 for a professor, not both. Use 「〔宛先部署〕 御中」 for an office.
Begin with a formal greeting such as 「突然のメールで失礼いたします」, then state your school, affiliation, year, and name. Add the katakana reading when useful.
Lead with the purpose, then add context and the question or request. Use bullets when they improve scanning. State the research connection for a professor and identity details for an office.
Close with thanks and a clear request, using wording such as 「お忙しいところ恐れ入りますが」 or 「ご確認いただけますと幸いです」.
Include your school, affiliation, year, name, email address, and phone number. Keep these details consistent with the subject and body.
Name every attachment in the message and use a clear file name such as 「氏名_資料名.pdf」. Avoid sending many large files at once.
Reply with thanks within about 48 hours when possible. A reply normally takes one to three weeks. If nothing arrives after two weeks, send one brief follow-up — only one. Past three weeks, treat it as a no and move to the next professor.
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| Avoid | Problem | Better wording | Why |
|---|---|---|---|
| 件名：「質問があります」 | The subject is too vague to identify the request. | 「〔確認したい事項〕についての質問」 | Name the matter and the sender in the subject. |
| 「私は貴大学に入りたいです。」 | It states a wish without identity, motivation, or research context. | 「〔自分の学校・所属〕の〔氏名〕と申します。〔研究テーマ〕に興味があり、貴学で学びたいと考えております。」 | Add your affiliation and the specific research interest. |
| 「田中先生様」 | It stacks two honorifics. | 「〔教授名〕先生」或「入学課 御中」 | Use 「先生」 for a professor and 「御中」 for an office. |
| 「早く返事ください。」 | It is a command and ignores the recipient’s schedule. | 「お忙しいところ恐縮ですが、ご返信いただけますと幸いです。」 | Use a polite request that leaves room for the recipient’s decision. |
| 「こんにちは、先生」 | It is too conversational for a formal first email. | 「突然のメールで失礼いたします、〔自分の学校・所属〕の〔氏名〕と申します。」 | Open with a formal greeting and identify yourself. |
| 「私の出願番号は12345です。」 | A reference number alone does not establish identity. | 「私は〔自分の学校・所属〕卒の〔氏名〕（出願番号：〔出願番号〕）です。」 | State your name and background before the number. |
| 「書類を送ります。」 | The recipient cannot tell what was attached. | 「下記書類を添付いたしましたので、ご確認ください。」（研究計画書.pdf / 成績証明書.pdf） | List the attachment names in the message. |
| 「よろしくお願い致します。」 | The honorific form is inconsistent. | 「何卒よろしくお願い申し上げます。」 | Use a closing that matches the formality of the email. |
| 多封教授邮件一模一样，只换名字 | The message has no professor-specific research connection. | 邮件中提及对方特定研究内容，说明联系理由 | Name the research you read and why it relates to your work. |
| 「～してください。」 | It sounds like a direct command. | 「～していただけますでしょうか。」 | Use a request form and leave the decision to the recipient. |
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The email workbench reads your profile, your prospective supervisor's research, and where your own experience overlaps with it, then drafts one editable contact email in the type you picked and tracks the whole thread. You decide what to change and whether to send.
