Conducting Business Meetings in Japan
Business in Japan is built on hierarchy and formal etiquette. Always prioritize punctuality, silence during presentations, and the ritualized exchange of business cards to establish professional trust.
- Master the business card (Meishi) exchange. Carry a dedicated case. Present your card with both hands, text facing the recipient, and with a slight bow. When receiving a card, accept it with both hands, study it carefully for 5-10 seconds, and place it on the table in front of you for the duration of the meeting. Never put it directly into your pocket.
- Dress formally and conservatively. Wear a dark-colored suit, white shirt, and conservative tie. If you are female, stick to professional dark suits or dresses with modest hemlines. Grooming must be impeccable.
- Respect the seating hierarchy. The 'kamiza' (seat of honor) is the seat furthest from the door. Wait to be directed where to sit. If you are the guest, you will likely be placed in the kamiza.
- Prepare for silent contemplation. Japanese executives often value silence to digest information. Do not view a pause in conversation as a need to fill the gap; stay quiet and allow them to process the data.
- Follow up with a formal note. Send a thank-you email or letter within 24 hours. Refer to specific details discussed to show you were listening carefully.
- Is it rude to say 'no' directly?
- Yes. Direct disagreement is considered confrontational. Use phrases like 'that might be difficult' or 'let us consider that' to signal a negative response.
- Should I bring a gift?
- It is highly recommended for a first meeting. Choose something high-quality from your home region, ensure it is wrapped professionally, and present it with both hands at the end of the meeting.