Your Guide to Business Japanese, from Vocabulary to Essential Etiquette

Doing business in Japanese has different rules than you may be used to. There’s a maze of customs to navigate, from properly addressing your superiors to the etiquette of negotiations. 

Whether you’re diving into the polite world of emails and phone calls or gearing up for important negotiations, we’ve got you covered with practical tips and a sprinkle of cultural wisdom. 

Download: This blog post is available as a convenient and portable PDF that you can take anywhere. Click here to get a copy. (Download)

Essential Business Etiquette

Bowing Etiquette

Bowing is a deeply ingrained cultural gesture in Japan, expressing respect and deference. The deeper the bow, the greater the respect shown.

Types of bows include: 

• 会釈 (Eshaku): A slight nod, used for casual greetings or acknowledging someone.
• 敬礼 (Keirei): A deeper bow, used for greetings, apologies, and showing gratitude.
• 最敬礼 (Saikeirei): The deepest bow, used for utmost respect and apologies.

Formality

When addressing colleagues, superiors and clients, it’s important to use the appropriate honorifics:

• さん (-san): General term of respect used for colleagues, clients and acquaintances.
• 様 ( -sama ): Used for customers, superiors and guests to show high respect.
• 先生 (-sensei): Used for teachers, doctors and other professionals.

敬語 (Keigo) is a complex system of grammar and vocabulary used to show respect and social distance. Different levels of keigo exist, depending on the relationship between the speaker and the listener.

Mastering keigo isn’t essential for basic business interactions, but it does demonstrate cultural awareness and respect.

Business Cards

Business cards, known as 名刺  (meishi) are considered an extension of oneself and treated with utmost respect.

There are a few rules of etiquette you should follow to avoid a business card faux pas: 

• Present the card with the Japanese side facing the recipient, using both hands.
• Accept the card with both hands, bowing slightly.
• Read the card carefully and acknowledge the recipient’s title and position before putting it away.

More Information About Business Culture

Here are a few more tips for Japanese business settings: 

• Japanese companies are very hierarchical, with clear lines of authority and decision-making flowing from the top down.
• Companies typically have a pyramidal structure with well-defined job titles.
• Gifts are a common way to build relationships and show appreciation in Japanese business culture. The act of giving and receiving gifts is as important as the value of the gift itself.
• Networking is essential for building relationships and finding business opportunities. Be patient, respectful, and willing to invest time in developing relationships.
• Punctuality is paramount in Japanese business culture. Being late is considered disrespectful and unprofessional.
  Early is best: Aim to arrive at least 5-10 minutes early for meetings and appointments.
• Dress code in business situations leans towards conservative and professional attire, and a well-groomed appearance is essential. Suits with a tie are expected, dark colors preferred. 

Essential Business Vocabulary

Be prepared to head into the office with these common words, phrases, greetings and polite expressions in a business context. 

Japanese	Romaji	English
おはようございます	Ohayou gozaimasu	Good morning
こんにちは	Konnichiwa	Good afternoon
こんばんは	Konbanwa	Good evening
失礼いたします	Shitsurei itashimasu	Excuse me (used when entering or leaving a room or conversation)
よろしくお願いいたします	Yoroshiku onegaishimasu	Please (used when making a request or at the end of a meeting)
お疲れ様でした	Otsukaresama deshita	Thank you for your hard work
ご苦労様です	Gokurousama desu	Thank you for your hard work
ありがとうございます	Arigatou gozaimasu	Thank you
すみません	Sumimasen	Excuse me / I'm sorry
失礼いたします	Shitsurei itashimasu	Excuse me (used when entering or leaving a room or conversation)
お願いいたします	Onegaishimasu	Please / I request
お疲れ様です	Otsukaresama desu	Thank you for your hard work (used during work)
初めまして	Hajimemashite	Nice to meet you
ごめんください	Gomen kudasai	May I come in? / Excuse me
名刺	Meishi	Business card
仕事	Shigoto	Work
会議	Kaigi	Meetng
プレゼンテーション	Purezenteeshon	Presentation
取引先	Torihikisaki	Business partner
報告書	Houkokusho	Report
提案	Teian	Proposal
契約	Keiyaku	Contract
予算	Yosan	Budget
目標	Mokuhyou	Objective
部下	Buka	Subordinate / Junior
上司	Joushi	Boss / Superior
協力	Kyouryoku	Cooperation
お知らせ	Oshirase	Announcement
承認	Shounin	Approval
進捗報告	Shinchoku houkoku	Progress report
質問	Shitsumon	Question
面接	Mensetsu	Job interview
会社	Kaisha	Company
社長	Shachou	President / CEO
部門	Bumon	Department
プロジェクト	Purojekuto	Project
経営	Keiei	Management
取引	Torihiki	Transaction / Business
契約	Keiyaku	Contract
顧客	Kokyaku	Customer / Cliet
マーケティング	Maaketingu	Marketing
販売	Hanbai	Sales
利益	Rieki	Profit
損失	Sosshitsu	Loss
予算	Yosan	Budget
経済	Keizai	Economy
投資	Toushi	Investment
雇用	Koyou	Employment
労働者	Roudousha	Worker
資本	Shihon	Capital
企業文化	Kigyou Bunka	Corporate Culture
戦略	Senryaku	Strategy
評価	Hyouka	Evaluation
交渉	Koushou	Negotiation
リーダーシップ	Riidaashippu	Leadership
ビジネスモデル	Bijinesu Moderu	Business model

Below are plenty of vocabulary words for industry-specific professions. One effective way to study them, as well as discover more words and phrases, is to use an authentic-media based learning program like FluentU.

Industry-specific Vocabulary

Finance Industry

Japanese	Romaji	English
金融	Kinyuu	Finance
資産管理	Shisan Kanri	Asset management
投資	Toushi	Investment
取引	Torihiki	Transaction
株式市場	Kabushiki Shijou	Stock market
貯金	Chokin	Savings
貸し出し	Kashidashi	Lending
債権	Saiken	Bond
ポートフォリオ	Pootoforio	Portfolio
リスク管理	Risuku Kanri	Risk management
指数	Shisuu	Index
企業財務	Kigyou Zaimu	Corporate finance
ヘッジファンド	Hejjifando	Hedge fund
財務諸表	Zaimu Shohyou	Financial statements
信用評価	Shin'you Hyouka	Credit rating
為替レート	Kawase Reeto	Exchange rate
ペイメント	Peimento	Payment
ローン	Roon	Loan
ファンド	Fando	Fund
証券取引所	Shouken Torihikijo	Securities exchange
信託	Shintaku	Trust
仲介手数料	Chuukai Tesuuryou	Brokerage fee

Technology Industry

Japanese	Romaji	English
技術	Gijutsu	Technology
ソフトウェア	Sofutowea	Software
ハードウェア	Haadouea	Hardware
プログラミング	Puroguramingu	Programming
データベース	Deetabeesu	Database
クラウドコンピューティング	Kuraudo Konpyuutingu	Cloud computing
アルゴリズム	Arugorizumu	Algorithm
人工知能	Jinkou Chinou	Artificial Intelligence (AI)
サイバーセキュリティ	Saibaa Sekyuriti	Cybersecurity

Hospitality Industry

Japanese	Romaji	English
ホスピタリティ	Hosupitariti	Hospitality
ホテル	Hoteru	Hotel
予約	Yoyaku	Reservation
フロントデスク	Furonto Desuku	Front desk
客室	Kyakushitsu	Guest room
宿泊料金	Shukuhaku Ryokin	Accommodation fee
朝食付き	Choushoku-tsuki	Breakfast included
清掃サービス	Seisou Saabisu	Housekeeping service
アメニティ	Ameniti	Amenity
宴会場	Enkaijou	Banquet hall
イベントプランナー	Ibento Purannaa	Event planner
ホステス	Hosutesu	Hostess
エグゼクティブスイート	Eguzekutibu Suiito	Executive suite
バレーサービス	Baree Saabisu	Valet Service

Healthcare Industry

Japanese	Romaji	English
医療	Iryou	Healthcare
病院	Byouin	Hospital
診察室	Shinsatsushitsu	Examination Room
患者	Kanja	Patient
看護師	Kangoshi	Nurse
医師	Ishi	Doctor
処方箋	Shohousen	Prescription
薬局	Yakkyoku	Pharmacy
手術	Shujutsu	Surgery
手術室	Shujutsushitsu	Operating Room
救急	Kyuukyuu	Emergency
救急車	Kyuukyuusha	Ambulance
検査	Kensa	Examination
検査室	Kensashitsu	Examination room
診断	Shindan	Diagnosis
治療	Chiryou	Treatment
リハビリテーション	Rihabiriteeshon	Rehabilitation
入院	Nyuui	Hospitalization
退院	Taiin	Discharge from Hospital
歯科医院	Shika Iin	Dental clinic
精神保健	Seishin Hoken	Mental health Insurance

Education Industry

Japanese	Romaji	English
教育	Kyouiku	Education
学校	Gakkou	School
先生	Sensei	Teacher
生徒	Seito	Student
教室	Kyoushitsu	Classroom
教材	Kyouzai	Teaching materials
カリキュラム	Karikyuramu	Curriculum
試験	Shiken	Exam
成績	Seiseki	Grades
授業料	Jugyouryou	Tuition fee
学位	Gakui	Degree
大学	Daigaku	University
専門学校	Senmongakkou	Vocational school
小学校	Shougakkou	Elementary school
中学校	Chuugakkou	Middle school
高校	Koukou	High school
大学院	Daigakuin	Graduate school
教授	Kyouju	Professor
留学	Ryugaku	Study abroad
教育政策	Kyouiku Seisaku	Education policy
教育機関	Kyouiku Kikan	Educational Institution
教育改革	Kyouiku Kaikaku	Education Reform

Real Estate Industry

Japanese	Romaji	English
不動産	Fudousan	Real estate
物件	Bukken	Property
賃貸	Chintai	Rental
売買	Baibai	Buying and selling
住宅	Juutaku	Residential property
商業用不動産	Shougyouyou Fudousan	Commercial real estate
土地	Tochi	Land
建物	Tatemono	Building
不動産業者	Fudousan Gyousha	Real estate agent
仲介手数料	Chuukai Tesuuryou	Brokerage fee
抵当権	Teitouken	Mortgage
リース	Riisu	Lease
住宅ローン	Juutaku Roan	Home loan
物件評価	Bukken Hyouka	Property appraisal
賃貸契約	Chintai Keiyaku	Lease agreement
土地区画整理事業	Tochi Kukaku Seiri Jigyou	Land Readjustment Project
建築許可	Kenchiku Kyoka	Building permit
賃料	Chinryou	Rent
物件管理	Bukken Kanri	Property management
住宅開発	Juutaku Kaihatsu	Housing development
不動産価格	Fudousan Kakaku	Real estate prices
田舎の不動産	Inaka no Fudousan	Rural real estate
マンション	Manshon	Condominium
共同住宅	Kyoudou Juutaku	Cooperative housing

Business Japanese Email Communication

In Japanese business communication, email etiquette is crucial. The structure and tone of emails are typically more formal than in Western cultures.

Common email phrases include a polite greeting like this one:

お世話になっております (Osewa ni natteimasu) — I appreciate your help

This is followed by a concise subject line that clearly states the purpose of the email.

When writing business emails, it’s customary to express gratitude using phrases like these:

ご協力ありがとうございます (Gokyōryoku arigatou gozaimasu) — Thank you for your cooperation

お手数をおかけしますが (Otesuu o okake shimasuga) — I apologize for the trouble, but…

The use of honorifics, such as -さん (san), adds politeness to the communication.

Conclude with expressions of gratitude and a polite closing remark like:

敬具 (Keigu) — Sincerely.

Maintaining a formal and respectful tone is crucial for effective written communication in a Japanese business context.

Business Japanese Telephone Etiquette

Some business exchanges are better handled in person. When that isn’t possible, a phone call is often sufficient. 

As with many other aspects of Japanese culture and society, formality and politeness is important. Begin with a polite greeting:

失礼いたします (Shitsurei itashimasu) — Excuse me for interrupting

お電話ありがとうございます (Odenwa arigatou gozaimasu) —  Thank you for calling

Then, state your name and the name of your company or department. For example:

こちらは [Your Name] と申します。 [Company/Department Name] でございます。 (Kochira wa [Your Name] to moushimasu. [Company/Department Name] de gozaimasu.) — This is [Your Name] speaking. I’m with [Company/Department Name].

Taking messages and leaving voicemails is pretty much the same as in English: Provide a clear and concise summary, including the caller’s name, contact number and the purpose of the call. If leaving a voicemail, articulate the message clearly, repeat essential details and conclude with a polite expression of gratitude.

Ready to end the phone call?  Express gratitude for the conversation using some call ending phrases:

お世話になりました (Osewa ni narimashita) — Thank you for your assistance

お疲れ様でした (Otsukaresama deshita) — Thank you for your hard work

Offer further assistance if needed, with a formal conclusion like:

どうぞよろしくお願いいたします  (Douzo yoroshiku onegaishimasu) — Thank you, and I look forward to your continued cooperation

Meetings and Presentations

Need to make a presentation or take part in an office meeting? Here are some vocabulary words to help you along:

Vocabulary for Meetings

Japanese	Romaji	English
会議	kaigi	meetings
開催する	kaisai suru	to hold a meeting
資料	shiryou	materials/documents
議題	gidai	agenda
出席者	shussekisha	attendees
議長	gichou	chairperson
議事録	gijiroku	meeting minutes

Vocabulary for Presentations

Japanese	Romaji	English
発表する	happyousuru	to present
資料作成	shiryou sakusei	presentation preparation
スライド	suraido	slides
視覚的に分かりやすい	shikakuteki ni wakariyasui	visually understandable
要点	youten	key points
質疑応答	shitsugi outou	Q&A session

Phrases for Expressing Opinions

Japanese	Romaji	English
私は思う	Watashi wa omou	I think...
それに賛成です	Sore ni sansei desu	I agree with that
私は異議があります	Watashi wa igi ga arimasu	I have a different opinion
それは確かにそうですね	Sore wa tashika ni sou desu ne	That's certainly true
同感です	Doukansu desu	I feel the same way
その通りです	Sono toori desu	That's correct
そうとは思いません	Sou to wa omoimasen	I don't think so
私は異なる意見です	Watashi wa kotonaru iken desu	I have a different opinion

Presenting Data and Information Clearly

Japanese	Romaji	English
まず初めに	Mazu hajime ni	First of all
今日は～についてお話しいたします	Kyou wa ~ ni tsuite ohanashi itashimasu	Today, I will talk about...
重要なポイントはこれです	Jyuyou na pointo wa kore desu	The important point is this
要点を整理しましょう	Youten o seiri shimashou	Let's organize the key points
以上が私のプレゼンテーションです	Ijou ga watashi no purezenteeshon desu	That concludes my presentation
ご質問がありましたらお聞かせください	Go shitsumon ga arimashitara okikase kudasai	If you have any questions, please feel free to ask

Negotiations and Business Deals

When it’s time to strike a deal, there are a few elements of Japanese business culture to consider:

• Relationship-building is essential in Japanese business culture. Invest time in developing a personal connection before diving into negotiations.
• Japanese negotiation is often indirect and may require you to pay attention to non-verbal cues and read between the lines.
• Decisions are typically made collectively in Japanese businesses. Build consensus rather than focusing solely on individual agreements.
• Japanese culture values thoroughness, so be sure to prepare well for negotiations.
• Understand and respect hierarchical structures: Decision-making may involve consultation with superiors.
• Recognize that decisions may take time and involve multiple levels of approval. Be patient and avoid rushing the process.

Here are some vocabulary words you may need to know for your negotiations:

Japanese	Romaji	English
契約	Keiyaku	Contract
条件	Jōken	Terms
同意書	Dōi-sho	Agreement
合意	Gōi	Consensus
取引条件	Torihiki Jōken	Trading Terms
契約期間	Keiyaku Kikan	Contract Period
契約解除	Keiyaku Kaijo	Contract Termination
違約金	Iyaku-kin	Penalty for Breach of Contract
規定	Kitei	Stipulation
契約書	Keiyaku-sho	Contract Document
交渉	Kōshō	Negotiation
保証	Hoshō	Guarantee
終了条項	Shūryō Jōkō	Termination Clause
機密保持契約	Kimitsu Hoji Keiyaku	Non-Disclosure Agreement (NDA)
法的拘束力	Hōteki Kōsokuryoku	Legal Binding

 

With these vocabulary words and cultural notes, you’ll feel at home when conducting business in Japanese.