How to write a ringi: structure and examples

1. Summarize the decision and scope in one sentence

Start with what you want approved and who or what it concerns. Do not confuse an investigation, trial, full contract or additional purchase. A title identifying the action and audience, such as a tool trial for the sales department, is clearer than a general title about adoption.

2. Separate known facts from open questions

Collect existing quotations, usage records and information about the current situation. Put unknowns aside explicitly; do not invent numbers or reasons to fill gaps. Separate stakeholder wishes from decisions, and forecasts from measured facts.

3. Draft using a basic structure

The Japanese template below is an organizing aid. Not every request needs every field. Remove fields irrelevant to the decision and use your internal form. Parentheses contain writing instructions, not facts to submit.

件名：（今回判断してほしいこと）
背景：（現在の状況・課題）
目的：（解決したいこと）
提案内容：（対象・数量・範囲。今回の対象外も必要に応じて）
費用：（初期／継続、単位・期間・税の扱い。見込みは見込みと記載）
期待する効果：（根拠のある効果。未測定ならその旨）
リスク・懸念：（残る懸念と、決まっている対応）
代替案：（現状維持などとの比較）
実施条件・スケジュール：（決定済みの条件と予定。未定は未定のまま）

4. Distinguish confirmed information from estimates

This is a fictional example. Do not reuse its amounts or schedule without checking them; replace them with information you actually have. The wording deliberately separates considering a replacement from placing an order.

件名：第3会議室モニター更新の検討
背景：接続不良が発生しています。原因は未特定です。
目的：会議開始時の接続トラブルを減らすことです。
提案：モニター1台の更新案について、機種選定を進める方針の判断をお願いします。発注は今回の対象外です。
費用：本体は税込8万円の見込みです。正式見積と設置費は確認中です。
効果：接続トラブルの減少を期待していますが、削減時間は未測定です。
懸念・代替案：配線に原因がある可能性も残ります。既存機器の修理も比較対象です。
条件・予定：発注条件と設置日は未定です。

5. Align the comparison, then shorten the text

Check whether costs use the same period and benefits cover the same scope. Then remove repetition and split long sentences. Keep decision-relevant qualifications such as estimates, unverified information, conditions that must both be met, and exclusions from the present request.

• Are the background and proposed action kept separate?
• Does the scope of approval stay the same from beginning to end?
• Have you accidentally retained names or figures from a template without evidence?