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Doing business with Japan

Hosting Japanese Visitors at Your Company: Itinerary, Meetings, Gifts and Dinner

By the Hanabuddies team · · 4 min read

When a Japanese client, partner or delegation visits your company, the visit usually goes best when you plan a clear itinerary and share it in advance, arrange language support for the meetings, get the introductions and seating right, and follow up in writing afterwards. Japanese visitors often travel a long way with a fixed agenda and a report to write when they get home, so being well organised is the most respectful thing you can do. This guide covers each stage, from the invitation to the thank-you email.

Before the visit

  • Agree the purpose and agenda early. Ask what they hope to see and who they want to meet. Japanese teams often prepare questions in advance and appreciate knowing the schedule down to the hour.
  • Send a written itinerary with times, addresses, attendees and their job titles. A Japanese version is a thoughtful touch.
  • Find out the visitors’ names and titles, and who is the most senior. That affects introductions, seating and who speaks first. Our guide to Japanese job titles and hierarchy helps you read business cards.
  • Plan language support. Some visitors speak good English, others don’t, and even fluent speakers may prefer Japanese for detailed discussions. Ask politely, and arrange an interpreter for the key meetings.
  • Prepare materials: slides, brochures and a short company profile, translated into Japanese where possible.

Arrival and introductions

Meet the group at reception yourself rather than leaving them to find their way. Exchange business cards with both hands, read each card for a moment, and keep them on the table in front of you during the meeting, arranged by where people are sitting. Introduce your own team from most senior to most junior. For the details of bowing, cards and greetings, see business etiquette when meeting Japanese clients.

Seating

In Japan, the seat of honour (上座, kamiza) is the one furthest from the door, and the host side sits nearer the door (下座, shimoza). Offer your most senior guest the seat furthest from the door, with their team beside them, facing your team. It’s a small gesture that visitors notice.

Meetings and presentations

  • Keep to the schedule. Start and finish on time.
  • Speak clearly and avoid slang, even with visitors who speak English.
  • Put key numbers and conclusions on slides, and give visitors a copy to take home. They will likely write a visit report.
  • Leave time for questions, and don’t take silence as a lack of interest. Questions may come later, in writing.
  • Don’t expect decisions on the spot. Visitors usually take information home to discuss. See running meetings with Japanese partners.

Language support during the visit

For key meetings and presentations, an interpreter makes a real difference, both for accuracy and for showing respect. An interpreter can be with you in person for the whole visit, or, if that isn’t practical, join by video for the sessions that matter most, such as a presentation, a technical discussion or a negotiation, with the call shown on a screen in the meeting room. Use a good conference microphone so the interpreter can hear everyone. Our guide on online interpreting explains the set-up.

Gifts

Japanese visitors often bring a gift, called 手土産 (temiyage), usually something from their home region, presented at the start or end of the first meeting. Accept it with both hands and thank them. It’s good to have a modest gift ready in return, ideally something local or connected with your company. See business gifts and seasonal greetings in Japan.

Lunch and dinner

A shared meal is an important part of building the relationship. Ask in advance about dietary needs. The host usually pays, and the most senior host and guest sit in the most central seats. Toasts are common, and it’s polite to fill others’ glasses rather than your own. Keep business light at dinner; this is about getting to know each other.

After the visit

Send a thank-you email the same day or the next morning, addressed to the most senior visitor and copying the others. Summarise the main points and next steps, and attach any materials you promised. Sending the summary in both Japanese and English is the best way to make sure everyone back in Japan reads it the same way. Our guide to writing a business email in Japanese has useful set phrases.

How Hanabuddies can help

We provide live English–Japanese interpreting for meetings, presentations, site tours and dinners during a visit, in person (wherever you are; you cover travel expenses) or over video, and we translate itineraries, slides, company profiles and follow-up emails. Our tutors can also teach your team a few Japanese greetings so the welcome feels personal. Tell us about the visit and we’ll suggest what would help most.