Complete Guide to Business Japanese

2024/08/11

To succeed in Japanese business, it is essential to possess the appropriate communication skills, cultural understanding, and professional conduct.

This article explores effective communication techniques for business emails and meetings, key aspects of Japanese business culture and practices, and guidelines for proper business attire in Japan.

By developing a strong foundation in these areas, you can navigate the Japanese business world with confidence and build lasting professional relationships.

What is Business Japanese?

Business Japanese refers to the specific language, customs, and etiquette used in professional contexts in Japan.

• Honorific language and keigo (polite speech)
• Proper greetings and introductions
• Email and telephone etiquette
• Business card exchange
• Understanding Japanese business culture and practices

Proficiency in Business Japanese is crucial for navigating the Japanese business world successfully as a foreign professional. It demonstrates respect, builds trust, and facilitates smooth communication with colleagues, clients, and business partners.

Japanese Business Greetings

Proper greetings are a fundamental part of Business Japanese. Hese are key phrases.

• おはようございます (Ohayou gozaimasu) – Good morning
• お疲れ様です (Otsukaresama desu) – Acknowledging someone’s hard work
• よろしくお願いします (Yoroshiku onegaishimasu) – Please treat me favorably
• お世話になっております (Osewa ni natte orimasu) – Thank you for your continued support
• 失礼いたします (Shitsurei itashimasu) – Excuse me

Using situation-appropriate greetings demonstrates cultural understanding and helps build positive professional relationships.

Physical greetings like bowing are also important to master.

Japanese Business Greetings | Phrases & Tips

Business Japanese for Email and Meeting

Email Etiquette

When crafting business emails in Japanese, it’s essential to begin with a proper greeting such as 「お世話になっております」 (o-sewa ni natte orimasu) or 「平素より大変お世話になっております」 (heiso yori taihen o-sewa ni natte orimasu).

In the opening line, introduce yourself and your company, for example, 「ABC株式会社の田中と申します」 (ABC kabushiki-gaisha no Tanaka to moushimasu).Throughout the email, use keigo consistently to show respect and formality.

Organize information into clear paragraphs with topic sentences, and close the email with a polite phrase like 「よろしくお願いいたします」 (yoroshiku onegai itashimasu) or 「ご確認のほど、よろしくお願い申し上げます」 (go-kakunin no hodo, yoroshiku onegai moushiagemasu). Before sending, proofread for typos, grammatical errors, and proper formatting.

Aim to respond to emails within 24 hours, even if just to acknowledge receipt.

How to Write Business Email in Japanese

Meeting Preparation and Participation

To ensure successful meetings, confirm details such as date, time, location, and agenda in advance. Arrive at least 5-10 minutes early to allow time for greetings and setup, and bring necessary materials like handouts or presentations.

When making introductions or greeting attendees, stand and bow, using appropriate honorifics and humble language when referring to yourself and your company. During the meeting, listen actively and avoid interrupting others while they are speaking.

Take notes on key points and action items, and ask clarifying questions when appropriate, using phrases like 「恐れ入りますが、もう少し詳しく説明していただけますでしょうか」 (osoreirimasu ga, mou sukoshi kuwashiku setsumei shite itadakemasu deshou ka).

Contribute to the discussion while being mindful of time constraints. At the end of the meeting, summarize main takeaways and next steps, and follow up with a thank-you email and any requested information or deliverables.

Guide to Japanese Business Meeting Etiquette

Useful Phrases for Meetings

In Japanese business meetings, certain phrases can help facilitate smooth communication and show respect.

To thank attendees for their time, use 「本日はお忙しい中、お集まりいただきありがとうございます」 (honjitsu wa o-isogashii naka, o-atsumari itadaki arigatou gozaimasu). When opening the floor for questions or comments, say 「私からは以上です。何かご質問やご意見はございますでしょうか」 (watakushi kara wa ijou desu. nanika go-shitsumon ya go-iken wa gozaimasu deshou ka).

To ask for more detailed explanations, try 「〇〇についてもう少し詳しく説明していただけますか」 (__ ni tsuite mou sukoshi kuwashiku setsumei shite itadakemasu ka). When transitioning to the next topic, use 「次の議題に移らせていただきます」 (tsugi no gidai ni utsurasete itadakimasu).

Finally, to close the meeting, say 「本日の会議はこれにて終了とさせていただきます。ありがとうございました」 (honjitsu no kaigi wa kore nite shuuryou to sasete itadakimasu. arigatou gozaimashita).

Japanese Business Culture and Practices

Hierarchy and Status

In Japanese business culture, respect for hierarchy and status is deeply ingrained, with seniority and rank playing a significant role in communication and decision-making.

The use of keigo, or honorific language, is essential for showing respect and maintaining harmony in vertical relationships. When interacting with colleagues or business partners, it’s crucial to use the appropriate level of formality based on their position and your relationship with them.

This includes using humble language (kenjougo) when referring to yourself or your company, and honorific language (sonkeigo) when speaking about others, especially those in higher positions.

Japanese Business Culture and Practices

Group Orientation

Japanese business culture places a strong emphasis on group harmony and collective decision-making. Companies often prioritize team goals over individual achievements, and employees are expected to work collaboratively to achieve these objectives.

Direct confrontation and criticism are generally avoided, as they can disrupt the harmony within the group. Instead, Japanese professionals often use indirect communication styles, such as hinting at problems or using vague language, to address issues without causing offense.

When working in a Japanese business environment, it’s essential to be mindful of the group dynamics and strive to maintain a cohesive and cooperative atmosphere.

Communication Style

In Japan, communication tends to be high-context, meaning that much of the information is conveyed through non-verbal cues, such as facial expressions, tone of voice, and body language.

Indirect communication is often preferred, as it allows for the preservation of relationships and avoids putting others in uncomfortable situations. Japanese professionals may hesitate to express their opinions directly, especially if they differ from the group consensus.

As a result, it’s important to pay close attention to subtle cues and read between the lines to fully understand the message being conveyed. Silence is also an important aspect of Japanese communication, as it can signify contemplation, disagreement, or the need for more information.

When communicating with Japanese colleagues or business partners, it’s crucial to be patient, observant, and mindful of the cultural differences in communication styles.

Business Etiquette

Japanese business etiquette involves a range of practices that demonstrate respect and professionalism. One of the most important aspects is the exchange of business cards, or meishi. When receiving a business card, use both hands to accept it, take a moment to read the information, and treat the card with respect.

Similarly, when presenting your own business card, use both hands and ensure that the text is facing the recipient. Punctuality is highly valued in Japan, so make sure to arrive on time or slightly early for meetings and appointments.

How to Master Japanese Business Card Etiquette

Dress codes tend to be conservative, with dark suits being the norm for both men and women. After-hours socializing, known as nomikai, is a common way to build and strengthen professional relationships in Japan.

These events often involve drinking and casual conversation, providing an opportunity to bond with colleagues and business partners in a more relaxed setting.

Decision-making Process

In Japanese companies, decision-making is often a consensus-driven process that involves input from various stakeholders.

Rather than relying on a top-down approach, where decisions are made solely by upper management, Japanese organizations tend to seek agreement and buy-in from all relevant parties. This process, known as nemawashi, involves informal discussions and negotiations to gather support and address concerns before a formal decision is made.

As a result, decision-making in Japan can take longer than in Western companies, but it ensures that everyone is aligned and committed to the outcome.

Once a decision is reached, it is often formalized through a document called a ringisho, which outlines the agreement and requires seals of approval from all participants. Understanding and respecting this decision-making process is key to navigating Japanese business culture successfully.

Japanese Business Attire

Dress Code for Women

In Japanese business settings, women are expected to dress in a conservative and professional manner. A typical business outfit consists of a dark-colored suit, usually in shades of black, navy, or gray. Skirts should be knee-length or slightly longer, and pants should be tailored and not too tight.

Blouses should be simple and not revealing, with colors like white, light blue, or pastel shades being the most common. Accessories, such as jewelry and scarves, should be kept minimal and understated. For footwear, low-heeled pumps in neutral colors like black or beige are appropriate.

Overall, the goal is to present a polished and professional appearance without drawing undue attention.

Guide to Japanese Business Attire | Male and Female

Dress Code for Men

Men’s business attire in Japan is also conservative, with a strong emphasis on dark colors and tailored fits. A standard business suit consists of a black, navy, or charcoal gray jacket and trousers, paired with a white or light-colored dress shirt.

Ties should be simple and not too flashy, with stripes or small patterns being the most common. Belts should match the color of the shoes, which are typically black or dark brown leather oxfords or loafers.

Dark-colored socks are a must, and accessories like watches and cufflinks should be understated and classic. Grooming is also important, with clean, well-styled hair and a clean-shaven face or neatly trimmed facial hair being the norm.

Business Casual and Seasonal Considerations

While traditional business attire is still the standard in most Japanese companies, some organizations have adopted a more relaxed dress code known as “business casual” or “office casual.” This style typically includes collared shirts, sweaters, khakis or dress pants, and loafers or clean sneakers.

However, it’s important to note that business casual in Japan may still be more formal than in Western countries, and it’s always best to err on the side of caution when in doubt. Seasonal considerations also play a role in Japanese business attire.

During the summer months, many companies implement a “cool biz” policy, which allows for lighter fabrics and colors to help combat the heat. In winter, darker colors and heavier fabrics are more common, and men may wear wool overcoats to and from the office.

Grooming and Personal Appearance

In addition to clothing, personal grooming and appearance are crucial aspects of Japanese business etiquette. Both men and women are expected to maintain a neat and tidy appearance, with well-styled hair and minimal makeup for women.

Strong perfumes or colognes should be avoided, as they can be overwhelming in close quarters. Tattoos are still largely taboo in Japanese business culture, so it’s best to keep them covered at all times. Visible piercings, other than small earrings for women, are also generally frowned upon.

By paying attention to these details and presenting a polished and professional appearance, you can demonstrate respect for your colleagues and the business culture as a whole.

Tips for Japanese Job Interviews

When interviewing for a job in Japan, it’s important to the points below.

• Dress formally and conservatively
• Arrive 10-15 minutes early
• Bow and use appropriate greetings
• Bring copies of your resume and prepare for common questions
• Avoid negative comments about past employers
• Follow the lead of the interviewer and observe their communication style
• Ask thoughtful questions to show interest in the company
• Send a thank-you email within 24 hours after the interview

Thorough preparation, cultural sensitivity, and polite communication are key to making a positive impression during the Japanese hiring process. Practicing with a native Japanese speaker can help build confidence.

In summary, developing Business Japanese skills is an important investment for any foreign professional seeking to work successfully in Japan. It involves not only language proficiency but also cultural literacy and the ability to navigate complex social protocols.

With dedication and practice, however, it is possible to master Business Japanese and thrive in the Japanese business world.

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