Business Card Etiquette in China

Business cards seem par for the course, but they can be a pitfall when moving across cultural lines. While differences aren't night and day, some habits may prove to be deal breakers in certain cases, so watch out. As for China, business card culture there is the same as elsewhere in East Asia, with several very distinct mannerisms.

To Card or Not to Card

Get a business card when going to China for business or work. Business cards are more important there than in the U.S. and other Western societies, and aren't taken as casually. Although people won't be overly offended if you don't happen to have a card, it could be detrimental to skip them. Keep in mind they are called "name cards" in most Asian languages, reflecting their more personal purpose. Running out of cards is acceptable as an excuse for not having them, so don't make up stories or try to defy convention.

Cards don't have to be fancy, just functional. Make sure they carry your organization (if any), name, title, email and phone number. Avoid overly ornate or playful designs.

Two's Vital

Keep the concept of two in mind--expats or anyone doing business in a multilingual environment of any sort in China must have double-sided cards. One side in Chinese, one in English. Your name must be transliterated into simplified Chinese characters. Occasional business travelers to China are excused from this, they're not expected to have Chinese on their cards.

The most important part--use both hands when giving and receiving cards. The casual U.S. flick or toss is frowned upon. Depending on the person, they may even be highly offended. Also bow slightly during the exchange, but don't overdo it.

Take It Seriously

When someone hands out a business card, in addition to accepting it with both hands, it's important to actually look at the card and read the information. Turn it over to the other side and read the information there. This should take a few seconds. Try to comment or ask questions regarding the person's job or company.

Hold on to the card for a few seconds more, then respectfully place it in a shirt or jacket pocket, wallet or purse. No pants pockets. If seated at a dinner table or meeting, place cards given out in front of you, with the more senior people on top of subordinates.

General Chinese Business Card Etiquette

* Chinese business cards are exchanged upon meeting.
* Dual-sided Chinese business cards should be printed in English on one side and Chinese on the other. Make sure the Chinese side uses "Simplified" characters for mainland China, Singapore, Malaysia and Indonesia. "Traditional" characters are used in Taiwan and exclusive areas of Hong Kong.
* Chinese translated business cards are always exchanged and should be done so with two hands (as a sign of respect).
* Chinese business cards represent the person to whom you are being introduced, so it is polite to study the card for a while and then put it on the table next to you or in a business card case.
* Take ample stocks of Simplified Chinese business cards as almost everyone you meet will want to exchange one with you.
* To appear at a meeting without a translated Asian business card does almost irreparable damage to the business relationship; it is tantamount to refusing to shake hands at a Western business meeting.
* Before presenting your Asian business card, you should make sure that it is clean and neat; no dog-eared corners or smudges allowed.
* Your business cards for China should be bilingual even if the people you are meeting read and write English.
* Your business cards for China should include your title. If your company is the oldest or largest in your country, that fact could be on your card as well, etc.
* It is best to stand up when exchanging Chinese business cards.
* When presenting your Chinese business card, make sure that you hold it Chinese side up, facing your contact so that he/she can read it.
* Exchange Chinese business cards one-by-one, individual-to-individual, and use both hands where practical.
* NEVER distribute (or toss) your Asian business card in a manner similar to dealing playing cards.
* NEVER place a stack of your Chinese business cards on the table and offer others to take a card from the stack.
* If you are in a formal situation, it is proper to place the Simplified Chinese business card face up on the table in front of you and refer to it when necessary.
* DO NOT shove the card into your back trouser pocket.
* DO NOT write comments on another person's business card, in their presence. You may write on your own name card to add information (e.g., email, home phone number, etc.).

General Business Etiquette in China

Greetings

Address a person using his or her family name only, such as Mr. Chen or Ms. Hsu. The Chinese family name comes first and is usually one syllable. A one or a two-syllable given name follows a family name. For example, in the case of Teng Peinian, Teng is the family name and Peinian is the given name. In some instances, Westernized Chinese might reverse their names when visiting and sending correspondence abroad. Therefore, it is always a good idea to ask a native speaker which name is the family name.

For business purposes, it is traditionally acceptable to call a Chinese person by the surname, together with a title, such as "Director Wang" or "Chairman Li." Avoid using someone's given name unless you have known him or her for a long period of time. Formality is a sign of respect, and it is advisable to clarify how you will address someone very early in a relationship, generally during your first meeting.

Do not try to become too friendly too soon, and do not insist that your Chinese counterparts address you by your given name. The Western pattern of quick informality should be resisted.

The Chinese way of greeting is a nod or slight bow. However, when interacting with Westerners, Chinese usually shake hands. Bear in mind that a soft handshake and a lack of eye contact do not necessarily indicate timidity. It only implies that the person is not accustomed to the firm handshakes commonly used in the West.

When introduced to a Chinese group, they may greet you with applause. Applaud back and smile.

Senior persons begin greetings. Greet the oldest, most senior person before others. During group introductions, line up according to seniority with the senior person at the head of the line.

Business Meetings

In China, it is assumed that the first person that enters the room is the head of the group. Westerners should observe this convention so as not to confuse the Chinese. Important guests are usually escorted to their seats. If the meeting room has a large central table, the principal guest is likely to be seated directly opposite the principal host.

Meetings begin with small talk. Resist the temptation to get down to business right away. Also, avoid telling Western-style jokes, because jokes sometimes do not translate across cultures and can cause confusion or hurt feelings.

It is important, during the course of the conversation, to be aware of the speech culture in China. Never say "no". Instead, you can respond with "I'll look into that" or "I'll see what I can do in this matter", etc. Do not touch your Chinese colleague; do not even pat him on the shoulder. Make an effort not to use your hands to illustrate your speech (talking with your hands). The Chinese hate this. Try as well to refrain from looking straight into the eyes of your Chinese colleague: this is particularly offensive during a meeting and will offend your Chinese colleagues' feelings. An offense or insult is a proven formula for failure of the meeting. When presenting your position at a meeting, speak slowly with short pauses between the sentences. It is worthwhile to allow your Chinese opposite number to understand your intentions properly. Never, during the course of a business meeting, refer to a deadline. Do not become agitated if there are pauses in speech on the part of the Chinese. This is an accepted custom and the pauses are a sign of measured and considered thought in Chinese culture. Do not expect an immediate reaction from your Chinese colleagues. The Chinese like to consolidate their position in a measured and considered fashion, preferably after they have established a personal contact, before closing the deal.

During the conversation be sensitive to the subject of Taiwan. Never say "the Republic of China"; instead, at meetings, say "Taiwan".

The accepted style of dress for a business meeting in China is conservative.- a dark colored, unostentatious suit and tie are customary for men. Bright colored clothes are considered unacceptable. Women must take care that their skirts are not above the knees; good quality jewelry that is neither ostentatious nor overly expensive, is recommended for making the right impression.

Do not arrange business meetings around the times of Chinese festivals. Similarly, it is important to remember that late arrival to a meeting is considered a serious insult to the Chinese. It may well entail the failure of the entire meeting. It is recommended to bring a translator to the meeting who can translate for you and assist in explaining business customs according to Chinese formalities.

Social Events

• At a formal banquet, be prepared to give a short, friendly speech in response to the host's speech.
• When inviting Taiwanese to a party, serve a "real" meal rather than snacks and drinks.
• When invited for dinner, it is polite to sample every dish served. Your host may serve some food for you, and it is nice to reciprocate if you feel comfortable doing so.
• Always leave something on your plate at the end of the meal or your host might think that you are still hungry.

Gift Giving

If is appropriate to bring a gift, particularly something representative of your town or region, to a business meeting or social event. Gifts indicate that you are interested in building a relationship. A gift should always be wrapped, but avoid plain black or white paper because these are the colors of mourning. Present the gift with both hands as a sign of courtesy and always mention that this is only a small token of appreciation. Do not expect your gift to be opened in your presence. This indicates that it is the thought that counts more than the material value.

Never give a clock, handkerchief, umbrella or white flowers, specifically chrysanthemums, as a gift, as all of these signify tears and/or death. Never give sharp objects such as knives or scissors as they would signify the cutting of a relationship. Lucky numbers are 6 and 8 (especially in a series, such as 66 or 888). An unlucky number is 4.

But be aware that expensive gifts might be interpreted in Chinese culture as bribery. Refrain from giving expensive presents. If, nevertheless, you want to give an expensive gift, do not present it in the presence of others in the room, but privately.

Reading Chinese Body Language

* The Chinese dislike being touched by strangers. Do not touch, hug, lock arms, back slap or make any body contact.
* Clicking fingers or whistling is considered very rude.
* Never put your feet on a desk or a chair. Never gesture or pass an object with your feet.
* Blowing one's nose in a handkerchief and returning it to one's pocket is considered vulgar by the Chinese.
* To beckon a Chinese person, face the palm of your hand downward and move your fingers in a scratching motion. Never use your index finger to beckon anyone.
* Sucking air in quickly and loudly through lips and teeth expresses distress or surprise at a proposed request. Attempt to change your request, allowing the Chinese to save face.
* Chinese point with an open hand. Never point with your index finger.

Sources and Additional Information:
http://www.ehow.com/way_5291645_business-card-etiquette-china.html

http://www.asianbusinesscards.com/chinese-business-card-culture-tips-china.html

http://www.china-window.com/china_business/china_business_tips/business-etiquette-in-chi.shtml

http://www.asianbusinesscards.com/chinese-business-card-culture-tips-china.html

http://www.worldwide-tax.com/china/chipractice.asp