The exchange of business cards, meishi, is an essential part of Japanese business etiquette. After a person has introduced him/herself and bowed, the business card ceremony begins. You should be aware of Japanese Business Card Etiquette.
Offer the card with the Japanese side facing upwards toward the recipient. Offering the card with both hands will demonstrate greater respect. If there are several Japanese, you will find that cards are presented according to rank, with the highest ranking individual presenting his card last.
The Japanese expect you to take the time to carefully read and memorize all pertinent information. Business cards are considered an extension of the individual - not just a tool to help you find somebody after you have met them.
Business Cards Exchange
- Use both hands when presenting your business card. Your card should be printed on both sides - Japanese on one, English on the other. When presenting your card, the Japanese side should be facing up.
- Bow as long and as low as befits your station - being foreign, young, female, and/or unaffiliated with a corporation means you must bow very, very low.
- You receive a business card in the same way, but you should bow even longer and lower than you did before. Say thank you, or 'Hajimemashite,' as you accept it with both hands.
- Study the business card intently, even if you can't read a single line. At the very least, remember the giver's name. They will remember yours.
- If you are receiving multiple cards at once, you may leave them in a neat stack in front of you until the end of your meeting. If not, retrieve your custom-made business card holder, and slide your new acquisition inside - carefully, like it was a piece of art.
Below are several common errors which should be avoided when exchanging cards:
- Do not stuff the card into your pocket like a Kleenex. That would be considered extremely rude. Take your time to read it and then put it into a business card holder.
- Do not make notes in blank areas of the card
- Do not bend or damage the business card in front of its owner. This is considered a direct insult.
- The card should not be cribbed to reconfirm the owner's name. This is considered extremely poor etiquette.
- There is no excuse for running out of business cards on a trip to Japan. Keep in mind that you may have to hand out as many as 40 or 50 cards at a larger meeting - and you may also have to give your card twice to the same person - for the sake of etiquette.
- Do not carry your cards loosely in a pocket. Carry them in a distinctive business card case.
Initially, the card will announce your identity and corporate affiliation. In fact, business cards offer their owner such a degree of credibility that government officials will often sign their name and the date on the back of the card to guard against fraud. (However, it is considered bad etiquette to write on a business card in front of a Japanese person).
The card serves the important purpose of identifying your position within the corporate hierarchy.
Translation of Business Cards into Japanese
Japanese and American companies are not structured the same way. Accordingly, it is impossible to find a precise equivalent for an English title in Japanese. An accurate translation will take into account the actual functions of the position as well as the relation of that position to others in the organization. This information is essential for the Japanese so they can feel that they are treating you with due respect.
The Japanese characters will enable your host to pronounce your name correctly and will also demonstrate your appreciation of this important custom. The Katakana writing system has become standard usage in Japan for foreign language business cards. Foreign names and addresses have to be transliterated into Katakana's phonetic symbols. And today, where the English language and English titles are quite well understood by most Japanese in a business setting, it may be advisable to simply transliterate titles like "Vice President," rather than trying to find an equivalent that does not exist in the Japanese corporate structure. If the meaning of the title can be translated, it is preferable. However, it rarely works to translate just the words - the meaning and status of a title will undoubtedly get lost. This is where a highly skilled and culturally aware translator can make a significant difference.
The Japanese Writing System
There are three types of characters which are used in written Japanese:
- Kanji - Imported from China around 600 A.D., these intricately ornate pictographs represent words or parts of words. There are over 2,000 different kanji characters commonly used in Japan.
- Hiragana - The complexity of the system led to the development of auxiliary phonetic symbols known as hiragana. Today, hiragana are used for grammatical word endings and for words of purely Japanese origin.
- Katakana - These phonetic symbols were developed by Buddhist priests in the ninth century. Katakana is primarily utilized for writing foreign loanwords, most of which are English. Katakana has become the standard character system used for foreign business cards that are translated or transliterated into Japanese.
Formatting of the Japanese Business Card
Traditionally, the vertical set-up was used for Japanese business cards. The horizontal layout has become the norm. Addresses are in a different order than in English. The country appears first, then the state, the city with the zip code in front, then the street address.
Some General Tips on Japanese Business Etiquette
- The Japanese believe that surface harmony must be maintained at all costs. This will explain frequent confusion when Japanese business people do not raise objections at meetings.
- In situations of conflict, the Japanese will try to "save face" for themselves and, often, for their adversaries as well. Open confrontation and discussion of opposing opinions are not appropriate and are perceived as a Western misdemeanor.
- Japanese behavior is often motivated by a strong sense of obligation - especially to the firm.
- The Japanese society is very homogenous with most people sharing the same background and habits. Non-verbal signals are strong and often escape a non-Japanese person completely. Non-verbal signals are also a potential source for terrible faux pas. Study at least the most important ones prior to a trip.
- Cooperation and the group are more important than individual action, authority, or initiative. Individual initiative is rare. This means that a presenter should address the group as a whole and not single out individuals as is common practice in Western cultures. This can be perceived as threatening.
Some General Tips on Appearance in Japan
Those who dress according to their status or position impress the Japanese. Dress to impress.
- Men should wear dark conservative attire. Business suits are most suitable.
- Casual dress is never appropriate in a business setting.
- Shoes should be easy to remove, as you will do so often. Slip-ons are the best choice.
- Women’s dress should be conservative. Little emphasis should be placed on accessories. They should be minimal.
- Women should not wear pants in a business situation. Japanese men tend to find it offensive.
- Women should only wear low-heeled shoes to avoid towering over men.
- A kimono should be wrapped left over right to do otherwise symbolize death.
- Remember the Japanese phrase "The nail that sticks up gets hit with the hammer" when considering your choices for attire in Japan.
- Avoid using large hand gestures, unusual facial expressions and any dramatic movements. The Japanese do not talk with their hands and to do so could distract your host.
- Avoid the "OK" sign; in Japan it means money.
- Pointing in not acceptable.
- Do no blow your nose in public.
- Personal space is valued. Because the Japanese live in such a densely populated area, they value their personal space.
- A smile can have double meaning. It can express either joy or displeasure. Use caution with your facial expressions. They can be easily misunderstood.
- The Japanese are not uncomfortable with silence. They use it to their advantage in many situations. Allow your host to sit in silence.
Some General Tips on Behavior in Japan
- The word for toasting is kampai, pronounced 'kahm-pie'. When toasting the glass is never left unfilled. Drinking is an important part of Japanese culture. It is a way to relieve business stress.
- Never pour a drink yourself; always allow someone else to do it for you.
- Most business entertaining is done in restaurants or bars after business hours. Often in karaoke or "hostess bars." Businesswomen should not attend "hostess bars."
- Let the host order the meal and pay. Business may be discussed at dinner during these events.
- Japanese rarely entertain in the home. If you are invited to the home of your Japanese host, consider it a great honor and display a tremendous amount of appreciation.
- If you are invited to a social event, punctuality is not expected. It is the custom to be "fashionably late."
- If you do take your host out insist upon paying. The Japanese will refuse but insist. They will prefer that you choose a Western-style restaurant when entertain them.
- Key phrases to learn are "itadakimasu" at the beginning of dinner, and "gochisou-sama-deshita" at the end. It is polite use these phrase and it will show you host that you have enjoyed the meal.
- "Sumimasen" (excuse-me) is a very useful term to add to your vocabulary along with the phrase "kekko desu" (I've had enough).
- It is perfectly acceptable to slurp your noodles. Doing so will exhibit your enjoyment of your food. To do otherwise, indicates that your meal was not a pleasant one.
- Do not openly display money. It is rare to see it given from person to person in Japan. It is important to use an envelope to pass money.
- In Asia the number 14 is bad luck, because in Japanese it sounds like the word ‘shuh-shuh’, which sounds like the word for death.
- Tipping is not expected.
- Gift giving is very important both business and personal gifts.
- Style is tantamount. The gift itself is of little importance, the ceremony surrounding it is very important.
- Always wrap gifts. The selection of the wrapping paper is critical. Do not give anything wrapped in white as it symbolizes death. Do not use bright colors or bows to wrap the gift. It is better to have the hotel or the store wrap the gift to ensure that it is appropriate.
- Do not surprise the recipient with the gift. Give your host some warning during the evening that you intend to give them a present.
- Give the gift with both hands and accept gifts with hands.
- Generally, gifts will not be opened in your presence. If your host insist that you open the gift do so gingerly. They take pride in gift wrapping, show that you appreciation the effort.
- Do not give gifts in odd number or the number four, as odd numbers are bad luck and four sounds like the word for death in Japanese.
- Gifts should be given at the end of a visit.
- Do not admire anything belonging to your host too closely. The Japanese strive to please; you may be rewarded for your admiration.
- The most popular gift giving occasions in Japan are oseibo, which falls at the end of the year and O-chugen which falls during the middle of the year.
- Good gift ideas include top choice beef, fruit and alcohol such as brandy, quality whiskey and Bourbon along with excellent wines. They also appreciate gifts from high-end department stores like Saks and Neiman Marcus.
- The Japanese frown on open displays of affection. They do not touch in public. It is highly inappropriate to touch someone of the opposite sex in public.
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