An internal notice lands in your inbox with 回覧 in the subject line. Does “read” mean you are done? Check the line beside your name and the closing instruction: 確認 may ask for an acknowledgment, while 回答, 提出 or 承認 asks for a separate action. Find the deadline before marking the notice complete.
Words on a workplace circular
| Japanese | Reading | Practical meaning |
|---|---|---|
| 回覧 | kairan | A notice circulated to several people |
| 周知 | shūchi | Sharing information so everyone knows |
| 確認 | kakunin | Check or acknowledge; inspect the instruction for what counts |
| 既読 | kidoku | Marked as read, which may not equal a response |
| 確認済み | kakunin-zumi | Confirmed or acknowledged |
| 回答 | kaitō | Answer, often in a form or reply |
| 提出 | teishutsu | Submit a document or form |
| 承認 | shōnin | Approve, usually by an assigned approver |
| 対象者 | taishōsha | People to whom the notice applies |
| 期限／締切 | kigen / shimekiri | Deadline |
| 要対応 | yō-taiō | Action required |
| 該当者のみ | gaitōsha nomi | Only those to whom it applies |
Read the notice in four passes
- Who? Check 対象者, 全社員 (all employees), your department name, or 該当者のみ. A notice can be circulated broadly while the form is only for some people.
- What changed? Find the effective date (適用開始日 or 変更日) and the section labelled 変更内容. Do not assume the date of the email is the date a rule takes effect.
- What is required? “内容をご確認ください” may be informational, but “確認後、フォームに回答してください” explicitly asks for a form response. Look for 要対応, an attachment, a link, a signature field or a button.
- By when and where? Check 期限 and the destination for a response. If the document uses a circulation sheet, follow its local instruction for a check mark, stamp, initials or digital acknowledgment. Do not put a mark beside another person’s name.
Three common instructions
| Notice says | What to do |
|---|---|
| ご確認ください。 | Read the notice and check whether the system asks you to record an acknowledgment. |
| 該当者は○日までに回答してください。 | If it applies to you, answer by the stated day through the specified channel. |
| 確認後、次の方へ回してください。 | Follow the circulation order after your own check; do not keep the paper on your desk. |
These are examples, not a universal company process. A digital “read” indicator, an acknowledgment button and a formal approval are different actions. If the notice names a manager as the approver, receiving the notice does not give you approval authority. For a request in workplace chat rather than a circular, see our guide to ご確認 and ご対応 in chat. For approval stages such as 申請中 and 承認済み, use our approval status guide.
Useful replies when the instruction is unclear
- 確認のみでよろしいでしょうか。それとも回答が必要でしょうか。
Kakunin nomi de yoroshii deshō ka. Soretomo kaitō ga hitsuyō deshō ka.
Is reading it enough, or do I need to answer? - この回覧の対象者に含まれていますか。
Kono kairan no taishōsha ni fukumarete imasu ka.
Am I among the people this circular applies to? - 内容を確認しました。次の方へ回します。
Naiyō o kakunin shimashita. Tsugi no kata e mawashimasu.
I have checked it and will pass it to the next person.
If the notice concerns personal information, use the company’s designated system or contact rather than replying to a broad mailing list. Keep the original notice handy until you have completed any required response.
