Business Japanese: Essential Phrases & Etiquette Guide to Business World

If you're learning Japanese because you're planning to work in Japan or deal with Japanese companies, knowing how to order ramen and ask for directions won't cut it. Business Japanese is a whole different beast, and honestly, once you understand the patterns and cultural expectations, business Japanese becomes way more predictable than casual conversation. Let me break down the basic rules and patterns for you!

How is business Japanese different from casual Japanese

Business Japanese combines specific vocabulary, grammatical structures, and cultural protocols that you won't encounter in everyday situations. For example, the word for "company" changes depending on whether you're talking about your own company or someone else's. Your company is "heisha" (), literally "humble company," while theirs is "onsha" (), an honorific form meaning "honorable company."

The difference goes beyond just words. Business Japanese includes knowing when to bow, how deeply, how to handle business cards with both hands, and even how to position yourself in an elevator based on hierarchy. The language and the etiquette are completely intertwined.

What is keigo in Japanese conversations

What is keigo? It's the formal honorific language system that dominates Japanese business communication.

Keigo has three main types:

Sonkeigo elevates the actions of your superiors, clients, or customers. Instead of saying someone "said" using "itta" (), you'd say "osshatta" (おっしゃった). When your boss reads something, they don't just "yomu" (), they "oyomi ni naru" ().

Kenjougo does the opposite by lowering your own actions. When you say something, you don't use the regular "iu" (), you use "moushiageru" (). If you're going somewhere, instead of "iku" (), you say "mairu" ().

Here's where it gets tricky: you need to choose the right form based on who you're talking to AND who you're talking about. If you're telling a client that your boss said something, you humble your boss because he's part of your in-group compared to the client. Yeah, it takes practice.

Essential business greeting words and phrases that get used

Business greetings in Japanese follow strict patterns.

When meeting someone for the first time, the standard phrase is:
。
Nice to meet you. I look forward to working with you.

But you'll also hear:
。
I will be in your care.

When greeting someone you already know:
。
Thank you for your continued support.

The morning greeting "Ohayou gozaimasu" (おはようございます) works in offices, but you'll also hear "Otsukare sama desu" () throughout the day. This phrase acknowledges everyone's hard work and gets used as a greeting, a farewell, and a general acknowledgment of effort.

The sacred ritual of card exchange in Japanese business culture

Business cards, or "meishi" (), carry serious weight in Japanese business culture. The exchange follows a specific protocol that you absolutely need to know.

I've watched deals get off to a rocky start because someone treated a business card too casually. In Japan, the card represents the person, so crumpling it or writing on it during the exchange is basically insulting them directly.

Business emails and the art of formal writing

Japanese business emails follow a rigid structure.

The subject line should be clear and specific. Japanese email culture values precision, so vague subjects like "Question" won't fly. Use something like "Regarding the meeting on March 15th" or "Inquiry about product specifications."

Kanji usage in business writing is expected. While you might get away with more hiragana in casual texts, business documents should use proper kanji () to look professional. This includes common business terms like "contract" ( - keiyaku), "proposal" ( - teian), and "meeting" ( - kaigi).

One phrase you'll use constantly in emails is "Yoroshiku onegaishimasu" (). It's incredibly versatile and can mean anything from "please take care of this" to "looking forward to working with you." Master this phrase and you'll sound way more natural.

Master business meeting culture and conference room hierarchy

Punctuality in Japanese business means arriving early. If a meeting starts at 10:00, showing up at 10:00 is late. Aim for at least five minutes early, though ten is better. Being late, even by a few minutes, requires a formal apology.

Seating arrangements in meeting rooms follow strict hierarchy rules. The seat furthest from the door, called "kamiza" (), is the place of honor for the highest-ranking person. The seat nearest the door, "shimoza" (), is for the lowest-ranking attendee who might need to leave to get documents or tea.

During meetings, let senior members speak first. Interrupting is considered rude, and direct confrontation is avoided. Instead of saying "I disagree," you might say "That's one perspective" or "Perhaps we could also consider..." The goal is maintaining harmony, or "wa" ().

Taking notes shows you're serious and engaged. Many Japanese business people take extensive notes during meetings, and you should too. It demonstrates respect for what's being discussed and helps you remember the details later.

Starting to learn dress code and professional appearance

Japanese business attire is conservative.

Shoes matter more than you'd think. You'll often remove them when entering certain offices or meeting rooms, so make sure your socks are clean and hole-free. Women should avoid tall heels that make loud clicking sounds, as it's considered disruptive.

Hair should be neat and professional.

Visible tattoos should be covered, as they still carry negative connotations in traditional business settings, though this is slowly changing in 2026.

Accessories should be minimal. A simple watch is fine, but avoid large jewelry or anything that jingles. The overall impression should be clean, professional, and respectful of traditional business culture norms.

Gift-giving customs in Japanese culture

Gift-giving, or "omiyage" (), plays a significant role in Japanese business relationships. When returning from a trip, bringing small gifts for colleagues is standard practice. These are usually regional food items or snacks, nothing expensive.

For more formal business gifts, presentation matters enormously. Wrap gifts properly or buy them already wrapped from department stores. Never give gifts in sets of four, as the number four ( - shi) sounds like death ( - shi) in Japanese.

When receiving a gift, accept it with both hands and express gratitude, but don't open it immediately unless encouraged to do so. Opening gifts right away can seem greedy. Wait until later, in private.

Reciprocity is expected. If someone gives you a gift, you should return the gesture with something of similar value. Keeping mental notes of who gave you what helps maintain these balanced relationships.

Dining for Japanese business etiquette

Business dinners are common in Japan and serve as important relationship-building opportunities. The senior person or host typically orders for the group, especially at traditional restaurants. Follow their lead on what to order and how much to drink.

Pouring drinks for others is standard etiquette. Hold your glass with both hands when someone pours for you, as a sign of respect.

The phrase "Itadakimasu" (いただきます) before eating and "Gochisousama deshita" (ごちそうさまでした) after finishing are essential. They show gratitude for the meal and the company.

Don't stick chopsticks vertically into rice, as this resembles a funeral ritual. Don't pass food chopstick to chopstick either. These are serious taboos that can make everyone at the table uncomfortable.

The reality of working in Japan as a foreigner

If you want to work in Japan, understanding both the language and culture is essential. Japanese companies value harmony, loyalty, and dedication. The work culture can be intense, with long hours still common despite recent reforms.

Many companies still practice "nomikai" (), after-work drinking sessions that serve as important networking opportunities. While attendance is technically optional, declining too often can hurt your relationships with colleagues.

The concept of "uchi-soto" (), or in-group versus out-group, affects everything. Once you're part of a company, you're expected to prioritize it above personal interests. This loyalty is reciprocated with job security and support, though this is changing in recent years as more companies adopt Western practices.

Remote work has increased since 2020, but Japanese business culture still values face-to-face interaction. Video calls have become more common, but in-person meetings remain preferred for important discussions.

Resources for learning business Japanese phrases

FAQs

After mastering business Japanese, what's the next step for Japanese proficiency

Honestly speaking, you probably need to start with basic Japanese lessons as a beginner. Business Japanese is more like an intermediate and higher-level add-on rather than beginner Japanese. Yet, if you managed to reach the level of Japanese for professionals, your next step should be learning and immersing to useful Japanese in specific fields, the field you're working on for the business. You can read and watch more videos pertaining to this field, be it medicine, architecture, or law.

Congrats, you've finished half the journey of Japanese learning!