31-country business-culture briefs — customs stated as common practice, backed by our data.
Exchanging business cards (meishi) with both hands — card facing the recipient — is standard practice at first meetings; take a moment to read the card before setting it respectfully on the table. Handshakes are increasingly common, but if the other party bows first, reciprocate with a bow of similar depth.
Address counterparts by family name plus 'san' (e.g., Tanaka-san) even in relatively established relationships. Using first names without invitation is considered overly familiar; in formal settings, title plus family name is appropriate.
Avoid causing a counterpart to lose face publicly or delivering outright refusals; the word 'muzukashii' (difficult) commonly signals a polite no rather than a literal statement. The number four ('shi,' homophonous with 'death') is best avoided when giving gifts or selecting room numbers.
Seating in meetings typically follows seniority, and arriving punctually — ideally five minutes early — is expected. Silence indicates reflection rather than discomfort, so resist filling pauses; key decisions are often pre-aligned through internal consensus-building ('nemawashi') before the formal meeting begins.
Business negotiations in Japan tend to move deliberately, with emphasis on building long-term trust; pushing for quick decisions can be counterproductive. The ringi consensus system means final approvals require sign-off from multiple stakeholders internally, so patience is a strategic asset.
Business entertaining usually takes place in restaurants rather than private homes; wait for the host to indicate seating before sitting down. Saying 'itadakimasu' before eating is customary; pour drinks for others rather than yourself — sake and beer are common choices.
Punctuality is a baseline sign of respect in Japan; if you anticipate being even a few minutes late, call ahead immediately. Meetings generally start and end on schedule, so build adequate transit buffer into your itinerary.
Key holiday periods to plan around include Golden Week (late April to early May, approximately one week), Obon (mid-August, with many companies closed for about a week), and the year-end/New Year break (late December to early January). Complete critical communications well in advance of these windows to avoid delays.