Use 'Ki-gaki' (Separate Notes) to Make Your Greetings Easier to Read
I have previously explained how to write 'Ki-gaki' (separate notes) in a past article, but this time I will focus on how to effectively use 'Ki-gaki' to make greeting letters easier to read.
🌈Whether or not you can master the use of separate notes will significantly change the readability of your greeting letters.
☑️ First, what are Ki-gaki and separate notes?
To put it simply, separate notes are a section where specific requirements you want to convey are summarized in an easy-to-understand format, such as a bulleted list. In other words, it is a
section where you can understand the content just by reading this part.
☑️ Therefore, writing it this way is effective
🔖 The structure to aim for
By leaving the requirements to be listed in the 'separate notes' and referring to them as 'as noted on the left' instead of writing them in the main body of the greeting letter, the greeting letter itself becomes easier to read. This results in a 'greeting letter that is easy for the recipient to understand,' consisting of two sections: a 'smart greeting' that focuses on the background, expressions of gratitude, and future aspirations, and 'separate notes' that clearly state the requirements.
🔖 This structure is surprisingly difficult
When writing a greeting letter, if you write it in the standard way, you start from the beginning of the greeting, such as 'Dear Sir/Madam, I hope this finds you well...' Therefore, you often end up explaining the moving date and location in the main body. Then, you tend to end up with a structure where you explain the details of the move again in the separate notes that follow. This results in writing the same requirements in both the 'main body' and the 'separate notes'.
🔖 I recommend writing the separate notes first
If you write the separate notes first, I think it is easier to eliminate the overlap between the 'main body' and the 'separate notes.' You just need to avoid writing the details in the main body and instead refer to them as 'as noted on the left.' This should result in a well-organized and easy-to-understand greeting letter for both the reader and the writer.
💡 This is what I mean
🔖 If you start writing from the main body, explanations tend to creep into the main body
Now, we are pleased to announce that we will be moving our office to the location on the left starting March 3rd due to business expansion. As this is a move to a nearby location, there will be no changes to our phone number, etc. Taking this opportunity... [omitted]... Note: New Address: 2-37-1 Ikebukuro, Toshima-ku, Tokyo 171-0014. Please note that there are no changes to our phone or fax numbers. Business start date: Tuesday, March 3, 2026.
🔖 If you write the separate notes first, you can keep the main body simple
Note: New Address: 2-37-1 Ikebukuro, Toshima-ku, Tokyo 171-0014. *It is a 5-minute walk from our current office. Phone number: 03-5911-4811 (no change). Fax number: 03-5911-4815 (no change). Business start date: Tuesday, March 3, 2026. ↕️ Now, we are pleased to announce that we will be moving our office as noted on the left due to business expansion. Taking this opportunity... [omitted]...
The overlap between the main body and the separate notes is a pattern I see very often when checking greeting letters, so I hope you find this helpful.
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