Business Etiquette When Meeting Japanese Clients

Your first meeting with a Japanese client sets the tone for the whole relationship. You don’t need to master every custom, but a few basics, done calmly and with care, show respect and make everyone more comfortable.

Before you go

• Arrive a few minutes early. Being on time matters, and arriving early gives you time to find the right reception desk in a large building.
• Bring plenty of business cards. You may meet more people than you expect. A card with Japanese on the reverse side is a thoughtful touch, especially your company name and your name in katakana.
• Learn names and titles. In Japanese, the family name comes first, and you address people as family name + san, for example Tanaka-san. Never add san to your own name.

Exchanging business cards step by step

The business card exchange, 名刺交換 (meishi kōkan), is usually the first thing that happens after greetings. Cards are treated as an extension of the person, so the care you show matters more than perfect technique.

1. Stand up and step out from behind the table if you can.
2. Hold your card with both hands, text facing the other person so they can read it.
3. Say your company and name, then a short よろしくお願いいたします (yoroshiku onegai itashimasu), roughly “I look forward to working with you.”
4. Receive their card with both hands and take a moment to read it. Repeating their name is a nice way to check the pronunciation.
5. Place the cards on the table in front of you during the meeting, in the order people are sitting. Put them away carefully in a card case at the end.

Avoid writing on a card in front of its owner, pushing it into a back pocket or leaving it behind. When cards are exchanged at the same time, a common courtesy is to hold yours slightly lower than the other person’s, but no one will mind if you get this wrong.

Greetings and bowing

Bowing is a normal greeting in Japan, and its depth reflects the situation. Many Japanese people who work with overseas partners will also offer a handshake, so follow their lead. A handshake with a slight nod is perfectly fine.

Keep your back straight, bend from the waist, and pause briefly at the bottom. Men usually keep their hands at their sides and women often clasp them in front, but a simple, sincere bow is what counts.

Where to sit

Japanese meeting rooms have a seat of honour, 上座 (kamiza), usually the seat farthest from the door. The seat nearest the door, 下座 (shimoza), is for the host or the most junior person. As a guest, you will usually be offered a seat on the kamiza side. The easiest approach is to wait until your host shows you where to sit, and not to sit down until you’re invited to. The same idea applies in taxis, where the seat behind the driver is traditionally the top seat.

Gifts

A small gift, 手土産 (temiyage), is welcome on a first visit, though not required. Good choices are:

• Something from your country or city, such as local sweets or snacks.
• Individually wrapped items that can easily be shared around an office.
• Nicely wrapped, but modest in price, so it doesn’t create an obligation.

Give it with both hands, usually at the beginning or end of the meeting. Don’t be surprised if it isn’t opened in front of you; that’s normal.

After the meeting

Send a short thank-you email the same day or the next morning. Thank them for their time, briefly confirm what was discussed and any next steps, and close with a polite line about the relationship. A clear, prompt follow-up builds trust quickly.

You don’t have to be perfect

Japanese hosts don’t expect overseas visitors to know every rule, and small mistakes are easily forgiven. What people notice is whether you’re attentive and respectful: listening carefully, being on time, and handling cards and gifts with care. If your team would like to practise greetings, introductions and polite phrases before a visit, Hanabuddies offers corporate training with native Japanese tutors, including role-plays of real meeting situations.