Japanese Business Card Etiquette: The Ultimate Guide to Japanese Business Cards for Foreigners

Key Takeaways

Proper card exchange shows respect: Japan treats business cards ("meishi") as one's professional identity, so exchange business cards correctly is essential for making a good first impression.

Paper cards remain dominant: Nearly 8 in 10 Japanese professionals still use printed business cards, and about 7 in 10 report that exchange business cards in Japan led to positive business outcomes.

Low cost, high benefit: A deck of business cards costs only a few dollars, but following the business card etiquette in Japan (e.g. two-handed offering and a slight bow) can foster trust and avoid offending business partners.

Missteps have consequences: Treating a business card in Japan casually (one-handed handing, immediately pocketing it, etc.) is seen as rude and can damage business relationships. Always handle business cards carefully and respectfully.

Why now (2025 trend): Japan's economy and travel have rebounded post-pandemic (inbound travel in 2023–24 exceeded pre-COVID levels), and a record ~2.3 million foreigners now work in Japan. With more multicultural business encounters (Expo 2025, foreign investors, etc.), knowing these card customs is more important than ever.

Why Business Card Etiquette in Japan Matters in 2025

Japanese business culture places great value on formal introductions. Exchange business cards is essentially part of the greeting – a business card is considered someone's "face." With international travel and business meetings surging (for example, recent data show inbound visitors in 2023–24 surpassed pre-pandemic peaks), foreigners are frequently meeting Japanese business partners face-to-face again. Unlike in many western business settings (where a handshake and casual name exchange may suffice), in Japan a correct meishi exchange is expected. Observing this ritual shows respect for Japanese norms and helps build trust at the very start of a business relationship.

Preparing Your Business Cards

– Have cards ready and bilingual: Prepare business cards in advance and keep them in a professional business card case, not loose in a wallet. Make sure you have enough business cards (run out of cards is embarrassing). It's also wise to include Japanese on one side and Japanese (e.g. your name in katakana or company name in Japanese) so recipients can read it easily.

– Keep cards handy: Always keep your card holder in an easily accessible place (e.g. inner jacket pocket). If you struggle to find cards or delay the exchange, it creates a poor impression. As soon as you see your counterpart, you should have your cards in hand.

– Dress neatly: While not about cards per se, dressing professionally underscores respect. A sharp appearance signals that you take the business meeting seriously.

Exchanging Your Card

– Stand and face each other: Exchange business cards while standing (not across a desk). Step into the open space between you and your counterpart.

– Offer with both hands: Hold your card by its edges on top of the business card case (so the card appears to "float"). Present your card using both hands at about chest height, with the printed side facing the recipient so they can read it easily. Bow slightly as you do so.

– Speak clearly and politely: As you offer your business card, state your affiliation and name (for example, "XYZ Company, John Smith desu. Yoroshiku onegaishimasu."). In Japanese business etiquette, the visitor or more junior person introduces themselves first. (If unsure of rank, follow the other side's lead.)

– Avoid common errors: Do not present their business card first with one hand or let it touch the surface – that looks disrespectful. Also avoid covering any text with your fingers. Present the card so that the recipient can immediately read the key information.

Receiving a Business Card

– Accept with both hands: Reach out with both hands and lightly bow as you receive a business card from the giver. This shows respect. Use your left hand with the palm up and right hand on top (mirroring the way it was given).

– Be attentive: Hold the card for a moment and mentally note the person's name and title. It's customary to say something like "Chōdai itashimasu" (I gratefully receive this) or simply "Arigatō gozaimasu" while making eye contact.

– Handle it respectfully: Keep the card in its orientation (don't flip or hide it). Try to know how to pronounce the name on the card. In conversation, address the person by their surname plus "-san" (or the title printed on the card) – it shows politeness.

Post-Exchange Etiquette

– Display cards on the table: Once seated, place your own business card holder on the table and put the received business cards on top of it to your left. This keeps it visible. If multiple people are present, lay out each person's card in front of you in the order they sit so you don't mix up names.

– Do not pocket the card immediately: In Japanese culture, it is considered rude to tuck the card away as soon as you get it. Instead, leave cards on the table during the meeting in Japan as a reference.

– Align by seating order: When arranging cards on the table, align them with the seating order (highest-ranking on your right to left). Do not stack cards on top of each other; handle each one carefully.

– End of meeting: Wait until the very end of the business meeting to put the card into your wallet or case. When politely excusing yourself, thank them for the card again and store the cards.

Best Practices (Risks & Mistakes)

Risk/Mistake	Impact	How to Avoid
Giving or taking a business card with one hand	Appears disrespectful	Always use both hands and a slight bow.
Covering text or dropping the card	Looks careless or insulting	Hold your card at the edges above your business card case.
Immediately pocketing the card	Seen as dismissive or rude	Place the card on the table and view them respectfully.
Mixing up cards in a group setting	Confuses names/roles, insulting	Receive the other person's card in proper order and line up by seating.

Stick to the script: Avoid improvising too much. Follow the Japanese business manners pattern (bow, two hands, respectful Japanese phrases).

Don't write on someone's business card in front of them: Annotating a card openly is considered rude; if you must make a note, ask permission or do it discreetly after the person leaves.

Checklist

Prepare your cards. Have a stack of high-quality, bilingual business cards and carry them in a clean card holder.

Greet first. Exchange greetings (bow and/or handshake) and wait for introductions to settle. Then offer cards.

Stand correctly. Rise from your seat and approach the person (don't remain seated across a desk).

Offer politely. Extend your card with both hands, said your name and company, and bow slightly.

Receive politely. Take the other's card with both hands, bow, and thank them (e.g. "Chōdai itashimasu").

Examine respectfully. Briefly read the card carefully and confirm the name/role. Address them as indicated by the card.

Place on table. When you sit, put each received business cards on the table (in front of you) with the orientation facing you, aligning by seating order.

End of meeting. Only once the business meeting is done, gather cards and place them in your case.

FAQ

Q1: Should I bow when giving or receiving a business card?
Yes. A slight bow and presenting/receiving the card with both hands are signs of respect. These small gestures show you acknowledge the formality of the business card exchange. (It's not mandatory to bow deeply, but even a nod/smile helps.)

Q2: Is it rude to write on someone's business card?
Generally, yes. Writing on a received business card without permission is considered impolite. If you need to jot down a note, ask first or wait until after the person has left to write discretely.

Q3: What if I forget my business cards?
Apologize politely and offer to exchange contact information by other means (email/LinkedIn) afterward. It's best to always bring all business cards, but a sincere "I apologize, I forgot my card today" is usually understood if you follow up promptly.

Q4: Who should hand out cards first in a multi-person meeting?
In Japanese business settings, typically the visiting side or junior staff introduce themselves first by giving cards. For example, if you're visiting a company, present your card first after greetings, then the senior host will give theirs.

Q5: Should my card have Japanese text if I plan to meet Japanese people?
It's highly recommended. Even writing your name and company name in Japanese (or katakana) on one side shows effort and makes it easier for Japanese professional counterparts to read. Many foreigners print bilingual cards for this reason.

Conclusion

Mastering Japanese business card etiquette is a small effort that pays big dividends. A proper business card exchange signals respect for Japanese customs, helping to build trust and rapport from the very first business meeting in Japan. By following these steps, foreign professionals can make a strong positive impression and avoid unintended slights in Japan's relationship-driven business culture in Japan.