Japanese Business Etiquette: A Comprehensive Guide for Expats and Professionals

Working in Japan means understanding local business etiquette and Japanese business culture. You should prepare by learning key practices and phrases that show respect. In Japanese society, formality, harmony and relationships (和 "wa") matter deeply. This guide covers greetings, business meetings in Japan, attire, punctuality, meals, business relationships and more. Follow each section's practical tips to navigate Japan's business culture successfully.

Greetings and Business Cards

When you first meet your Japanese counterpart, bow slightly and introduce yourself by surname (use -san honorific) and company. A typical phrase is "Hajimemashite, [Company] no [Name] to moushimasu. Douzo yoroshiku onegaishimasu" (Nice to meet you; I am [Name] of [Company], please treat me well). Hand over your business card (Japanese business card or "meishi") with both hands, facing the recipient so it's readable. Keep your card in a tidy card holder (never pull cards from a wallet or phone case). Receive cards with both hands as well and say "choudai itashimasu" (I humbly receive). Always hold the card with respect and place received cards on top of your business card case – do not leave them on the table or stuff them away immediately. Treat every card with respect (it represents the person).

Exchange business cards protocol: Stand, give your card with both hands and company/title clearly visible. Then receive their card with both hands, acknowledging it politely by name.

Business card holder: Use a business card case. After the exchange, place cards on your case (highest-ranking person's card on top) instead of in a pocket.

Bow and shake hands: A slight bow is customary. Many Japanese businesspeople will shake hands; you may return it gently (but still bow slightly). Use a medium-strength bow (around 30°) rather than a deep bow, and smile.

Business Meetings in Japan

Japanese business meetings are formal and well-prepared. Expect a clear agenda and thorough presentations. Preparation is key: learn the names, titles and company details of everyone beforehand. At the meeting room, greet with "Shitsurei shimasu" (excuse my intrusion) as you enter. Again exchange business cards with everyone as soon as possible using the etiquette rules above.

Punctuality in Japanese business: Always aim to arrive 5–10 minutes early. In Japan "on time" means early; being late is viewed as disrespectful. If you must be late, call ahead to apologize.

Seating: Follow seki-jun (seat order). In a conference room or restaurant, the seat farthest from the door (the "kamiza" or place of honor) is for the highest-ranking or most honored person. Lower-ranking guests sit closer to the entrance or service areas. When planning a business meeting, designate seats by rank (and if possible let guests take their places themselves).

Conducting business meetings in Japan: During the meeting, follow the agenda and take notes. Speak modestly and avoid interrupting seniors. Silence is normal – do not feel you must fill every pause. Japanese communication is often indirect: a polite "it is difficult" may actually mean "no". Use respectful language (keigo) as much as you can, or simply speak clearly and let a Japanese employee handle honorifics if needed. Address Japanese people by their last name plus "-san" (e.g. Tanaka-san). At the end of the meeting, say "Arigatou gozaimashita" (thank you very much) and excuse yourself with "Shitsurei itashimasu".

Business Attire

Dressing conservatively is important for proper business manners. Men should wear conservative business suits (navy, charcoal or black), a white shirt, and a subdued tie. Women should wear a formal business suit or dress in similar neutral colors.

Dress code: Stick to classic colors – black, gray, navy or brown. Avoid bright colors, flashy patterns or overly feminine styles. For example, businesswomen are advised not to wear bold pinks, red or large prints; instead choose solid, understated blazers or dresses.

Shoes: Wear closed-toe, polished shoes. Moderate heels (2–3 inches) are acceptable; extremely high heels are discouraged. Ensure shoes are comfortable if you must walk a lot, as Japanese business settings often involve commuting and standing.

Accessories: Jewelry and perfume should be minimal. Avoid overtly "sexy" or flashy details. In summer, there is a "Cool Biz" tradition in Japanese business allowing lighter attire (no jacket or tie for men). However, for first meetings or formal events, still wear a jacket and tie (or equivalent for women). After relationships in Japan are established, you may follow seasonal dress codes (e.g. no tie, lighter fabrics in summer as per Cool Biz rules).

Punctuality

Time is respected in Japan. Arriving early is the norm. A Japanese proverb says, "If you're on time, you're late." Being on time is seen as respect for Japanese scheduling customs.

Arrive about 10 minutes before the scheduled time for any business meeting in Japan. This buffer helps absorb any commute delays and shows reliability. Many services (like hair salons or meetings) even require you to come early.

Public transport in Japan is famously punctual (Shinkansen bullet trains average under a minute late). Use this reliability to your advantage, but still build in a margin.

If you unexpectedly run late, call or message immediately with a brief apology. The Japanese side will appreciate the courtesy, though repeated lateness will harm trust.

Overall, punctuality = respect. Strive to be there a few minutes early ("5-minute rule" is common).

Dining Etiquette

Business in Japan is often advanced over meals. Business dinners and after-work drinking (nomikai) are considered important for business relationship building. Follow these rules:

Punctual arrival: Arrive at the restaurant or dinner venue about 10–15 minutes early. This shows respect and lets you double-check seating plans. Wait in the lobby or entrance until everyone else arrives.

Seating: The most senior person (or host's guest of honor) is seated farthest from the door, with subordinates closer to the service area. In practice, the host (inviter) will direct seating, but if unsure, look for cues: reserve the "kamiza" (seat of honor) first.

Toasting: Never start drinking before the group. Let the host or leader propose a toast ("kanpai") first. When clinking glasses, hold your glass with both hands and meet others' glasses courteously.

Pouring drinks: Don't pour your own drink. Instead, pour for others (especially seniors) and wait for them to pour yours. This back-and-forth pouring is a sign of consideration. If someone pours for you, hold your glass politely in both hands.

Chopstick manners: Use chopsticks properly – do not stab food or pass food chopstick-to-chopstick. Never stick chopsticks upright in a rice bowl (called "tate-bashi"), as this resembles a funeral ritual. Place chopsticks on the chopstick rest when not eating, and avoid dropping utensils.

Conversation: At dinner, initial talk is usually casual, not business – people focus on personal rapport. Avoid diving into hard negotiations. (The Japanese side may prefer to discuss the project later, after trust is built.) If you have to discuss business deals, do so gently.

Drink responsibly: Drinking to a moderate level is expected at nomikai – it is said that too much alcohol can make people "honne" (speak honestly) beneath their usual "tatemae" (facade). It's polite to at least try a little of what is offered, but never get so drunk as to cause a scene. If you must stop drinking, a simple excuse like "yukkuri okucchanakereba narimasen" (I need to rest a bit) is acceptable.

End of meal: Wait to be told "itadakimasu" before starting to eat. At the end, say "gochisousama deshita" (thank you for the meal) to the host. Do not immediately clean your plate; leaving a little food is okay to show you had enough.

Overall, business dinners are an integral part of business culture in Japan. Observe quietly, serve others, and follow the host's lead.

Gift Giving

Gifts are often exchanged in Japanese business culture, especially when meeting a business partner for the first time or during seasonal gift-giving periods. Bring quality gifts from your home country, beautifully wrapped. Present gifts with both hands at the end of meetings, mentioning it's a small token of appreciation. Your Japanese counterpart would typically not open gifts immediately in your presence. Be ready to reciprocate if given a gift.

Building Business Relationships

In Japan, relationships (人間関係, ningen-kankei) come first. Business deals are built on trust, loyalty and harmony. To earn trust when working in Japan:

Long-term orientation: Show that you're in Japan for the long haul. Japanese companies value partners in Japan who commit for years, not just quick deals. Mention your local plans (e.g. office or staff in Japan) to demonstrate seriousness.

Consistency and quality: Always follow through on promises and deadlines. Deliver high-quality work and meet your commitments punctually; this reliability is a form of building trust. Even small lapses can harm trust more here than elsewhere.

Nemawashi (根回し): This means informally consulting stakeholders before formal proposals. It's wise to quietly float ideas to key people ahead of big meetings, so everyone feels included. This consensus-building approach is expected and shows you respect the group's harmony.

Social bonding: Participate in after-work social events (nomikai, dinners) to deepen ties. Sharing a drink or meal breaks down barriers: in Japanese culture, drinking can let people drop their tatemae and speak more freely. Accept invitations to group events if you can (declining too often may hurt the relationship).

Gradual decision-making: Don't pressure for an immediate answer. Expect negotiations to be drawn out as the Japanese side seeks consensus. A slow, patient approach is normal.

Cultural respect: Use polite language and gestures consistently. For example, always address a Japanese counterpart by their family name + "-san" and bow slightly during interactions. Simple respectful phrases (see below) go a long way.

Real-world example: A foreign company sending a team on a business trip to Japan might open a Japanese office or hire Japanese employees to show commitment. They would attend many dinners (nomikai) with partners and speak in measured, respectful tones, rather than trying to clinch a deal on the first visit. Over time, as trust grows through these actions, the Japanese side is more likely to give favorable terms and continue the partnership.

Understanding the Culture

Japanese business etiquette rules are rooted in broader Japanese values: harmony, respect for hierarchy, and indirect communication. Key points:

Group harmony (和, wa): The ideal is to keep the atmosphere peaceful. Overt criticism or confrontation is avoided. If you must give negative feedback, do it privately or very diplomatically.

High-context communication: Much is implied rather than said outright. Body language, silence and tone carry meaning. For example, a non-committal response or a look might signal disagreement. Be attentive to subtle cues.

Seniority and hierarchy: Respect titles and age. Older or higher-status individuals are given priority. Let them speak first, and bow slightly more deeply to senior persons. You may be expected to stand when a senior enters or leaves the room.

Keigo (honorific language): Business Japanese language has special polite forms. If you speak any Japanese, use extra-politeness with superiors (for example "moushimasu" instead of "imasu", "gozonji deshouka" instead of "shitte imasu ka"). If not fluent, speaking slowly and clearly in normal polite form is acceptable.

Honne vs Tatemae: Japanese people often present a positive front (tatemae) even if their true feeling (honne) is different. Expect that saying "I'll consider it" might really mean "no." Patience and indirect questions are needed.

Reporting culture: Within Japanese companies, the practice of 報連相 (ho-ren-so: report, communicate, consult) is key. Japanese colleagues expect regular updates up and down the chain of command. Keeping everyone informed is good manners.

Understanding of Japanese values helps explain etiquette rules. For instance, when a Japanese counterpart remains silent, it may indicate they are respectfully considering your point. If you bump elbows or point (common casual gestures elsewhere), it might seem rude here. Learning a few cultural concepts—like nemawashi (explained above) or kaizen (continuous improvement)—can also impress partners as signs you are engaged with Japanese ways.

Basic Japanese Phrases

Using even a few basic Japanese phrases in business settings shows respect and effort. Here are some essentials (along with English and Japanese meaning):

• はじめまして (Hajimemashite) – "Nice to meet you."
• よろしくお願いします (Yoroshiku onegaishimasu) – "Please treat me kindly/please take care of this request."
• 失礼します (Shitsurei shimasu) – "Excuse me."
• ありがとうございます (Arigatou gozaimasu) – "Thank you."
• お疲れ様です (Otsukaresama desu) – "You must be tired" (used like "good job" or "hello" at work).
• お願いします (Onegaishimasu) – "Please."
• すみません (Sumimasen) – "Excuse me/I'm sorry."
• いただきます / ごちそうさまでした (Itadakimasu / Gochisousama deshita) – "Let's eat" / "Thanks for the meal."

These phrases are widely spoken in business and government settings throughout Japan. Having business cards translated into Japanese on the reverse side also demonstrates your respect and preparation.

Women in Japanese Business

Professional expectations for women in Japan have historically differed from men's. However, understanding of Japanese etiquette helps any woman succeed.

Dress and grooming: Follow the same conservative attire rules as men, with some gender-specific notes. Women typically wear a skirt suit or pantsuit in neutral colors. Even with pants, wear stockings – bare legs are considered too casual in traditional Japanese business. Footwear should be closed-toe and clean; comfortable, moderate heels are fine. Keep accessories minimal and tidy (e.g. simple earrings, watch). Makeup should be professional and understated. In summer, light pantsuits or dresses are okay, but avoid sleeveless tops unless layered with a jacket.

Behavior: Politeness and respectfulness are valued aspects of Japanese business culture. Wait your turn to speak and be mindful of hierarchy in discussions. Traditionally, women might be expected to take on tasks like pouring drinks or serving tea during meetings – volunteering to do so can be seen as helpful, but do not insist if you have an important role. Foreign women should not be overly offended by such expectations; it's often about courtesy. At the same time, voice your ideas if needed, but frame them modestly ("Perhaps it would be possible…"). Maintain a calm, friendly tone and a gentle demeanor; loud or overly casual behavior may be judged harshly.

Communication: Use respectful language (even simple san honorific is crucial). Observe nonverbal cues. If you lead a meeting or presentation, Japanese business people will respect your authority less by gender if your manner is confident and polite. However, be patient if decisions take longer for a woman-led deal – insistence can backfire.

Career context: Japan's workplace is gradually changing (more women managers now), but many Japanese companies still have few women in leadership. As a foreign woman, you may sometimes find topics that are taboo in mixed groups (e.g. questions about family or marriage). You can answer briefly or redirect politely. Focus on professional topics like any colleague.

Example advice: A female expat might wear a tailored navy business suit with a simple blouse and modest heels. In a meeting, she bows and greets like the men, handles her business cards respectfully, and pours tea for others if a conference room offers it. She listens quietly, takes notes, and when speaking, uses reserved language (e.g. "–to omoimasu" or "–ga moushirou itadakereba…"). Such behavior blends with Japanese expectations. Over time, as trust grows, colleagues will focus on her expertise and see her as a capable business partner rather than fitting her into traditional gender roles.

Conclusion

Mastering Japanese business etiquette takes time and practice. By showing respect for Japanese business manners and making efforts to understand the cultural context behind them, you'll establish stronger business relationships in Japan. Remember that Japanese businesspeople appreciate foreigners who make sincere efforts to adapt to their customs, even if mistakes occasionally happen. A mindful approach to these etiquette rules will help you succeed when conducting business meetings in Japan and build lasting partnerships.

Whether you're planning a short business trip or working in Japan long-term, these guidelines will help you navigate Japan's business culture with confidence and respect.