Business etiquette in Japan

The bow is the basic greeting; its depth reflects the relationship and the occasion. With foreign partners, many Japanese business people also offer a handshake, sometimes with a slight bow. Business cards are exchanged at the first meeting, immediately after the greeting.

People are addressed by their surname plus -san; first names are rarely used in business, even after years. Senior people may be addressed by their title, such as Tanaka-buchō (department head Tanaka). One never adds -san to one's own name or, when speaking to outsiders, to colleagues from one's own company.

Seating follows a hierarchy. The seat of honour (kamiza) is furthest from the door, often facing it; the lowest-ranking seat (shimoza) is nearest the door. Guests are shown to their seats and should wait to be invited; in meeting rooms, the two parties usually sit on opposite sides of the table in order of rank, with the most senior in the middle.

First meetings are often for introductions rather than decisions. The senior person on each side speaks first; subordinates may say little. Agendas and documents sent in advance, ideally in Japanese, are appreciated, and minutes or a summary afterwards help confirm understanding.

Japanese communication is often indirect. A direct 'no' is avoided to preserve harmony; phrases such as 'we will consider it' (kentō shimasu) or 'that may be difficult' (chotto muzukashii) can signal refusal. 'Hai' often means 'I hear you' rather than agreement. Silence during a meeting is normal and not a sign of rejection.

Decisions are prepared through informal consultation (nemawashi) and formal circulation of a proposal for approval (ringi). This can make progress seem slow and means that the person at the table may not be able to decide alone. Once agreement is reached, implementation tends to be fast and reliable. Pressing for an immediate answer is counterproductive.

Japanese business language uses keigo, the honorific system that raises the listener and humbles the speaker. Foreigners are not expected to use it, but basic polite phrases are appreciated. In English, clear, simple sentences and written follow-up reduce misunderstandings; an interpreter is advisable for important negotiations.

E-mails follow set forms with seasonal or formal openings and closing phrases such as 'yoroshiku onegai shimasu', which expresses the hope for goodwill and cooperation.

Gifts are part of business relationships. Visitors often bring a small, well-wrapped gift from their home region for the host company, handed over at the end of the first meeting with both hands. Food specialities that can be shared in the office are a safe choice; knives and items in sets of four are traditionally avoided.

Companies exchange seasonal gifts in summer (ochūgen) and at year-end (oseibo). Gifts are often not opened in the giver's presence.

Dinners and drinks (settai, nomikai) help build personal trust. The host usually orders and pays; guests wait for the toast ('kanpai') before drinking and fill others' glasses rather than their own. It is acceptable to decline alcohol politely. Conversation is informal, and the hierarchy relaxes somewhat, though not entirely.

Dress is conservative: dark suits and white shirts are standard. From May to September many companies follow 'Cool Biz', promoted by the Ministry of the Environment since 2005, allowing business wear without jacket and tie.