Even good Japanese language speakers have difficulties to write a letter in Japanese. Especially, there are several special rules to follow when you write a letter in the field of business in Japan. So it is hard to write a perfect letter if it is your first time.
Now, I would like to give you some tips to write a good letter. For people who learn Japanese language and start writing a letter, they can copy and paste these facts.

1. Sending Email

Firstly, let's learn sending emails within the company.

Now I would like to give you some tips.

1. Title :
   Write clearly and your topics should be easy to understand
2. Name :
   ◇◇◇さん
   There is a rule to write “San” at the end of person's name while you are sending an email within the company.
3. Greetings :
   You need to greet first by using these words Otsukare samadesu………. You may have a question why do I need to ask him like this. But this is one of the traditions of Japanese people and this is the polite way to greet and start the conversation.
4. 先日（せんじつ）お送（おく）りした●●ですが、進捗（しんちょく）いかがでしょうか？
   お忙（いそが）しいところすみませんが、
   8月（がつ）23日（にち）（火（か））17:00までにお送（おく）りいただけると助（たす）かります。
   Present your current situation. Asking someone if they are okay to solve your issues first instead of asking him/her to solving your issues quickly is another polite tradition of Japanese people.
5. Final Comment :
   You should end your letter with these word “Please to meet you”. If you want someone to recheck your issues,Please to confine” should be used.
   If you want someone to think your issues “Please to think “ should be used.
6. Sender's name :
   When you intend to send these emails and letters within the company, it is ok if you do not write your company name and address. You just need to describe your name.

2．Appointment

Now you realize what should be included to send emails within your company. So it is time to learn sending emails to other companies. First of all, let's learn how to make an appointment.

Let's learn again step by step.

1. Title :
   Should include the facts that how you want the person from other company how to solve your issues.
2. Name (Company name ,Person name) :
   Insert the company name, you want to contact and person name here. Japanese companies often place the name of their partner companies behind and in front of their companies name. You need to take care here as there are Corporation company and Joint venture company in Japan. Please put 様 after Kanji name.
3. When you need to contact with companies which has been linked with your company before, "Thank you for your kindness". Firstl, you have to write company name and your name. And then greet them before you start writing others.
4. Requirements :
   The issues you would like to discuss and the estimated duration of this discussion should be written here. If the meeting place is within the area of other company, you need to tell them first that how many people will attend this discussion.
5. Time and Date :
   Need to send your preferred time to discuss the issues . As the person who will accept your invitation may be busy, so more than one schedules should be sent .You also need to prepare because you can receive their replies later than you expected. If the other company is not available within our proposed time schedules, ask their free time and negotiate the best time to meet with them. Finally ,……. means you will be so glad if they accept your invitation. As there are people who dislike giving them commands and force to do something, it will be better if you describe your appreciation before they accept your invitation.
6. Final Comment :
   Here you need to say goodbye by thinking the situations of other side. Choosing the polite words and saying these words in polite manners when you are dealing with people from other company. This is also another lovely tradition of Japanese people.
7. Company Name, Department :
   ----------------------------------------------------
   ●●株式会社（かぶしきがいしゃ）　◎◎部（ぶ）
   ×× ××
   住所（じゅうしょ）：〒111-1111　東京都（とうきょうと）***区（く）*****
   TEL：03-****-****　／　FAX：03-****-****
   E-MAIL：****@***.co.jp
   URL： www.**********
   ----------------------------------------------------
   At the end of the letter, you need to describe your name and email address. If you want to add more, it is okay.
   Normally, people describe company name, personal name, address, phone number, fax, email address and URL.
   You can change and describe other facts depending on the person you would like to contact.

3．Appreciation letter

This is the letter in which you show your appreciation. Never forget to send this letter after meeting and looking around the current situations of other companies.

After meeting, it will be the best for you to send the appreciation letter immediately or on the day after the meeting day.

1. Title
   First of all, you need to say "Thanks" to the mail receivers. In the case of one project when we reply to the first reply, changing the title is not required.
2. Address
   株式会社（かぶしきがいしゃ）○○
   ◇◇◇様（さま）、◇◇◇様（さま）、◇◇◇様（さま）
   We need to write the name of the company and the person name whom you would like to contact in your e mail. In the case of sending email to the person who is friendly with you or meet with you several times before, you can omit the name of the company. If you would like to send emails to more than one person, it is better to send email to the high ranked officers first, and then to the other person according to the the company's hierarchy. When you don't know the high ranked officers of the other company, you can greet them all starting with "Dear" or "Everyone".
3. Name
   お世話（せわ）になっております。●●株式会社（かぶしきがいしゃ）の×× ××です。
   本日（ほんじつ）は、お時間（じかん）をいただき、ありがとうございました。
   After meeting, it will be better if you take some time to show your appreciation such as "Thank You","I'm really glad to meet with you and thanks for giving me your precious time".
4. Additional message :
   先（さき）ほどのご質問（しつもん）に関（かん）しては、
   社内（しゃない）で調査（ちょうさ）した上（うえ）で、●月（がつ）●日（にち）（月（げつ））までにご返答（へんとう）いたします。
   他（ほか）に、ご不明（ふめい）な点（てん）などありましたら、お気軽（きがる）にご連絡（れんらく）ください。
   Please confirm the questions again which were asked during our discussion with emails. Then tell them the exact date and time to reply their emails.。
5. Final Comment :
   今後（こんご）ともよろしくお願（ねが）いいたします。
   As we will be a partner soon, it is our duty to help each other,
   Although “Best regards” are usually described at the end of the letter, it will be better if we write like this, "As we will be a partner very soon, we need to help each other." "Please help and advise us as we have to work together soon."
6. Name :
   ×× ××
   If you have described your name in the letter more than twice, you can briefly write your name here.

4．It should be noted

Finally, we will give some suggestions to compose a business mail.
At first, you need to avoid using emoticons and similar figures. You also need to know the use of Cc and Bcc well. For Cc, the email you added is the person email address that you would like to give your information whereas for Bcc, the email you added can't receive your information exactly.
As this is the first time for you to send an formal email to other companies, you do not need to be perfect in composing email and you can learn from other people when they compose and using their emails. According to the email composing rules are not the same for every company, learn from your company seniors' mails will be better for you. Ask the nearest person to check your email again.