Do I need to speak Japanese?

No. English is spoken in international business contexts and major hotels. Download Google Translate and take it with you. For formal meetings, have key terms pre-translated or bring an interpreter. Politeness and patience go further than fluency.

What time should I arrive at my hotel?

Check-in is usually 3pm, checkout at 11am. If you land in the morning (common on US-Japan routes), you can't check in until afternoon. Many hotels will store your bags and let you rest in a lounge or shower. Ask when you book.

Can I take a taxi from the airport or should I use the train?

Use the train. Taxis from Haneda or Narita cost $50-80 and sit in traffic. The Narita Express (N'EX) train takes 60 minutes to central Tokyo for ¥3,000 ($20). The Haneda Express is even faster. Trains are predictable, cheaper, and the first lesson in Japan's efficiency.

What if I need to reschedule a meeting?

Do it as early as possible by email — at least 48 hours notice, ideally a week. Canceling or rescheduling a meeting last-minute is considered very disrespectful in Japanese business culture. If you must reschedule, apologize formally and suggest multiple alternative times.

Should I exchange currency before I leave?

No. Withdraw cash at the airport ATM (7-Eleven ATMs take US cards and charge reasonable fees). The airport exchange rate is worse than the ATM rate. Bring your US debit card, not traveler's checks. Japan is still heavily cash-based despite its reputation for being high-tech.

Is it safe to walk around at night?

Yes. Major business districts and central areas are extremely safe. Walking around Shinjuku, Shibuya, or Minato at midnight is normal and safe. The main risk is getting lost, not crime. Use Google Maps.

How much should I budget for client entertainment meals?

If you're treating clients, budget $40-80 per person for dinner at a mid-range restaurant, $100+ if it's a nicer establishment. Lunch is cheaper ($15-30 per person). Your host company usually treats on the first evening. Don't offer to pay for the first meal — it's considered presumptuous.

How to Plan Your First Business Trip to Japan

Book your flights 6-8 weeks ahead, arrange accommodation near a major train station, get a pocket WiFi device, and build in 2-3 days before meetings start to adjust to jet lag and learn the basics of the train system. Japan's business culture moves fast, but the logistics are straightforward once you know the standard moves.

Choose your city and dates. Tokyo is the default for first-time business travelers — most international flights land there, and it has the most English signage and English-speaking professionals. Osaka is second. Avoid Golden Week (late April to early May), O-bon (mid-August), and New Year (late December to early January) — offices close and transport gets chaotic. Book your dates around your actual meetings, not before. One week is typical for a first trip; 4-5 days minimum if you're just meeting one client.
Book flights early. Book 6-8 weeks ahead for better prices. Fly into Narita (NRT, 60km east of Tokyo) or Haneda (HND, 14km south — more convenient). If you're based on the US West Coast, direct flights are common and recommended; East Coast flights usually connect through San Francisco or Seattle. Budget $900-1,400 for economy from the US. Factor in a 14-hour flight plus jet lag recovery.
Arrange accommodation near a major station. Stay within walking distance (5-10 minutes) of a major JR or metro station — this cuts your commute time in half and prevents navigation stress. In Tokyo, Shinjuku, Shibuya, Minato (near central business district), or Chiyoda are business-travel smart. Book a business hotel (clean, reliable, $100-180/night) rather than an Airbnb — front desk staff can help with logistics, and they understand business traveler needs. Book 4-6 weeks ahead.
Get a pocket WiFi device. Rent a pocket WiFi hotspot from your airport's rental booth when you land ($7-10/day). This is faster and more reliable than an SIM card for a first trip, and you avoid the setup hassle. Return it at the airport when you leave. Alternative: buy a prepaid SIM card at the airport if you want to keep it simple and cheaper ($30-50 for 10 days), but you'll need an unlocked phone.
Get a Suica or Pasmo card. Buy a rechargeable transit card at the airport (¥2,000 / about $14, includes ¥1,500 balance) and use it on all trains, buses, and convenience stores. It eliminates the friction of buying individual tickets. Load it up at any station's convenience store. This single move cuts 15 minutes of confusion off your first day.
Research the train system for your specific routes. Download the Google Maps app or Hyperdia app and search the exact stations from your hotel to your meeting locations. Japanese trains run on precise schedules and you'll know exact travel times (usually 20-45 minutes in Tokyo). Screenshot or bookmark 2-3 key routes. Trains run 5am-midnight; taxis are expensive after that ($15-30+ for short distances).
Confirm business dress code with your host. Email your main contact and ask directly: 'What should I wear to our meetings?' Japanese business defaults to dark suit, white or light blue shirt, conservative tie. Women wear dark suit or dress with minimal jewelry. But some tech companies and younger firms are business casual. Don't assume. Ask.
Arrange an interpreter if English isn't guaranteed. Email your host company 2 weeks ahead and ask: 'Will our meetings be in English, or should I arrange an interpreter?' If it's a major international company, they'll likely have English speakers. If it's a smaller firm or manufacturing company, interpreter costs ($300-500/day) are worth budgeting for. Book through your hotel concierge or a professional service.
Handle the jet lag buffer. Arrive 2-3 days before your first meeting. Use this time to adjust sleep (go outside in daylight immediately, don't nap), learn your hotel-to-meeting route in person, and handle any surprises without stress. Jet lag hits hard on the US-Japan route; this buffer prevents you from showing up exhausted to important meetings.
Prepare business cards. Print business cards before you leave. Bring 50-100 — you'll exchange them constantly (it's a formal ritual in Japan). Have them printed with English on one side if possible. Offer them with both hands and a slight bow. This is not optional.
Pack a minimal business wardrobe. Bring 2 dark suits (wool, wrinkle-resistant), 4 conservative shirts, 2 ties, dark socks, dark shoes (leather, polished), and one casual outfit for evenings. Japan's climate varies: check the forecast for your dates. Hotels iron shirts quickly (ask at front desk). You'll wear the same suits multiple days in a row — this is normal and expected.

Do I need to speak Japanese?: No. English is spoken in international business contexts and major hotels. Download Google Translate and take it with you. For formal meetings, have key terms pre-translated or bring an interpreter. Politeness and patience go further than fluency.
What time should I arrive at my hotel?: Check-in is usually 3pm, checkout at 11am. If you land in the morning (common on US-Japan routes), you can't check in until afternoon. Many hotels will store your bags and let you rest in a lounge or shower. Ask when you book.
Can I take a taxi from the airport or should I use the train?: Use the train. Taxis from Haneda or Narita cost $50-80 and sit in traffic. The Narita Express (N'EX) train takes 60 minutes to central Tokyo for ¥3,000 ($20). The Haneda Express is even faster. Trains are predictable, cheaper, and the first lesson in Japan's efficiency.
What if I need to reschedule a meeting?: Do it as early as possible by email — at least 48 hours notice, ideally a week. Canceling or rescheduling a meeting last-minute is considered very disrespectful in Japanese business culture. If you must reschedule, apologize formally and suggest multiple alternative times.
Should I exchange currency before I leave?: No. Withdraw cash at the airport ATM (7-Eleven ATMs take US cards and charge reasonable fees). The airport exchange rate is worse than the ATM rate. Bring your US debit card, not traveler's checks. Japan is still heavily cash-based despite its reputation for being high-tech.
Is it safe to walk around at night?: Yes. Major business districts and central areas are extremely safe. Walking around Shinjuku, Shibuya, or Minato at midnight is normal and safe. The main risk is getting lost, not crime. Use Google Maps.
How much should I budget for client entertainment meals?: If you're treating clients, budget $40-80 per person for dinner at a mid-range restaurant, $100+ if it's a nicer establishment. Lunch is cheaper ($15-30 per person). Your host company usually treats on the first evening. Don't offer to pay for the first meal — it's considered presumptuous.