What is Japanese business etiquette? Basic rules and culture you should know before working

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If you work in Japan, it’s important to know about workplace etiquette and Japan’s unique business culture. Japanese business etiquette in particular has many detailed rules, so you may be confused at first. However, learning basic business etiquette will leave a good impression at work and make your work go more smoothly. Greetings, time management, and the use of honorific language are particularly important in Japanese workplaces.

This article provides an easy-to-understand introduction to the business etiquette required in Japanese workplaces.

Basics of Japanese Business Etiquette

Greetings

Greetings are very important in the Japanese workplace. If you don’t greet people, they may think you are unmotivated or rude. Make sure to greet them yourself, speaking out loud clearly. Don’t just say it, but make a better impression if you look the other person in the eye and greet them with a smile.

Make sure you know how to use different greetings depending on the situation.

If you want to know more about Japanese greetings, check out the articles below!
Let’s learn Japanese greetings! From basic greetings to business greetings

Use honorific language

In Japan, it is common to use honorific language when speaking to superiors and customers. In particular, if you work in a hotel or inn, polite customer service is required, so it is ideal to be able to use honorific language correctly. Using honorific language correctly puts customers at ease and also leads to a good impression.

Honorific language can be broadly divided into three types: “sonkei-go,” “kenjo-go,” and “teinei-go.”

In business, you are also required to rephrase everyday words in different ways.

Being punctual

In Japan, being punctual is very important. If your workday starts at 9:00, don’t arrive at exactly 9:00, but arrive at the workplace 5 to 10 minutes early and be ready to start working. If you have a meeting or appointment, it is considered ideal to be at your desk 5 minutes before the appointed time. It is also important to keep to deadlines for submitting documents, etc. If you are going to be later than planned, let your boss know as soon as possible that you will be late. In Japan, it is considered that “being punctual = leading to trust,” so it is important to be conscious of time in any situation.

Be careful where you sit

In the Japanese business world, there are also rules regarding where to sit. When you are in a business meeting, conference, or dining with your superiors or business partners, be careful about where you sit. Generally, the seat furthest from the entrance is considered the “kamiza” (upper seat) and is reserved for people with higher positions or customers. On the other hand, the seat closest to the entrance is considered the “shimoza” (lower seat) and is generally reserved for subordinates and new recruits. If you’re not sure where to sit, start by sitting in the seat closest to the entrance.

Pay attention to grooming

In the Japanese workplace, you are expected to be well-groomed and clean.

Suits or office casual are the norm, and it is recommended to avoid brightly colored or designed clothes and large accessories. It is important to keep your shirt and tie wrinkle-free and your shoes polished. Keep your hair neat and tidy, and if it is long, tie it up to maintain a clean appearance. You also need to pay attention to the small details, such as making sure your nails are not too long or that your perfume is not too strong.

Simple and clean grooming is the norm in Japan, so it is important to avoid making others feel uncomfortable. Being well-groomed also makes it easier for people to evaluate your attitude toward work.

Conduct “Ho-Ren-So” (reporting, contacting, and consulting) frequently

“Ho-ren-so” refers to the three elements of “reporting,” “contacting,” and “consulting,” and is essential for the smooth running of work. In hospitality businesses such as hotels, staff can provide better service to customers by sharing information correctly among themselves.

By doing the reporting, contacting, and consulting properly, you can prevent mistakes and work smoothly as a team. In Japanese workplaces, it is important to “immediately report, contact, and consult if something happens,” so be sure to keep this in mind at all times.

When exchanging business cards, the person of lower rank should give first.

In Japan, it is the rule that the person of lower rank should hand over their business card first.

When handing over your business card, hold it with both hands, look the other person in the eye and bow slightly. It will come across as more polite if you introduce yourself by saying, “I’m △△ from ○○ Company. I look forward to working with you.” It is also good manners for the recipient to receive the card with both hands and add, “Thank you for your help.”

There are other business manners and cultures unique to Japan!

In addition to this, Japan has a variety of business etiquette and culture.

Don’t call people by their first names

Close friends call each other by their first names, but in the Japanese business world, it is standard to not call people by their first names, but to call them by their surname with “san” added. Depending on the company, some people may call someone by their surname with their job title added, such as “Manager XX”. If the person is a customer or business partner, they should be called by their surname with “sama”.

Refrain from body contact and body language

In Japan, there is almost no custom of interacting with people, not just in business. Avoid touching the other person’s body, and only shake hands when asked. Body language is also not used much in business, and the same movements can have different meanings depending on the country, so it is safer not to use them to avoid misunderstandings.

Do not express directly

In Japan, choosing your words carefully is also considered a sign of consideration for the other person, and you may use roundabout expressions when conveying something difficult to say. Especially in business situations, being too direct can be perceived as rude to the other person, so it is important to choose your words carefully. For example, rather than saying “I can’t do it,” saying “It might be a little difficult” will give a softer impression. When speaking to customers, instead of saying “Please stop” if you don’t want them to do something, it is better to say “Please refrain from doing it,” which will not cause any offense. Also, using cushion words such as “Excuse me” or “If you don’t mind” before the main subject will make it easier to convey your consideration.

As you can see, there are many more small details of manners. Even if you don’t remember everything, it is important to have a firm grasp of the basics and be considerate so as not to make the other person feel uncomfortable. Let’s learn little by little as we work.

Follow Japanese business etiquette and build trusting relationships

This time, we introduced Japanese business etiquette. There are various business etiquette in Japan, but if you can get the basics down, you can work without any problems. It may seem difficult at first, but try to be conscious of simple things like greetings and being punctual. Observing manners will give a good impression and make it easier to build trust in the workplace.

バリプラGlobal supports foreigners who want to work in hotels and inns in Japan. We provide various support so that you can work in Japan with peace of mind, such as visa applications, immigration procedures, and daily life. We introduce jobs that specialize in the “restaurant” and “accommodation” industries, so if you are interested, please check out the links below!

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