Doing Business in Japan: First Impressions, Lasting Relationships

Practical guidance for visitors and the international business community

For entrepreneurs and professionals visiting Japan for the first time, a business meeting can bring both opportunity and uncertainty. How should we introduce ourselves? Is a tie necessary? Does a positive conversation mean that an agreement is close?

Understanding local customs helps us approach these encounters with confidence. However, Japan’s business community is diverse: a manufacturing company, a financial institution and a technology startup may have very different expectations. Recognizing the principles behind the customs—respect, preparation and reliability—helps us adapt to the people and situations we encounter.

Greetings and punctuality: respect from the beginning

A brief bow and a clear introduction, including your company and name, are a good starting point. If your counterpart offers a handshake, respond naturally. Visitors do not need to master every detail of bowing etiquette; a courteous, attentive manner matters more than a perfectly measured angle.

For those accustomed to greeting business contacts with an embrace or a kiss on the cheek, it is better to let familiarity develop and take your cue from the other person. Warmth can be expressed just as effectively through words, a friendly expression and consideration for personal space.

Plan your journey with a buffer and aim to check in around five minutes before the appointment. Arriving excessively early can also inconvenience your host. If a delay becomes unavoidable, communicate promptly and provide a realistic arrival time. Respecting the scheduled finishing time deserves equal attention.

Business cards and seating: small gestures with meaning

Printed business cards remain useful for professional introductions in Japan. Bring enough for everyone you expect to meet, with a few to spare. A clear English version is practical, while accurate Japanese on the reverse can be helpful.

Stand when exchanging cards, offer yours facing the recipient and use both hands where practical. Take a moment to read the card you receive, and ask politely if you are unsure how to pronounce the person’s name. During a seated meeting, cards can remain neatly on the table before being placed in a cardholder afterward. Avoid folding them or writing on them in front of their owner.

Seating may reflect seniority and hospitality. The seat farthest from the entrance is often reserved for a guest or senior participant, although room layouts vary. The easiest approach is simply to wait for your host’s guidance.

Polite communication: listen beyond the words

You do not need fluent Japanese to demonstrate courtesy. Learning a few greetings, addressing people respectfully and speaking clearly can make an important difference. If the meeting involves complex negotiations or specialized subjects, consider arranging an interpreter in advance.

Expressions such as “we will consider it” or “that may be difficult” require attention to context. They may indicate genuine consideration, reservations or a polite refusal. Similarly, a nod may acknowledge that someone is listening without confirming agreement.

Rather than guessing, ask constructive questions: “What concerns would we need to address?” or “What would be an appropriate next step?” Allow time for answers and avoid treating silence as something that must immediately be filled.

Decisions: understand what happens between meetings

An encouraging meeting does not always lead to an immediate commitment. In some Japanese organizations, nemawashi involves consulting relevant people and addressing concerns before a formal decision. Ringi refers to circulating a proposal for internal approval.

For visiting companies, the practical lesson is to help your contact explain the opportunity internally. Send clear materials covering the proposal, expected benefits, costs, responsibilities and timing. Ask about the approval process and agree on a reasonable follow-up date.

These practices are not universal, and some businesses move quickly. Nevertheless, understanding who needs to review or approve a proposal can be more productive than repeatedly asking for a decision.

Dress and gifts: adapt to today’s business environment

Some familiar etiquette advice needs context. A suit and tie can still be appropriate for a formal first meeting, but a tie is not a universal requirement for men. Business casual may suit certain IT, creative and startup environments, as well as informal encounters. Japan’s established Cool Biz initiative also encourages lighter clothing in warm weather.

Ask your host or organizer about the dress code when uncertain. Clean, well-maintained clothing and careful grooming remain sensible foundations, whatever the level of formality.

Likewise, gifts are not compulsory at every business meeting. A modest item brought from abroad can be a thoughtful gesture or a conversation starter, but it should never feel like an obligation or an attempt to influence a decision. Check whether the organization accepts gifts, keep the value modest and respect a refusal. A well-prepared proposal and reliable follow-through should always carry more weight than the souvenir accompanying them.

Turn a good impression into trust

After the meeting, send a brief thank-you message summarizing the discussion, agreed actions and next steps. Deliver promised information on time and communicate early if circumstances change.

Warmth, initiative and relationship-building can contribute greatly to international business. Combined with attentive listening and consistent follow-through, these qualities help create partnerships that reach beyond cultural differences.

At the Mexican Chamber of Commerce in Japan (CCMJ), we believe that stronger business connections begin with mutual understanding and trust. Whether we are visiting Japan for the first time or have worked here for years, curiosity and consideration remain valuable companions.

What has your experience been? If you have additional tips or insights that could help others, we would be pleased to hear from you by email at info@ccmj.or.jp or through our inquiry form.

We do not need to know every custom before taking the first step. Arrive prepared, listen carefully and keep your word. These habits turn an initial meeting into a relationship built to last.

 Last updated: October 2026