Ultimate Guide to Japanese Business Manners & Etiquette

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The complexity of Japanese business manners is a maze that all foreigners need to navigate at some point in their careers. They deeply reflect Japanese culture, such as respect, humility, and hierarchy. So, if you plan to pursue a career in Japan, you will need to demonstrate Japanese cultural understanding through acting out the nuances.

So, what should you keep in mind to avoid saying or doing the wrong things on formal occasions in Japan? Since politeness and consideration are so ingrained in Japanese etiquette, your colleagues may not point out when foreigners make mistakes to avoid making us feel embarrassed. While this is very well-intended, it might make it hard to learn from our mistakes.

From dress code to how to bow correctly, read this guide to find out the Japanese business manners and etiquette you may need to know!

How are Japanese business manners different from other cultures?

While formalities are important in many countries, Japanese work culture still stands out with etiquette that is very deliberate, careful, and modest, likely rooted in Japanese historical customs.

Japan’s history of feudal fragmentation and frequent natural disasters fostered a culture where maintaining social harmony and avoiding conflict were essential for survival. These pressures shaped a tradition of etiquette emphasizing hierarchy, modesty, and respect, which continues to influence the modern workplace.

While the differences are easy to notice, Japanese business manners and etiquette in Japan are fundamentally similar to those anywhere else. You want to show respect and avoid insulting the other party to ensure deals, meetings, partnerships, and any other delicate matters are handled as smoothly as possible.

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1. Bowing and greeting in the Japanese workplace

Displaying good manners begins with proper Japanese greetings. In Japan, bowing is a customary formality when meeting someone for the first time and is even more important in business settings. The deeper and more prolonged the bow, generally, the more respect you are expressing.

In most cases, a really deep and prolonged bow isn’t necessary and may end up looking a little silly or out of place. Bowing your head slightly with your arms at your side should suffice even when meeting people for formal business occasions.

After bowing, you should introduce yourself formally by saying your name and position, followed by saying よろしくお願い致します (yoroshiku onegaitashimasu), which can be translated rather literally as “please be favorable towards me”. However, it’s more like saying “pleasure to meet you”. You don’t need to do a full self-introduction at this point since you will probably do that later in the meeting or interview.

Handshakes

Handshakes are becoming more common but are largely secondary. You might bow first, then do a handshake. There is also a chance that since you’re a foreigner, Japanese businessmen might feel more inclined to give a handshake.

2. Business Japanese language

One of the most essential aspects of Japanese business manners is the language. In a business setting, you need to use a very polite form of Japanese known as Keigo. It is customary to use keigo while working in Japan since it expresses humility and respect to your colleagues, bosses, and clients. There are 3 main forms of keigo to be aware of:

Teineigo (丁寧語): The standard, formal Japanese you will learn if you are a beginner. This includes the です (desu) and ます (masu) forms.
Sonkeigo (尊敬語): An honorific Japanese language that expresses respect to the listener or third party
Kenjougo (謙譲語): A humble Japanese language that shows humility when discussing yourself.

Keigo and using language to communicate respect for the other party need to be present in just about every interaction. From writing emails to online meetings, it is always best to speak with higher regard for the other party since it’s not only for good manners but building long-term relationships.

For a further introduction, please read our guide on Japanese keigo and our guide on Japanese suffixes.

3. Indirectness and non-verbal communication

Keigo is a pretty convenient solution for speaking humbly once you learn it (I know, easier said than done), but it’s not all of Japanese speaking manners. Indirect communication is preferred over overt directness since it can be considered harsh or rude. Whether with fellow colleagues or clients with whom you want to form long-term relationships, it is best to use certain business phrases in Japanese or English that avoid being too direct for requests or refusing.

However, there are also non-verbal communications to keep in mind, such as facial expressions or gestures. This is a skill that may take longer to master since even native Japanese speakers could struggle with this aspect. In some ways, displaying proper manners could also be considered a form of non-verbal communication since it shows your dedication to respecting the other party.

4. Exchanging 名刺 (meishi) or business cards

people exchanging business cards in japan

There is even etiquette in exchanging meishi (名刺), or business cards, in Japan. When meeting someone in a professional capacity, it is customary to exchange meishi, which comes with a whole set of its own etiquette. Trading meishi not only gives you a card with the name of the person you are meeting, but also their position in the company. This can be quite helpful when determining your social interactions with each person. So when trading meishi, the general Japanese business manners include:

Slightly bow, introduce yourself, and present your meishi by showing the front side of the card, holding each corner with both hands.
When receiving a meishi, take it with both hands and acknowledge it.
Put the card somewhere safe, like your bag. Avoid folding the card, putting it in your pocket, or handling it roughly since that can be seen as very disrespectful or even insulting.

For an in-depth guide, read our guide on 名刺交換 (meishi koukan), business card exchange.

5. Punctuality in Japan

You have probably heard about how punctuality is taken to new heights in Japan. Trains are rarely within a minute late, which is a testament to Japan’s dedication to timeliness. This, of course, extends to etiquette in Japan, where being on time displays proper Japanese business manners and respect. Whether it’s a meeting, interview, or just showing up to work, being punctual means showing up around 10 to 15 minutes early.

Arriving at a rendezvous point is considered bad manners and may communicate that you don’t respect the time of all parties you are meeting. Even being right on time doesn’t display the best manners, which is why it is better to be a little early. It also gives you a chance to prepare, break the ice, or even quickly trade meishi before the main meeting starts, which may not allow time for all that.

Read our guide on unwritten Japanese rules you need to follow.

6. Hierarchy and formality play a big role

Hierarchy and formality are deeply rooted in Japanese culture, which is why it’s present in just about every aspect of business etiquette and manners. From keigo to serving drinks at a company dinner, respecting the chain of command is proper etiquette.

Japanese companies and workplaces often follow a strict seniority system based on age, job title, and tenure. Decision-making typically flows from the top down, and those in higher-ranking positions are given the utmost respect both verbally and nonverbally. You also need to show a level of regard for your senpai (先輩), a senior colleague or mentor who is not necessarily your manager or boss, just someone who joined the company before you. Kohai (後輩) refers to a junior employee or subordinate.

Even if you’re a guest from abroad, showing deference to the most senior person in the room, like waiting for them to speak first or following their lead during introductions or meetings, is a sign of cultural competence.

Titles and honorifics

Addressing Japanese colleagues with proper titles and honorifics is essential for showing respect and awareness of their position relative to you. Starting with the very basics, family names are usually used in business settings, especially early in a relationship. But, depending on your relationship with your colleague, you could use their first name instead. Generally, this is how you would use suffixes and professional titles:

Last Name + さん (san). For example, 田中さん (Tanaka-san)
Addressing with a professional title such as shachou (社長, company president), buchou (部長, department manager), or kachou (課長, section chief). For example, instead of “Mr. Sato,” say Sato-san or Sato shachou if referring to a company president.

Avoid using just the first name or dropping honorifics—even if your Japanese counterpart uses your first name. It’s best to mirror formality until explicitly invited to do otherwise.

Hierarchy seating and speaking order

In meetings, formality extends to where people sit and when they speak. This concept is called kamiza (上座) and shimoza (下座), meaning “seat of honor” and “lower seat,” respectively. The Kamiza, or the highest-ranking individual, sits farthest from the door. The Shimoza, or the lowest-ranking or junior person, sits closest to the door, often as a sign of responsibility, such as fetching documents or answering interruptions.

When speaking in the meeting or even just giving a daily report, the seniors speak first, followed by the juniors. Similarly, during introductions or speeches, senior staff or guests are introduced first, while juniors are expected to wait their turn.

7. Meeting and interview business etiquette in Japan

Most of the etiquette already discussed would be applicable to meetings and interviews. Generally, you need to be at least 5 to 10 minutes early when showing up to a meeting. Meetings also often follow the hierarchy etiquette with seniors sitting furthest from the door and juniors sitting closest if the meeting is in person.

For online meetings, the speaking order rules would apply, where your introductions or reporting would be done in order of seniority. Business meetings, especially with clients or upper management, would require you to use keigo if speaking Japanese.

If you have a Japanese interview, there would be several more formalities and steps, including the following:

Knocking 3 times and waiting for a response
Saying shitsurei shimasu (失礼します) when entering the meeting room, being sure to close the door
Greeting with a bow and a very brief self-introduction
Saying “shitsurei shimasu” again before sitting
Exchanging meishi either before or after the interview with both hands
Bowing when leaving the meeting room and closing the door when leaving, saying “shitsureishimasu” again
Letting the staff guide you to the exit or elevator, then bowing and saying “thank you” before leaving

For a more detailed breakdown, read our ultimate guide to Japanese interviews.

8. Japanese business etiquette for dinners and events

Drinking together with your company is a great time to get closer to your colleagues and loosen up a bit. But even in times of celebration, displaying proper manners and etiquette to your colleagues and managers is important. So, here are some standard Japanese business manners and etiquette when drinking with your company and team.

1. Pour drinks for colleagues

You should always pour for your colleagues, starting with seniors first. Use both hands and clearly show the label side of the bottle to the receiver. Always be on the lookout for empty glasses and be ready to pour.

2. Let your colleagues serve you a drink

It is considered proper manners to wait for someone to serve you a drink rather than helping yourself. When someone pours for you, hold your glass with both hands and tilt it in the direction of the person serving you. This just makes it easier for them to pour.

3. Kanpai before drinking

Generally, you should wait to kanpai before consuming anything. It might be considered rude, especially if it’s an alcoholic drink. Generally, the company may want to do a toast to celebrate achievements or make announcements right before the kanpai, so everyone can take a sip to kick off the celebration.

Kanpai-ing with your team and colleagues definitely helps with team morale, but there is a whole rule you need to know. Read our article about kanpai and Japanese drinking culture.

9. Dress code in Japanese corporations

Even your attire should display awareness of Japanese business manners; however, companies and situations can vary, plus times are changing. In general, Japanese business attire consists of formal clothes such as suits and button-up shirts. But there are seasonal considerations. People tend to wear lighter fabrics and even opt out of the suit jacket in the summer, and more layers in the winter. Nowadays, full suits are not necessary every day, but for business meetings and events, it’s highly recommended. So, here are standard conventions for what to wear to maintain Japanese business etiquette.

Dress code for men

For men, button up a shirt and full suit when appropriate.

White or light-colored button-up shirt
Dark slacks or dress pants
When needed, a suit jacket with black, blue, or darker colors. Nothing is too loud or stands out.
A nice tie when wearing a suit.
Black or brown shoes, and leather shoes are the most common, but non-leather formal shoes are also acceptable.

Dress code for women

For women, a formal blouse or button-up with pants or a nice skirt.

Light-colored blouse or button-up shirt
Darker-colored skirts or pants. The color should be the same as your jacket.
When needed, suit Jacket with black, blue, or darker colors
Darker colored heels under 5 cm. You don’t want to wear heels that are too high since they generally stand out.
Simple and natural make-up is considered professional in Japan.

In modern times, especially in start-ups, the dress code in Japan is becoming more casual, where comfort is prioritized over formality (to an extent). While jeans and casual button-ups or polo are not uncommon, shorts and flip-flops are usually where the line is drawn. It’s best to read the room or even ask what’s considered appropriate.

If you are interviewing for a Japanese company, check out our guide on how to attend Japanese job interviews.

Tips on navigating Japanese business manners

1. Prepare and research

Good Japanese business manners start with preparing and researching the company and people you will meet ahead of time. This can allow you to understand who you will be meeting with and their position in the company. Since hierarchy is important in Japanese business culture, it would be good to know who is of the highest rank to adjust your interactions accordingly. It can also help to tailor the meeting’s content to those who are attending.

Researching the company and its culture can also help with being prepared and even showing respect. It’ll also save time since you know what they do and what questions or content should be included in the meeting. Knowing their company culture as well will also help to tailor how you speak, how formal you should be, and how to avoid conflict. With tech start-ups, you might try to show more excitement and energy, while with a large bank, being a bit more conservative, such as highlighting stability or reliability, might be preferable.

2. Gift-giving etiquette

Gift-giving, or “お土産 (omiyage)” and “贈り物 (okurimono)”, is a valued custom in Japan that plays a significant role in building and maintaining professional relationships. Giving a thoughtful gift shows respect and appreciation for your fellow colleagues or clients that you are meeting. However, there are specific unspoken rules around how, when, and what to give. So generally, these are common occasions for giving gifts:

First-time visits or meetings: As a gesture of goodwill or appreciation
Returning from a trip (either business or personal trips that you took time off for): Bring omiyage (souvenirs) for coworkers or clients
Seasonal events: Gifts are exchanged during Ochūgen (mid-summer) and Oseibo (end of year) seasons
Celebrations or milestones: Company anniversaries, promotions, retirements, or completed deals

The ideal gift is useful, elegant, and consumable, such as high-quality local snacks, tea, stationery, or regional specialties. For a more detailed guide, read our blog on gift-giving etiquette.

3. Prioritize long-term relationships

Japanese business etiquette, at its core, is about building long-term relationships. This effort doesn’t end with business meetings. Attending dinners, sports events, and other social activities is a part of developing strong relationships with colleagues and clients. By maintaining contact consistently, you will gain trust with business partners, allowing for smoother dealings and negotiations.

Conclusion: Why learning Japanese business etiquette matters

Understanding Japanese business etiquette goes far beyond simply following rules; it’s about demonstrating respect, humility, and a willingness to adapt.

Even if your job doesn’t require much Japanese, having a basic grasp of these customs can go a long way. It helps avoid misunderstandings, builds trust, and shows that you value your professional relationships.

If you’re aiming to build a career in Japan and want to speak Japanese professionally, start learning business Japanese at Coto Academy. Our business Japanese and advanced intensive Japanese courses are designed for real-life application. We help you form deeper connections and gain a solid understanding of Japanese business etiquette and communication.

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FAQ

Should you bring gifts to business meetings in Japan?

It is customary to bring a gift when meeting with clients for the first time, but it is not always necessary. There are also certain occasions for giving gifts, such as for celebrating milestones or seasonal events.

What gifts should you avoid giving in Japanese business?

What is the most important rule in Japanese business etiquette?

It might be difficult to pinpoint 1 specific rule since displaying good Japanese business manners holistically will give the best impression of who you are. So, the most important aspect of Japanese etiquette is that the other party feels respected. In order to do this, you can speak respectfully, be on time, and be prepared.

What is considered poor business etiquette in Japan?

Just to name a few: using overly casual language or slang, being overly direct, such as blatantly disagreeing without consideration, interrupting, being late, or showing up wearing inappropriate business attire.

What are considered good manners when greeting in Japanese business?

When meeting someone for the first time, it is customary to bow, followed by a brief self-introduction and trading meishi (business cards). Handshakes are becoming more common but are largely secondary. But after the first time, when meeting with external clients, it is still good to bow and thank them for their cooperation with you.

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