Japanese for Diplomats and Government Staff Working with Japan
If you’re posted to Japan with an embassy, consulate, trade office or government agency, or you work with Japanese officials from home, the Japanese that helps most is polite, formal and relationship-focused. Prioritise a confident self-introduction, keigo for meetings and receptions, short speeches and toasts, the vocabulary of your own field, and the etiquette of business cards, seating and gifts. Even if official meetings use interpreters, being able to greet, thank and make small talk in Japanese builds trust quickly.
What to learn first
| Priority | Why it helps |
|---|---|
| Formal self-introduction | Your name, role and organisation, said smoothly at every first meeting. See how to introduce yourself in Japanese. |
| Keigo | Officials and senior counterparts expect respectful language. See keigo for work. |
| Short speeches and toasts | Receptions, ceremonies and visits often call for a few words. See giving a short speech in Japanese. |
| Titles and hierarchy | Knowing who is a 部長 or 局長 and how to address them. See Japanese job titles and hierarchy. |
| Your field’s vocabulary | Trade, culture, science, defence or consular terms, so you can follow discussions and read briefings. |
| Small talk | Seasons, travel, food and your impressions of Japan at dinners and receptions. See small talk at work. |
Phrases for official occasions
| Japanese | Say it | Meaning |
|---|---|---|
| 本日はお招きいただき、ありがとうございます。 | honjitsu wa omaneki itadaki, arigatō gozaimasu. | Thank you for inviting us today. |
| 大使館で経済を担当しております。 | taishikan de keizai o tantō shite orimasu. | I’m responsible for economic affairs at the embassy. |
| 両国の関係がますます発展することを願っております。 | ryōkoku no kankei ga masumasu hatten suru koto o negatte orimasu. | I hope relations between our two countries continue to grow. |
| 今後ともどうぞよろしくお願いいたします。 | kongo tomo dōzo yoroshiku onegai itashimasu. | I look forward to continuing to work with you. |
| 乾杯の音頭を取らせていただきます。 | kanpai no ondo o torasete itadakimasu. | Allow me to propose a toast. |
Etiquette that matters
- Business cards are exchanged with both hands, read, and kept on the table during the meeting. A Japanese side helps. See translating business cards into Japanese.
- Seating follows rank, with the most senior guest furthest from the door.
- Gifts are common at visits and seasonal occasions. See Japanese business gifts and seasonal greetings.
- Decisions are often made through consultation before meetings, so a meeting may confirm rather than decide. See negotiating with Japanese companies.
A study plan before a posting
- Months before: kana, polite basics, self-introduction and survival Japanese for daily life. See the moving to Japan checklist.
- Weeks before: keigo for meetings, a prepared speech, your field’s key terms.
- In post: regular lessons around your schedule, rehearsing for specific events and reading news in your area. See how to read Japanese news.
How Hanabuddies can help
Our native tutors teach one-to-one online, around demanding schedules and across time zones, with lessons built around your role: formal introductions, keigo, speeches and toasts, and the vocabulary of your field. We can also check the Japanese in a short speech before an event. We’re an independent language service; lessons use public materials and we don’t handle confidential or classified information.