Japanese Business Etiquette: A Practical Guide for First Meetings

First meetings with Japanese companies follow customs that can feel unfamiliar. Knowing the basics shows respect and helps relationships start well. Here's a practical guide to business etiquette in Japan.

Before the meeting

• Be punctual. Arriving a few minutes early is expected; being late without notice makes a poor impression.
• Prepare materials carefully. Clear documents, ideally with key points translated into Japanese, are appreciated.
• Expect a careful pace. Decisions often involve several people and may take time.

Business cards (meishi)

The business card exchange is an important ritual.

1. Bring plenty of cards, ideally printed in English on one side and Japanese on the other.
2. Offer your card with both hands, text facing the recipient, with a slight bow.
3. Receive cards with both hands and take a moment to read them.
4. During the meeting, place received cards neatly on the table in front of you.
5. Never write on a card in front of its owner, or stuff it in a back pocket.

Greetings and titles

• A light bow is common; follow your host's lead. A handshake is also widely accepted with international visitors.
• Use family names with -san (for example, Tanaka-san). Don't add -san to your own name.

In the meeting

• Seniority matters. Hosts usually show guests where to sit.
• Listen carefully and avoid interrupting.
• Direct "no" is uncommon. Phrases like "that may be difficult" can signal a polite refusal.
• Silence is normal and often means people are thinking.

Gifts

Small, good-quality gifts from your home country are a thoughtful gesture, often given at the end of a first meeting. Present them modestly, with both hands.

After the meeting

• Send a polite thank-you email the same day or the next.
• Summarize what was discussed and the next steps.
• Follow up on promises promptly. Reliability builds trust.

Dining with business partners

If invited out, wait for the host's lead. Pour drinks for others rather than yourself, and say kanpai (cheers) together before drinking. Saying itadakimasu before eating is a nice touch.

The bigger picture

Japanese business culture values trust, reliability and long-term relationships. Take time, be consistent and show genuine interest. The relationships built this way are often strong and lasting.