Anyone who plans to work abroad or expand a business abroad must understand the appropriate etiquette and manners expected in the country of choice. In the case of Japan, entire books are written on the subject of business etiquette because the mannerisms often seem complex to the non-Japanese.
In reality, most business etiquette in Japan is similar to the business etiquette of other countries. Japanese business men and women expect polite behavior, good manners and sensitivity to their culture. While the basics are similar, it is important for anyone planning to spend time in Japan on business to note the differences.
The most important thing to remember about Japanese business etiquette and manners is the level of formality. In Japan, business is generally more formal than in Europe or the United States.
Business Cards
- The business card in Japan is an important tradition and has an almost ritualistic aspect.
- Carry at least 100 business cards for a one week business trip to Japan. The business card is a matter of etiquette and tradition in Japanese business. Expect to give out between 3 and 12 business cards during meetings.
- Print a double sided business card. One side should have the Japanese language while the other has English. Print with the same format for each side.
- Always present the business card in both hands with the Japanese side facing up. Present the card to the individual who is highest on the corporate ladder first and bow as a show of respect. Never give the card brusquely. It makes a bad impression.
- Always accept business cards respectfully with both hands. You can say the word “arigatou gozaimasu” for thank you or “hajimemashite” for it is nice to meet you when receiving the card.
- Carry a notebook to write in. Never write on business cards or paperwork presented in the meeting. It is considered rude.
- Deliberately pick up every business card given during the meeting and put it into a proper business card case. Treating the card with respect shows respect for the businessman or woman who presented the card. Forgetting a card is disrespectful and suggests that you think the individual is not important.
Appropriate Clothing
- Business in Japan is in general more formal than business in the United States and thus it requires appropriate formal attire.
- Men should wear a business suit. During October to April, dark suits in either black or navy with a white shirt and subdued tie is appropriate. From May to September, wear a grey suit instead. It is appropriate to wear a short sleeve button up shirt in summer. Avoid wearing a black tie while wearing a black suit since it looks like funeral attire.
- Men should keep hair well groomed and short and should shave a beard. Beards are not appropriate in Japanese business and long hair is uncommon. If hair is long, pull it into a neat ponytail.
- Women should wear the same colors of black and navy for the winter months and grey for the summer months. A woman’s outfit should have either a trouser suit or a longer skirt.
Business Meeting Etiquette
- Send any agreements a few weeks before the scheduled meetings. If you need a signed non-disclosure agreement, never hand it out during the meeting. In Japan, the businessmen want to review the agreement with a legal representative before signing.
- Allow the Japanese to guide you to your seat. Never sit down in the meeting until after being shown a seat because seating in a Japanese business meeting is precise and relates to the business hierarchy. A guest is always shown their seat the meetings.
- Take notes during the meeting. It shows interest and is considered polite.
- Show up early to a meeting. Never show up late. If you will be late, call one hour in advance and let them know.
Further, when making an invoice in relation to your Japanese business meeting, consider using a Japanese invoice template to help prevent mistakes.