Japan Business Etiquette

Japan is a polite country where service is considered an art. Quiet and harmony are revered. Direct business approaches are not received well—patience is necessary. Relax, go with the flow and always be on time. Japan is a wonderful, fascinating and, unless you're careful, an expensive destination. Be aware of major holiday periods when there are many closings and public transportation is fully booked. These occur the first week of January, the last week of April/first week of May, and in late July or early August.

Japanese usually bow upon meeting, but more and more are adopting handshaking, especially if they are greeting foreigners. Japanese men generally don't know how to greet foreign women, so foreign women should take the lead and extend a hand first. Japanese usually stand when they are introduced to someone. Japanese men do not stand when a woman enters a room. Business cards are important in Japan. Foreigners should accept the Japanese business card with two hands if possible, consider it carefully and put it in a pocket or special card case. Often cards are left on the table during first meetings and are collected after the business is finished. The cards should not be written on in the presence of the owner. Business cards should be bilingual, if possible, with English on one side and Japanese on the other. Business conversations in Japan are more formal than in the West. Familiarity is encouraged but at a much slower pace. True friendship takes years. You have to be patient to be successful in Japan. Titles are relatively easy in Japan since foreigners can get by quite nicely simply using the family name followed by san, as in Tanaka-san. It is much more complicated for the Japanese. Japanese use surnames, followed by san in most situations. Foreigners should do the same, but they should never use san with their own names. For example, "Hello Tanaka-san, my name is Bob Smith. Please call me Bob." Some Westerners, particularly bosses, become Bob-san or Jill-san, but Japanese first names are seldom used outside the family. Business rank is more important than age, but usually the higher rankings come with age. The president should be addressed first, even when there are older people in the room. Marital status is rarely discussed in business situations. There is usually a clear separation between home life and office life.

Japanese personal space is tight, but only because of the amazingly crowded situations with which they must cope. Japanese are not comfortable with touching in public. A friendly pat on the back would not be welcome. Informal body language is not well received, but it is acceptable for foreigners to be more relaxed than their Japanese counterparts. Pointing with a finger is frowned upon. It is more polite to point with the whole hand.

Most Japanese read English quite well but have had little experience speaking English. They are shy about speaking English, particularly in front of other Japanese people. Business conversations in Japan are more formal than in the West. Business visitors should consider hiring an interpreter unless they know that the people they are meeting are comfortable speaking English. Useful Japanese phrases: Sumeemasen, Nihongo wa shabayraymasen (pronounced su-mee-ma-sen, nee-hongo wa sha-bay-ray-ma-sen) "I'm sorry, I don't speak Japanese." Ayeego wa wakareemasuka? (pronounced ay-ee-go wa wa-ka-ree-ma-su-ka) "Do you speak English?" Dozo (pronounced do-zo) "Please (go ahead)." Onagaeesheemasu (pronounced ona-ga-ee-shee-masu) "Please (help me)." Areegato (pronounced a-ree-ga-toe) "Thank you." Koneecheewa (pronounced ko-nee-chee-wa) "Hello." Gomen nasaee (pronounced go-men na-sa-ee) "Sorry." Sumeemasen (pronounced su-mee-ma-sen) "Excuse me." Haee (pronounced ha-ee) "Yes." Ee ee ay (pronounced ee-ee-ay) "No." (or say "No") Japanese tend to speak a lot and say very little because of the politeness and indirectness of the culture. Numerous rote sentences often preface messages. Japanese do not use much slang. There is Japanese profanity, but foreigners should not attempt to use it. Loud speech and loud laughter are both considered impolite. Japanese are not comfortable with a lot of eye contact.

Business appointments should be made well in advance, if possible. Dropping in because you are in town is simply not done. Punctuality is expected of everyone in Japan. To be late is an insult to all involved. If you are late for a job interview, don't bother to go. You won't get the job. Intermediaries are generally no longer necessary for scheduling meetings and conducting business in Japan. Westerners can do business directly, but an interpreter may be necessary if your Japanese partner is not comfortable doing business in English. Because personal contact is highly valued, most companies will have an employee who can serve as interpreter; intermediaries usually will not get much real business done.

Business is usually conducted in designated meeting rooms at corporate headquarters, or in the offices of the executives. Sometimes business is conducted in hotel dining rooms or restaurants. Non-alcoholic drinks are usually provided at meetings in Japanese companies. Most Japanese businessmen like to drink, however, and alcohol may be served at the company and is almost always served at restaurant or hotel meetings. Japanese-style snacks (quite tasty) are almost always provided if alcohol is served. The Japanese are comfortable with an indirect business style. The best advice might be for the foreigner to make small talk as long as possible, until the Japanese partner opens the discussion to business. Appropriate topics for small talk include golf, sports, the city, food, Japanese art and Japanese history (skip World War II). In addition to WWII, other topics to be avoided include trade problems, scandals and politics in general. Successful foreign negotiators in Japan are patient and understand that decisions often cannot be made until individuals in many groups have agreed. For the most part, Japanese are soft-sell experts.

Business-related meals will almost always take place at a restaurant or a company dining room. Business lunches are not common, but when they do occur they take place around noon. Japanese are capable of eating lunch in a manner of minutes, but business meals with foreigners are more relaxed and may last from one to two hours. The most common business meal by far is dinner, which usually begins from 7-9 pm and lasts until about 11 pm (often involving a move from the dinner restaurant to a less formal venue). Most meals in Japan are now eaten in Western fashion, at a table with chairs, but a number of traditional restaurants still serve guests seated on mats on the floor with low tables for the food. These can be quite cramped, but foreigners should feel free to be comfortable. It is not necessary to sit cross-legged if that is uncomfortable. Seating arrangements are not as formal as they once were. Traditionally, the most important person sits farthest from the door. Guests will usually be seated next to young people who can speak English and interpret if necessary. Business in Japan is still conducted primarily by men, but that is changing. It is possible that female Japanese colleagues may attend a business meal. Men and women commonly dine together with family and friends and on dates. Men do not usually stand when a woman leaves the table. Do not put soy sauce or any other sauce on the rice. Do not put a large amount of wasabi horseradish into your mouth (unless you want to feel your head explode). Restaurants often serve meals somewhat haphazardly. One person may receive a full meal while others have received nothing or only parts of their meals. Eat what comes when it comes. Buffet-style dining is becoming more popular as Western influence creeps in. It is acceptable to leave some food on your plate. But the portions are relatively small, so most people finish everything. Japanese foods and tastes are quite foreign to visitors, and the Japanese know this. You should try anything that is served, but it is perfectly acceptable to leave food that you do not like. There is no need to comment on food you find displeasing. Inform your hosts if you have a food allergy or some other reason not to eat certain foods. Otherwise it is acceptable to leave food untouched without an explanation if there is a variety of food served. Try to eat with chopsticks. If you fumble for a bit, your hosts will usually ask if you would like a fork. It is perfectly acceptable for you to ask for Western utensils. Chopsticks should be left resting on the top of a bowl or on a chopsticks holder after the meal. Never leave them sticking into a bowl of unfinished rice, as this signifies that someone has died. It is acceptable to eat sushi with your hands (hot towels are usually provided). Otherwise chopsticks are used. Japanese restaurants often do not provide napkins. Food is usually served so that napkins are unnecessary, and hot towels are usually provided at the beginning of a meal. Excusing yourself to go to the restroom is perfectly acceptable, although it's best to ask about the location of the "toilet" because the term "bathroom" may be confusing—Japanese only take baths in a bathroom. The toilet is usually in a separate small room. Drinking is common in Japan, but nondrinkers don't need to drink in order to be friendly or to do business. You can explain that you don't drink, or you can just leave your glass full (if you drink any of it someone will fill it to the top again). Typically, toasts are only made at the beginning and end of Japanese parties or drinking and dining sessions, usually by the Japanese host. Foreigners shouldn't feel that they must make a toast in return. If your host takes you to dinner in Japan, he will expect to pay. It is not necessary for you to offer to pay—just return the favor when he visits you. There is no tipping in Japan.

In business situations men should wear dress pants, a dress shirt and tie. Women should dress conservatively as well. Although conservative dress is most appropriate for business in Japan, you should feel free to wear whatever is comfortable while sightseeing. Just remember that casual clothes, shorts and sneakers are appropriate only for non-business occasions.

In Japan, gift giving is a complicated art. Foreigners are advised to simply do their best and to have a sense of humor. Be forewarned: If you give a gift to a Japanese host, the host is honor bound to give a gift in return. Then, of course, you should give a gift in return. This can go on for a lifetime and be passed on to future generations. The best gift is a distinctive item from your home country with a value that cannot be easily assessed (although this may be cruel as Japanese have clear-cut, but unwritten, formulas for gift giving and receiving). Gifts should cost US$10-$25. Avoid giving flowers unless you know the Japanese customs. For example, you should never give four of anything. It is customary in Japan for visitors to send handwritten thank-you notes. E-mail is acceptable for business situations.

Contrary to popular Western belief, Japan is not a sexist country, but it is a different country. Women are still not treated equally in most businesses, but they enjoy more power in the home than many Western women do, usually controlling all finances. Business in Japan is still conducted primarily by men, but that is changing. Women in Japan are still expected to work for four or five years and to then marry and stay home to raise the family, and very few women hold high-ranking jobs in major businesses. But Japanese women are proving to be great entrepreneurs. Their status is rising, even in the traditional businesses. Foreign women conducting business in Japan should have few problems. Japanese businessmen know women are powerful in business overseas, and they accept that fact. Women, particularly foreign women, are free to go most anywhere in Japan. It is quite common for women to be unaccompanied in public. A foreign woman's marital status has no bearing on how she is treated in business or social settings. The rules are different for Japanese ladies, but they know how to handle the various situations quite well. Men and women are treated equally on public transportation. There are no special rules for women in terms of attire. Conservative dress is best for business.

The biggest problem Westerners have in Japan involves being too direct, particularly in business. Decisions cannot be demanded or rushed. Patience is necessary. Japanese maintain a solid wall of separation between business and family matters. Foreigners should not ask about families unless their Japanese partners do so first. Remove your shoes in the entryway before entering a Japanese house. It's a good idea for foreigners to bring slippers, especially to shrines and temples where the slippers provided are not large enough for most foreigners. Modern Japanese are generally not very religious. They still go to temples and shrines, but more for luck than from faith. It is appropriate to compliment a host's possessions. Business visitors to Japan intending to do business in their hotels should choose the better hotels. The quality of the hotel will reflect on the quality of the visitor's business. It is not a good idea for visitors to drive cars in Japan. The roads are confusing and often without English signs. Public transportation is very good. Hiring a car and driver is a much better choice than renting a car. There are no special customs about photography.

Japanese bath resorts (onsens) are often a bit confusing for foreigners. One should watch what the Japanese do, and be sure to wash thoroughly before entering the bath. The baths are for relaxation—loud conversation is not appropriate.