A Japanese meeting invitation lands in your inbox, and you are unsure whether you must attend or simply hold the time. Start with 日時 (date and time), 場所 or 開催方法 (where or how it meets), and 出欠回答期限 (reply deadline). Then check whether your name is an attendee, a presenter, or only copied for information. If the invitation does not say whether participation is required, ask the organizer before declining.
Words in a Japanese meeting invitation
| Japanese | Reading | Meaning and action |
|---|---|---|
| 会議案内／会議招集 | kaigi annai / kaigi shōshū | Meeting notice / invitation |
| 日時 | nichiji | Date and time; confirm the start and end |
| 場所／会議室 | basho / kaigishitsu | Location / meeting room |
| オンライン開催／対面開催 | onrain kaisai / taimen kaisai | Online / in person |
| 議題／アジェンダ | gidai / ajenda | Topic / agenda |
| 出席／欠席／保留 | shusseki / kesseki / horyū | Attend / cannot attend / response pending |
| 出欠回答期限 | shukketsu kaitō kigen | Deadline to say whether you will attend |
| 任意参加／参加必須 | nin’i sanka / sanka hissu | Optional attendance / required attendance |
| 仮予定／仮押さえ | kari yotei / kari osae | Tentative time hold; details may follow |
| 事前資料／資料共有 | jizen shiryō / shiryō kyōyū | Materials to read beforehand / sharing materials |
| 代理出席 | dairi shusseki | Someone attending in your place, if allowed |
| 日程変更／中止 | nittei henkō / chūshi | Schedule change / cancellation |
Example: “10月5日（月）14:00～15:00、会議室B、出欠は10月2日（金）まで” means the meeting is from 2 to 3 p.m. on October 5 in Meeting Room B, with a reply due by October 2. The dates are illustrative; check the actual year, day and timezone on your invitation.
A quick way to handle the invitation
- Check the latest version. Compare the email with any calendar update. A later 日程変更 or 中止 may supersede the first notice. If a link, room or time differs, ask the organizer which version is current.
- Find your role. Look for 参加者 (attendees), 発表者 (presenter), 司会 (facilitator), and 共有のみ (for information only). A copied recipient may still be invited; do not infer attendance solely from the CC line.
- Reply by the stated deadline. If you can attend, choose 出席 or send a short confirmation. If you have a conflict, tell the organizer promptly and ask whether a different time, partial attendance or an approved substitute is possible. A “decline” button may notify the organizer, but a note explains the reason and next step.
- Prepare only what is requested. Check 事前資料, 事前課題 (advance task) and 持ち物 (items to bring). If a document is missing or access is blocked, ask for it before the meeting.
- Confirm practical details. For an online meeting, check the link and access instructions. For an in-person meeting, confirm the room or building. If you are presenting, clarify the time allotted and who will share the materials.
Short replies you can use
| Japanese | Reading | English meaning |
|---|---|---|
| ご案内ありがとうございます。出席いたします。 | Go-annai arigatō gozaimasu. Shusseki itashimasu. | Thank you for the invitation. I will attend. |
| 当日は別の予定があり、出席が難しいです。日程調整は可能でしょうか。 | Tōjitsu wa betsu no yotei ga ari, shusseki ga muzukashii desu. Nittei chōsei wa kanō deshō ka. | I have another commitment and may not be able to attend. Could we adjust the time? |
| 途中からの参加でもよろしいでしょうか。 | Tochū kara no sanka demo yoroshii deshō ka. | May I join partway through? |
| この会議への参加は必須でしょうか。 | Kono kaigi e no sanka wa hissu deshō ka. | Is attendance at this meeting required? |
| 事前資料のリンクにアクセスできません。確認をお願いします。 | Jizen shiryō no rinku ni akusesu dekimasen. Kakunin o onegai shimasu. | I cannot access the advance materials. Could you check the link? |
| 最新版の日時と開催方法を確認させてください。 | Saishinban no nichiji to kaisai hōhō o kakunin sasete kudasai. | Please let me confirm the current date, time and meeting format. |
A tentative hold is not the same as a final meeting, and an optional invitation is not automatically a request for a formal leave application. Follow your team’s calendar and attendance rules. If the invitation is for workplace training rather than an ordinary meeting, our training notice guide explains how to check whether it is required and how time is recorded. If you need to work away from the office that day, see the separate work from home request guide. After the meeting, our meeting minutes guide helps you identify decisions, owners and deadlines. For other everyday workplace messages, return to our Working in Japan guide.
