April 29, 2026
Practice of email sentences
A is our new hire from overseas country
B is me, working in HR
A:I can't submit my document now, but I can submit in a month.
If there is a problem, please let me know.
B:The document that will be late is no problem, but we need the day you will submit to check.
Could you tell us your submission day ?
Rough day is okay.
Please note that if there is a lack of information in the document, we cannot proceed the procedure.
Most missing point is to be unclear the residence card number.
When you take a picture of your residence card, please make sure it shows the full card number.
Aは中途採用の外国籍スタッフ
Bは人事部所属の私
A:今すぐに書類の提出はできませんが、一カ月したらできます。
それで問題があればご連絡ください。
B:書類が遅れることは問題ないのですが、確認するので提出日が必要です。
大体でいいので提出日を教えていただけますか？
尚、書類に不備があると手続きできません。
一番多いのは在留カード番号が不明瞭なことです。
在留カードの写真を撮る時は、必ず番号が全部写っていることをご確認ください。
Correction Settings
Practice of email sentences
Practice email sentences
A is our new hire from an overseas country A is our new hire from an overseas country
B: The document that will bebeing late is no problem, but we need to know the day you will submit to check.
B: The document being late is no problem, but we need to know the day you will submit to check.
"need the day" is a little too vague, so better to specify.
"the document that will be late" puts the focus on the idea of the document being the problem in some way, rather than the lateness. "the document being late" on the other hand puts more focus on the lateness.
Could you tell us your submission day which day you will submit the doucment?
Could you tell us which day you will submit the doucment?
RoughAn approximate day is okay.
An approximate day is okay.
A "rough guess" is ok, but a "rough day" is going to be make people think of like 大変な日 first, rather than 大体
Please note that if there is a lack of information in the document, we cannot proceed with the procedure. Please note that if there is a lack of information in the document, we cannot proceed with the procedure.
Most missing point is to beThe most common problem is an unclear the residence card number.
The most common problem is an unclear residence card number.
More natural phrasing
May 1, 2026
Thank you for correcting my English!
I don't know that "rough day" has such a meaning. I learned today.
It's hard for me to explain Japanese unique peocess to foreign national staff in the office. I'm sometimes at a loss what to say😆
I'm very glad that I had an English native speaker who understands Japanese check my English here.
I can't submit my document now, but I can submit it in a month. I can't submit my document now, but I can submit it in a month.
B: The document that will bebeing late is no problem, but we need you to provide the day you willplan submit toit, so we can check.
B: The document being late is no problem, but we need you to provide the day you plan submit it, so we can check.
You can break this into 2 sentences also: The document being late is no problem. However, we will need you to provide the day you plan to submit, so we can check.
Rough dayestimate of the date is okay.
Rough estimate of the date is okay.
Please note that if there is a lack of information in the document, we cannot proceedcontinue with the procedure.
Please note that if there is a lack of information in the document, we cannot continue with the procedure.
procedure is often described in a medical context (an action taken to diagnose or treat illness - can be surgical or non-surgical). I would maybe write this as: Please note, if the document is missing and information we cannot continue processing your application/onboarding/submission. I would need more context to find the final word in this sentence.
Most missing point is to be unclearThe most common missing information is the residence card number.
The most common missing information is the residence card number.
I'm not sure if this is what you meant here, I can revise with more context
Feedback
Great job! If you clarify a couple of your sentences where I gave feedback I can help tailor them to get your meaning across
April 29, 2026
Thank you for correcting my English with few context😅
I handle the social insurance filing for new hires.
We ask some new hires from overseas countries to submit a picture of their residence card in Japan with their documents.
But in many cases, their residence card numbers are unclear even though their birthday and nationality are clear.
We need this card number for the process, so I want to let them know before they send their documents.
April 29, 2026
Got it, I understood this as you work for an international company that operates in multiple countries but you are based in Japan. We call new hires who are originally from another country "Foreign Nationals" (I had to look this up lol)
Are the cards unclear because they are blurry or something is obstructing the view of the card?
April 29, 2026
Please note that if there is a lack of information in the document, we cannot proceedcontinue with the procedure.
procedure is often described in a medical context (an action taken to diagnose or treat illness - can be surgical or non-surgical). I would maybe write this as: Please note, if the document is missing and information we cannot continue processing your application/onboarding/submission. I would need more context to find the final word in this sentence.
With the added context you provided I would say: Please note that if there is missing information, we cannot process your documents.
May 1, 2026
With the added context you provided I would say: Please note that if there is missing information, we cannot process your documents.
Thank you for the advice.
The reason why the photo of a new hire's residence cards is unclear is,
because of light-reflecting(camera flash)😆
Every document is ready, I submit them to Administrative Agency. After that, new hires enroll in the social insurance as our staff.
May 1, 2026
LOL that makes sense, I would explicitly call out the camera flash in that case. There is a saying "anything that can go wrong, will" so I'd assume this will keep happening unless you say "Make sure to take a photo of your residence card with clear lighting and turn the flash off so the light doesn't obstruct the information"
I read it as they didn't hold the camera still and the photo is blurry OR the picture of the card is cut off on the bottom and it's missing information. In this case I would say "Make sure to hold the camera steady and the residence card is in full view with all information is captured in the photo"
May 1, 2026
LOL that makes sense, I would explicitly call out the camera flash in that case. There is a saying "anything that can go wrong, will" so I'd assume this will keep happening unless you say "Make sure to take a photo of your residence card with clear lighting and turn the flash off so the light doesn't obstruct the information" I read it as they didn't hold the camera still and the photo is blurry OR the picture of the card is cut off on the bottom and it's missing information. In this case I would say "Make sure to hold the camera steady and the residence card is in full view with all information is captured in the photo"
These phrases are wonderful! Thank you very much! I use them, and believe that unclear card number problem will decrease.
May 1, 2026
Yay! Happy to make your job better/easier :)
Practice ofsing email sentences
Practising email sentences
Slightly more natural. Note 'practice' compared with 'practise' - 'Practice' is the noun, 'to practise' is the verb!
A is our new hire from an overseas country. A is our new hire from an overseas country.
B is me, working in HR. B is me, working in HR.
A:
I can't submit my document now, but I can submit in a month.
If there is a problem, please let me know.
B: The document that will bebeing late is no problem, but for checking purposes, we need to know the day you will submit to checkhe document.
B: The document being late is no problem, but for checking purposes, we need to know the day you will submit the document.
In formal English and especially where rules are concerned, it is important to be very very specific.
Could you tell us your submission day what day you plan to submit the document?
Could you tell us what day you plan to submit the document?
RA rough dayte is okay.
A rough date is okay.
Please note that if there is a lack of information in the document, we cannot proceed withe proceduressing.
Please note that if there is a lack of information in the document, we cannot proceed with processing.
'Proceed the procedure' is understandable but sounds a bit strange.
Most missing point is to be unclear theThe most common error we encounter is an unclear or blurry residence card number.
The most common error we encounter is an unclear or blurry residence card number.
I had to refer to your original Japanese for this - I didn't understand what the English sentence was saying.
When you take a picture of your residence card, please make sure it shows the full card number.
Feedback
It's good you are checking these comments! I would be very confused to get unclear English in something that was important.
April 29, 2026
Practice ofsing email sentences
Slightly more natural. Note 'practice' compared with 'practise' - 'Practice' is the noun, 'to practise' is the verb!
Hi! In American english the verb is 'practice' also
April 29, 2026
Thank you for correcting my English.
I'm glad that you corrected as I wanted to say.
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Practice of email sentences
Practi Slightly more natural. Note 'practice' compared with 'practise' - 'Practice' is the noun, 'to practise' is the verb!
Practice |
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A is our new hire from overseas country A is our new hire from an overseas country. A is our new hire from an overseas country. A is our new hire from an overseas country A is our new hire from an overseas country |
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B is me, working in HR B is me, working in HR. B is me, working in HR. |
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A: This sentence has been marked as perfect! |
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I can't submit my document now, but I can submit in a month. This sentence has been marked as perfect! I can't submit my document now, but I can submit it in a month. I can't submit my document now, but I can submit it in a month. |
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If there is a problem, please let me know. This sentence has been marked as perfect! |
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B:The document that will be late is no problem, but we need the day you will submit to check.
B: The document In formal English and especially where rules are concerned, it is important to be very very specific.
B: The document You can break this into 2 sentences also: The document being late is no problem. However, we will need you to provide the day you plan to submit, so we can check.
B: The document "need the day" is a little too vague, so better to specify. "the document that will be late" puts the focus on the idea of the document being the problem in some way, rather than the lateness. "the document being late" on the other hand puts more focus on the lateness. |
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Could you tell us your submission day ?
Could you tell us
Could you tell us |
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Rough day is okay.
Rough
A "rough guess" is ok, but a "rough day" is going to be make people think of like 大変な日 first, rather than 大体 |
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Please note that if there is a lack of information in the document, we cannot proceed the procedure.
Please note that if there is a lack of information in the document, we cannot proceed with 'Proceed the procedure' is understandable but sounds a bit strange.
Please note that if there is a lack of information in the document, we cannot procedure is often described in a medical context (an action taken to diagnose or treat illness - can be surgical or non-surgical). I would maybe write this as: Please note, if the document is missing and information we cannot continue processing your application/onboarding/submission. I would need more context to find the final word in this sentence. Please note that if there is a lack of information in the document, we cannot proceed with the procedure. Please note that if there is a lack of information in the document, we cannot proceed with the procedure. |
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Most missing point is to be unclear the residence card number.
I had to refer to your original Japanese for this - I didn't understand what the English sentence was saying.
I'm not sure if this is what you meant here, I can revise with more context
More natural phrasing |
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When you take a picture of your residence card, please make sure it shows the full card number. This sentence has been marked as perfect! |
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