Japanese buyers do not expect visiting Australians to know every custom, and a friendly, respectful approach goes a long way. But they do notice preparation and effort. These basics will help you make a good impression and avoid the common mistakes.
Business cards (meishi)
Business cards matter in Japan and are exchanged at the start of almost every first meeting.
- Bring plenty, ideally with English on one side and Japanese on the other.
- Offer your card with both hands, Japanese side facing the other person, and receive theirs the same way.
- Take a moment to read the card you receive. During the meeting, keep it on the table in front of you.
- Do not write on a card, fold it or put it in your back pocket.
Punctuality and preparation
Arrive a few minutes early. Meetings usually follow a set agenda, and your hosts will have prepared. Bring printed materials, samples and specifications, preferably in Japanese, so they can be shared with colleagues who were not in the room.
Hierarchy and seating
Titles and seniority matter. Address people by their family name followed by "san", for example Tanaka-san. Your hosts will usually show you where to sit, so wait to be guided. The most senior person may say little, while a more junior person leads the discussion.
Reading the communication style
Japanese business communication is often indirect. A direct "no" is rare. Phrases such as "that may be difficult" or "we will consider it" can be a polite way of declining. Silence is also normal and does not need to be filled.
- Speak clearly and a little more slowly, and avoid slang.
- Do not push for an answer in the meeting. Decisions are usually made later, together.
- Check understanding in a follow-up email, rather than assuming.
- Do not over-promise. Japanese buyers will remember what you said, and expect it to happen.
Gifts
A small gift is a thoughtful gesture, especially at a first meeting. Something from your region or your own business works well. Present it modestly and with both hands. Very expensive gifts can cause awkwardness, so keep it simple and well wrapped.
Dinners and drinks
You may be invited to dinner or drinks after a meeting. It is a valuable chance to build the relationship more informally. It is polite to pour drinks for others rather than yourself, and to wait for a toast ("kanpai") before drinking. It is fine to drink lightly or not at all.
Dress
Dress conservatively for meetings: a suit, or smart business clothing. Shoes are sometimes removed in traditional settings, so wear socks in good condition.
Email and follow-up
After meetings, follow up promptly and formally. Emails to Japanese partners are more formal than Australian business emails, and a reply in Japanese is always appreciated. Steady, reliable follow-up matters more than anything said in the meeting. Our guide on following up with Japanese buyers explains why.
The most important rule
Show that you are serious about Japan for the long term. Japanese business relationships are built over years. Visiting more than once, following through on what you promise and respecting the way decisions are made will earn more trust than perfect etiquette.
Planning a trip to Japan? We plan and join buyer visits with our clients, and handle the conversation in Japanese. Book a free call to talk it through.