Greeting

The traditional form of greeting in Japan is the bow, which carries some additional meaning depending on its depth and duration. A neutral, polite bow (e.g. when thanking someone or greeting an elderly person as they pass by) involves a 15⁰ angle from the waist line and a slight nod of the head.

In business situations, particularly when greeting or introducing other people, the bow angle should be 30⁰. The deepest and at the same time the most respectful bow (45° angle) is also intended to express stronger feelings (such as apology or gratitude).

The bow for people of equal status should also be of equal depth and duration.

In the bow, men hold their hands along the side line of the body and women in front of them with their palms together.

foreigners do not need to greet their partners in Japan with a bow and can simply shake hands. Japanese businessmen can even combine a bow with a handshake when greeting foreigners.

The handshake should be weak, gentle, and with minimal eye contact.

The goal of the first meeting is to establish a relationship based on trust, harmony, and respect. Perhaps not much will be said about the subject of the negotiation at this stage.

The first meeting is about establishing trust, harmony, and respect.

Introduction

Japanese tradition is to use your last name first, followed by your first name. Only use your partner's last name (the first name can only be used among family or friends).

Without regard to gender, in formal situations the Japanese add the name suffix san (e.g., Tanaka-san), which corresponds to Mr./Mrs. Tanaka in Russian practice.

Initial negotiations can start at the middle-management level. Don't try to go over their heads to a higher management level.

In introductions, Japanese managers may name their company first, then their department, and only then their last name. In doing so, they emphasize their group identity.

Exchange of Business Cards

There is a certain ritual for exchanging business cards. It is passed and received with both hands. After receiving your business card, read the information on it and ask your partner a few questions as a sign of respect, then place it on the table in front of you or in your business card holder. Don't put the business card in your pocket or purse.

Sometimes business cards are exchanged even before greetings and introductions.

Transfer a business card with the text in Japanese on the front side facing the partner. The back of the business card can be in English or your native language.

Do not write on or bend the card.

The business card should include your company name as well as your department, title, and family name.

Your title or position is what the Japanese side determines when deciding who your negotiating partner will be.

Small Talk: Overview

All business meetings begin with small talk. Especially important is small talk during the first meeting, which aims to create an atmosphere of trust, harmony, and friendly cordiality.

The Japanese way of talking is unhurried, with no strong emotional background, and with pauses in the conversation. Silence is an important part of conversation and should not be filled with anything.

The Japanese people's neutral style of communication includes noticing the rules of business etiquette, not using body language and body gestures, not looking for difficult situations in conversation.

It is important to be polite to your conversation partner both in conversation and in business.

Perform a comfortable distance when speaking, avoid physical contact, avoid direct eye contact.

Don't be surprised if your Japanese partner asks you questions about your family or your position in the company while you are speaking. This is not inappropriate. He's expressing an interest in you.

Preferred Topics

Safe topics for small talk are those that have to do with business or profession.

Japanese food, food, and eating habits are appropriate topics for small talk.

A variety of aspects of Japanese culture, history, and language will also be well-received for discussion.

Taboo Topics

Politics and religion top the list of taboo topics in small talk. They can lead to disagreements in conversation which, in turn, can lead to either a possible loss of face or a lack of harmony in communication.

Family and home are among the closed topics, at least in the initial stages of a business relationship. As they develop, your Japanese partner may share some of the details of his personal life with you.

Personal Space

Open displays of emotion during greetings, such as hugs or patting the back, are unlikely to be accepted by your Japanese partner.

In Japan, it is not customary to stand close to each other, with a comfortable distance of about 1 meter.

The Japanese society does not encourage active gesticulation during conversation. You may notice that Japanese people's hands are joined during conversations, which prevents them from being active.

In Japanese society, active gesticulation is not welcomed during conversations.

Communication Specifics

Direct eye contact in Japan should be avoided; it is considered rude and even aggressive.

The Japanese have an indirect way of communicating: it is sometimes not the words themselves that are important in speech, but rather the tone of voice, facial expression or posture of the speaker. All of these things which are invisible to the eye of other cultures can reveal varied information, often the most important.

Silence is a natural form of non-verbal communication, and being too talkative is not appreciated.

When talking, it is important to nod your head slightly, letting your partner know you are following his thoughts and listening carefully.

The most important thing in communication is to maintain harmony and keep your companions' faces. It is for this reason that Japanese speech can be full of ambiguous statements, often with subtle overtones.