Japanese for Procurement and Supply Chain Professionals
If you buy from Japanese suppliers, the Japanese that helps most is the vocabulary of the order cycle: 見積もり (quotation), 発注 (placing an order), 納期 (delivery date or lead time), 納品 (delivery), 検収 (inspection and acceptance) and 支払条件 (payment terms), plus polite ways to ask about delays, quality and prices. Japanese suppliers often value long, stable relationships, careful specifications and early warning of changes, so a little Japanese and a clear process go a long way. This guide covers key terms, typical conversations and tips for working with Japanese suppliers.
Key terms in the order cycle
| Japanese | Meaning |
|---|---|
| 見積もり依頼 / 見積書 | Request for quotation / quotation |
| 単価 | Unit price |
| 最小発注数量 / ロット | Minimum order quantity / lot |
| 仕様書 / 図面 | Specification / drawing |
| 発注書 / 注文書 / 注文請書 | Purchase order / order confirmation from the supplier |
| 納期 / 納品 | Delivery date or lead time / delivery |
| 検収 | Inspection and acceptance of delivered goods |
| 請求書 / 支払条件 | Invoice / payment terms |
| 不良品 / 返品 / 再発防止 | Defective goods / return / preventing recurrence |
Payment terms are often written as a closing date and a payment date, for example 月末締め翌月末払い (invoices closed at month end, paid at the end of the following month). Check exactly what’s meant before you agree.
Typical conversations
- Asking for a quote: 〇〇の見積もりをお願いできますでしょうか。数量は〇〇個、希望納期は〇月〇日です.
- Checking lead time: 納期はどのくらいかかりますか.
- Chasing a delay: 〇月〇日納品予定の件ですが、進捗はいかがでしょうか. Polite, factual questions work better than pressure.
- Raising a quality issue: describe what you found, with photos and lot numbers, and ask for the cause and a plan to prevent recurrence (原因と再発防止策).
- Price increases: suppliers usually explain the reason, such as materials, energy or exchange rates. Ask for the breakdown and timing before replying.
For emails, see Japanese business email. For calls, see phone calls at work.
Working well with Japanese suppliers
- Be precise in specifications. Japanese suppliers will often follow a spec exactly, so ambiguity comes back as questions or delays.
- Give early notice of changes to forecasts, designs or volumes.
- Expect decisions to take time on new terms; suppliers may need internal approval. See ringi and nemawashi.
- Visit if you can. A factory visit or annual meeting builds trust. See interpreters for site visits.
When to use an interpreter
For negotiations, quality claims and audits, an interpreter makes sure details aren’t lost. See interpreters for supplier calls and negotiating with Japanese companies.
How Hanabuddies can help
Our native Japanese tutors teach business Japanese one-to-one online, in English, built around your real quotes, orders and supplier emails. We also provide English–Japanese interpreters online or in person in Japan and abroad (you cover the interpreter’s travel) and translate specifications and correspondence. Your first 15 minutes of lessons are a free trial.