Greeting

The traditional form of greeting in Japan is a bow, which has additional meaning depending on its depth and duration. A neutral, polite bow (for instance, when thanking someone or greeting a senior person while passing by) involves a slight body bend from the waist at a 15⁰ angle and a small nod of the head.

In business situations, particularly during greetings and introductions, the bow should be at a 30⁰ angle. The deepest and most respectful bow (at a 45⁰ angle) is meant to express stronger feelings, such as apologies or gratitude.

A bow between people of equal status should be equal in both depth and duration.

During the bow, men hold their hands along the sides of their body, while women place their hands in front, palms together.

Foreigners are not required to bow when greeting their partners in Japan; a handshake is sufficient. Japanese businesspeople may even combine a bow with a handshake when greeting foreigners.

A handshake should be soft, gentle, with minimal eye contact.

The purpose of the first meeting is to establish relationships based on trust, harmony, and respect. It's possible that not much will be discussed about the subject of negotiations at this stage.

Introduction

According to Japanese tradition, it is customary to mention the family name first, followed by the given name. Address your partner by their family name only (first names are typically used only within the family or among close friends).

Regardless of gender, Japanese people add the suffix "san" in formal communication (e.g., Tanaka-san), which is equivalent to "Mr./Ms. Tanaka".

Initial negotiations may start at the level of middle managers. It is not appropriate to try to bypass them and approach higher management directly.

When introducing themselves, Japanese managers may first mention their company, then their department, and finally their family name. This emphasizes their group affiliation.

Exchange of Business Cards

There is a specific ritual for exchanging business cards. They should be handed over and received with both hands. After receiving the 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 a cardholder. Do not put the card in your pocket or wallet.

Business card exchanges may sometimes occur even before greetings and introductions.

When presenting your business card, ensure that the Japanese text on the front side is facing your partner. The reverse side can contain text in English or your native language.

Do not make any notes on the business card or bend it.

Your business card should include your company’s name, department, position, and family name.

Your position or role is a key factor for the Japanese side in determining who will be your negotiation partner.

Small Talk: Overview

Every business meeting begins with small talk. Small talk is especially important during the first meeting, as its goal is to create an atmosphere of trust, harmony, and friendly hospitality.

The Japanese style of conversation is unhurried, lacking strong emotional undertones, and often includes pauses. Silence is an important part of the conversation and should not be filled unnecessarily.

The neutral communication style typical of the Japanese involves adhering to business etiquette, being reserved in the use of body language and gestures, and avoiding tense situations in conversation.

It is very important to show politeness towards your interlocutor during both social and business conversations.

Maintain a comfortable distance during the conversation, avoid physical contact, and minimize direct eye contact.

Do not be surprised if your Japanese partner asks you questions about your family or your position in the company during the conversation. This is not considered inappropriate; rather, it shows their interest in you.

Preferred Topics

Safe topics for small talk include questions related to business or professional matters.

Japanese cuisine, food products, and preferences in food are appropriate topics.

Various aspects of Japanese culture, history, and language will also be well received.

Taboo Topics

Politics and religion top the list of taboo topics in small talk. They can lead to disagreements in conversation, which in turn may cause one party to "lose face" or disrupt the harmony of the interaction.

Home and family are generally considered off-limits topics, at least in the early stages of business relationships. As the relationship develops, your Japanese partner may begin to share some details of their personal life with you.

Personal Space

Open displays of emotion during greetings, such as hugging or patting someone on the back, are unlikely to be well received by your Japanese partner.

In Japan, it is not customary to stand too close to one another; the comfortable distance for communication is about 1 meter.

In Japanese society, active gesturing during conversation is discouraged. You may notice that Japanese people often keep their hands clasped during discussions, which prevents excessive use of gestures.

Communication Specifics

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

It is very important to nod during conversations to show your partner that you are attentively listening and following their thoughts.

Japanese people are characterized by an indirect communication style: sometimes, the tone of voice, facial expressions, or posture are more important than the actual words. These subtle cues, often unnoticed in other cultures, can convey a wide range of – sometimes the most – important information.

Silence is a natural form of non-verbal communication, and excessive talkativeness is viewed negatively.

Nodding is essential during conversations, indicating that you are following and paying close attention to your partner's ideas.

The main goal of communication is to maintain harmony and preserve face for all participants. For this reason, Japanese speech may often be full of ambiguous statements, frequently with a subtle underlying meaning.