Japanese for Business Professionals

Japanese business culture operates on principles that can seem foreign at first: the careful exchange of business cards, the precise bowing angles, the unspoken rules of seating arrangements. But beneath these rituals lies a coherent philosophy — harmony (和, wa), mutual respect, and long-term relationship building. Understanding both the etiquette and the language that accompanies it is essential for anyone planning to work with Japanese professionals.

This guide covers the essential business etiquette and language phrases you need for meetings, emails, dining, and workplace interactions in Japan. Whether you're preparing for a job interview at a Tokyo company, attending your first business dinner, or simply want to avoid embarrassing mistakes, this article gives you practical guidance.

For the language foundations, start with our hiragana and katakana guide. For a deep dive into formal Japanese, see our guide to keigo and polite Japanese. And for the complete Japanese learning roadmap, check out our complete guide to learning Japanese.

Why Japanese Business Culture Is Unique

Japanese business culture is built on three pillars that shape every interaction:

Harmony (和, wa). Maintaining group harmony takes priority over individual expression. Disagreeing openly, saying "no" directly, or causing someone to lose face (面目を失う, menboku o ushinau) are all avoided. Communication is often indirect — you'll need to read between the lines.

Respect. Hierarchy matters. Seniority, age, and company position determine how people interact. The most senior person sits in the seat of honor. The most junior person pours drinks. Language adjusts accordingly — keigo (honorific speech) reflects and reinforces the social hierarchy.

Long-term relationships. Japanese business prioritizes trust and long-term partnerships over quick deals. The first meeting is about building rapport, not closing a contract. This is why business dinners (飲み会, nomikai) are so important — they're where real relationships form.

If you're planning to work in Japan, these cultural values will shape every aspect of your professional life. Understanding them — and the language that expresses them — gives you a significant advantage.

The Art of the Business Card (名刺交換)

The business card exchange (名刺交換, meishi kōkan) is one of the most ritualized interactions in Japanese business. Do it correctly, and you make a strong first impression. Do it wrong, and you've caused offense before the meeting even starts.

How to give your business card:

Hold your card by the top corners with both hands, text facing the recipient
Present it with a slight bow
Say 名刺をいただきます (meishi o itadakimasu, "please accept my business card") or simply どうぞ (dōzo, "please")
Your card should be in a card holder, not loose in your wallet or pocket

How to receive a business card:

Receive with both hands, bowing slightly
Say いただきます (itadakimasu, "I humbly receive") or ありがとうございます (arigatō gozaimasu)
Study the card carefully — read the name and title aloud if possible: 田中様 (Tanaka-sama)
Place the card on the table in front of you during the meeting, arranged by seating order
Never write on someone's business card, fold it, or stuff it in your back pocket

What not to do. Don't receive a card with one hand. Don't glance at it briefly and put it away immediately. Don't shake hands while holding the card. In Japanese business, the business card represents the person — treating it carelessly is treating the person carelessly.

Students engaged in group study in Tokyo classroom fostering collaborative learning

Meeting Etiquette & Key Phrases

Japanese meetings follow a more structured format than Western counterparts. Understanding the protocol helps you navigate smoothly.

Punctuality. Arrive 10 minutes early. Being exactly on time is considered slightly late in Japanese business culture. If you're running even 5 minutes behind, call ahead and apologize. Lateness signals disrespect for the other person's time.

Seating arrangements (上座/下座, kamiza/shimoza). The seat of honor (上座, kamiza) is the seat farthest from the door, usually facing the entrance. The most senior person sits in kamiza. The most junior person sits closest to the door (下座, shimoza) — this person handles practical tasks like ordering, pouring tea, and taking notes. If you're a guest, you'll be guided to the kamiza. Don't sit down until the host indicates where you should sit.

Essential meeting phrases:

お忙しいところ、ありがとうございます (oisogashii tokoro, arigatō gozaimasu) — "Thank you for taking time out of your busy schedule"
よろしくお願いいたします (yoroshiku onegai itashimasu) — "I look forward to working with you" (the universal business phrase)
承知いたしました (shōchi itashimashita) — "Understood" (humble, more formal than わかりました)
恐れ入ります (osore irimasu) — "Excuse me / I apologize for the inconvenience"
失礼いたします (shitsurei itashimasu) — "Excuse me" (when leaving a room or interrupting)
本日はお時間をいただき、ありがとうございます (honjitsu wa ojikan o itadaki, arigatō gozaimasu) — "Thank you for your time today"

Bowing. Bowing is the standard greeting in Japanese business. A 15° bow (会釈, eshaku) is for casual greetings. A 30° bow (敬礼, keirei) is the standard business bow. A 45° bow (最敬礼, saikeirei) is for deep apologies or showing the utmost respect. As a foreigner, a 30° bow with a slight pause is appropriate in most business situations.

Email & Phone Etiquette

Japanese business emails follow a strict structure that may feel formal compared to Western email norms, but following the format shows respect and professionalism.

Formal email structure:

件名 (subject line): Clear and specific. 会議の日時について (about the meeting date/time) is better than こんにちは
宛名 (recipient): Company name + department + name + 様 (sama). 株式会社アジアパスウェイ営業部田中様
挨拶 (greeting): いつもお世話になっております (itsumo osewa ni natte orimasu) — "Thank you for your continued support"
本文 (body): State your purpose clearly and concisely. Japanese business emails tend to be more formal but not longer than necessary
結び (closing): よろしくお願いいたします (yoroshiku onegai itashimasu) followed by your full name, company, and contact information

Phone etiquette. When answering a business phone in Japanese, never say モシモシ (moshi moshi) — that's for casual calls. Use はい (hai) followed by your company and name: はい、アジアパスウェイの田中でございます (Hai, Ajia Pasuwei no Tanaka de gozaimasu). When putting someone on hold, say 少々お待ちください (shōshō omachi kudasai). When transferring, explain to the caller first and use お取り次ぎします (otoritsugi shimasu).

Business Dining (飲み会) Culture

The nomikai (飲み会, drinking party) is one of the most important aspects of Japanese business culture. It's where colleagues relax, build relationships, and communicate more openly than they would in the office. As a foreign professional in Japan, you'll be invited to nomikai — and attending is important for relationship building.

Key nomikai etiquette:

Pour drinks for others, never for yourself. Watch your colleagues' glasses and refill them when they're getting low. When someone offers to pour your drink, hold your glass with both hands as a sign of gratitude
Say 乾杯 (kanpai, "cheers") when everyone has a drink. Wait for the most senior person to initiate the toast
Before eating, say いただきます (itadakimasu) — "I humbly receive" — a phrase said before every meal in Japan
After the meal, say ごちそうさまでした (gochisōsama deshita) — "That was a feast" — a thank-you for the meal
Don't start eating until the most senior person has started
If you don't drink alcohol, order a non-alcoholic drink. It's acceptable to decline alcohol, but don't leave early

Group of students in Tokyo art class sketching at desks with art supplies

Seating at nomikai. The same kamiza/shimoza rules apply. The most senior person sits farthest from the door. The most junior person sits nearest the door and handles ordering and communication with staff. As a guest, you'll likely be seated in a honored position.

Workplace Language Essentials

Daily workplace Japanese revolves around a set of phrases you'll use every day. Master these and you'll navigate the office smoothly.

Greeting phrases:

おはようございます (ohayō gozaimasu) — "Good morning" (polite, used until about 11am)
お疲れ様です (otsukaresama desu) — the universal workplace phrase. It means "thank you for your hard work" and is used as a greeting, acknowledgment, and farewell throughout the day. You'll say this dozens of times daily
お先に失礼します (osaki ni shitsurei shimasu) — "Excuse me for leaving before you" (when leaving work)
失礼します (shitsurei shimasu) — "Excuse me" (entering a room, interrupting)

Reporting and requesting:

報告いたします (hōkoku itashimasu) — "I will report" (humble)
確認いたします (kakunin itashimasu) — "I will check" (humble)
お願いいたします (onegai itashimasu) — "Please" (humble request)
申し訳ございません (mōshiwake gozaimasen) — "I'm very sorry" (formal apology)

Understanding and responding:

承知いたしました (shōchi itashimashita) — "Understood" (humble, formal)
かしこまりました (kashikomarimashita) — "Certainly" (used in customer service)
検討させていただきます (kentō sasete itadakimasu) — "We will consider it" (polite way to avoid an immediate yes/no)

Building Long-Term Business Relationships

Japanese business operates on trust built over time. The concept of 根回し (nemawashi) — laying groundwork through informal conversations before a formal decision — illustrates how relationship-dependent Japanese business is. Decisions aren't made in a single meeting; they're the result of weeks or months of relationship building.

Practical tips for building trust:

Be consistent. Show up on time, follow through on promises, and maintain regular communication. Reliability matters more than brilliance in Japanese business.
Learn the language. Even basic Japanese effort is appreciated. Being able to greet colleagues in Japanese, write a proper email, and exchange business cards correctly shows respect for the culture.
Attend social events. Nomikai, company outings, and after-work gatherings are where real relationships form. You don't need to be the life of the party — just showing up and participating is enough.
Be patient. Don't rush negotiations or push for quick decisions. Japanese business values careful deliberation. The relationship comes first; the deal comes second.
Exchange gifts (お土産, omiyage). Bringing small gifts from your home country when visiting Japanese colleagues is a thoughtful gesture that strengthens relationships.

For a deeper understanding of formal Japanese language, see our guide to keigo and polite Japanese. For structured Japanese learning that builds toward professional proficiency, check out our JLPT N5–N3 study plan.

Ready to experience Japanese business culture firsthand? Browse Japanese language programs and start planning your study abroad experience in Japan, where you'll learn business etiquette and language in the context where it matters most.

Frequently Asked Questions

Do I need to speak Japanese for business in Japan?

Many international companies in Japan operate in English, particularly in tech, finance, and consulting. However, Japanese ability dramatically improves your relationships, opportunities, and daily experience. Even basic Japanese (N4–N3 level) allows you to greet colleagues properly, write professional emails, and participate in social gatherings. For Japanese companies and most中小企業 (small-to-medium enterprises), Japanese is typically required at N2 level or above. The more Japanese you speak, the more trust and responsibility you'll be given.

What's the biggest etiquette mistake foreigners make?

Handling business cards carelessly is the most common — and most visible — mistake. Receiving a meishi with one hand, glancing at it briefly, and stuffing it in a pocket signals disrespect. Always receive with both hands, study it carefully, and place it on the table during the meeting. Other common mistakes include being late (even 5 minutes matters), speaking too loudly in meetings, and trying to rush decisions. When in doubt, observe what Japanese colleagues do and follow their lead.

Is it okay to decline a nomikai invitation?

It's better to attend occasionally, even if you don't drink. Declining repeatedly can hurt relationships because nomikai is where trust and camaraderie build in Japanese business culture. If you don't drink alcohol, order a non-alcoholic beverage (ノンアルビール, non-aruto bīru — non-alcoholic beer — is widely available). You don't need to stay until the end — leaving after one or two hours with a polite 失礼します is acceptable. The key is showing up and making the effort.

Japanese for Business Professionals