Picture this: you’re stepping into a Tokyo boardroom, your presentation queued up, and you want to kick off on the right foot. You pause, wondering how to greet everyone politely in Japanese. That’s where Japanese business phrases come in handy.
In this ultimate guide, you’ll get friendly, clear tips to:
- Nail common workplace greetings
- Master honorific speech (keigo) basics
- Handle business cards like a pro
- Bow and use nonverbal cues with confidence
- Sound polished on calls and emails
- Speak up at meetings, and dine the Japanese way
Let’s jump in and unlock smoother communication for your next business interaction in Tokyo.
Master basic greetings
Starting off on the right note is all about how you say hello. Who hasn’t fumbled a greeting and felt that awkward pause? Here are everyday expressions to open meetings, introduce yourself, or wrap up a workday.
- おはようございます (Ohayou gozaimasu) – Good morning
- こんにちは (Konnichiwa) – Good afternoon
- はじめまして (Hajimemashite) – Nice to meet you
- よろしくお願いします (Yoroshiku onegai itashimasu) – Pleased to work with you
- お疲れさまです (Otsukaresama desu) – Thanks for your hard work
Try weaving these into your first meeting or quick email. For more on opening lines, check our guide on japanese greeting phrases.
Learn keigo essentials
Japanese honorifics, called 敬語 (keigo), show respect and help you fit right in. Don’t stress, it’s simpler than it sounds once you see the patterns.
| Style | Japanese term | When to use |
|---|---|---|
| Polite (teineigo) | ～ます / ～です | Default in professional settings |
| Honorific (sonkeigo) | お～になる | Talking about a senior’s actions |
| Humble (kenjougo) | ～いたす / ～申す | Talking about your own actions humbly |
Key tips:
- Add お (o) or ご (go) before nouns (お電話, ご案内)
- Swap standard verbs (します → いたします)
- Use させていただきます (sasete itadakimasu) to show gratitude for permission (Coto Language Academy)
Want to dive deeper? See our japanese honorifics usage guide.
Nail business card exchange
Business cards (名刺, meishi) are literally your “face” in Japan. A smooth exchange speaks volumes about your respect for local customs (JapanesePod101).
1.
Hold your card with both hands, Japanese side up, text facing the recipient.
2.
Offer it with a slight bow, eyes on the card, inviting them to take it.
3.
Receive theirs with both hands, inspect it briefly (treat it like a mini resume).
4.
Place cards on the table in front of you or slide them into a case (never shoved in your pocket).
Keep it steady, polite, and never write on the card in front of its owner (JRPass.com).
Bow with confidence
A well-timed bow can say “thank you,” “hello,” or “excuse me” without a single word. Wondering how deep to go? Here’s the breakdown from casual nod to formal respect (JRPass.com).
- Eshaku (15°) – Brief nod, for casual hellos
- Keirei (30°) – Standard business greeting or thank you
- Saikeirei (45°) – Deep bow for apologies or major gratitude
Stand with feet together, keep your back straight, and bow from the waist. For more nonverbal cues, peek at our japanese body language tips.
Use phone etiquette
Business calls in Japan open with polished phrases, not just “hello.” Ever felt lost on a conference bridge? Try these lines:
- はい、もしもし、[Your Name]でございます (Hai, moshi moshi, [Your Name] de gozaimasu) – “Hello, this is [Your Name]” (JapanesePod101)
- いつもお世話になっております (Itsumo osewa ni natte orimasu) – “Thank you for your continued support” (TCJ Education)
- 少々お待ちください (Shoushou omachi kudasai) – “Please hold for a moment”
When you’re done:
- 失礼いたします (Shitsurei itashimasu) – “Excuse me for hanging up”
Drop “sumimasen” or “shitsurei” to apologize for any interruptions.
Write winning emails
Email in Japan mirrors the polite pace of a meeting. A clear format and polished lines go a long way (Scaling Your Company).
Structure:
- Subject line – concise topic
- Opening greeting – show thanks or context
- Body – get to the point politely
- Closing remarks – offer follow-up, show gratitude
Here’s a quick phrase table (TCJ Education):
| Purpose | Japanese | Romaji | English |
|---|---|---|---|
| Opening thanks | いつもお世話になっております | Itsumo osewa ni natte orimasu | Thank you for your support |
| Introducing topic | ～の件でご連絡いたしました | ～no ken de gorenraku itashimashita | I’m contacting you regarding ～ |
| Attachment note | 添付資料をご確認くださいませ | Tenpu shiryou o go-kakunin kudasaimase | Please check the attached documents |
| Apology for delay | 大変申し訳ございません | Taihen moushiwake gozaimasen | I’m extremely sorry |
| Closing thanks | どうぞよろしくお願いいたします | Douzo yoroshiku onegai itashimasu | Thank you, and I look forward to your reply |
For extra ways to say thanks, see japanese thank you expressions.
Present at meetings
Meetings in Japan move at a respectful pace. Keep it clear, concise, and courteous (Shinka Management).
- Enter saying 失礼します (Shitsurei shimasu) – “Excuse my interruption”
- Sit in order of hierarchy (seniorit y near the front)
- Start with “本日はお時間をいただきありがとうございます” (Honjitsu wa ojikan o itadaki arigatou gozaimasu) – “Thank you for your time today”
- Use slide titles in English and Japanese for clarity
- Wrap up with 質問はございますか (Shitsumon wa gozaimasu ka) – “Any questions?”
Want to avoid awkward pauses? Practice smooth transitions and leave space for nods or brief bows.
Navigate dining etiquette
Business dinners are part of relationship building. Here’s how to dine and chat politely:
- Before eating, say いただきます (Itadakimasu)
- To get service, a gentle すみません (Sumimasen) helps (RealEstate-Tokyo)
- After the meal, thank your host with ごちそうさまでした (Gochisousama deshita)
- To ask for the bill: お勘定をお願いします (Okanjou o onegaishimasu)
- Avoid tipping – it can feel awkward in Japan (Here There & Gone)
Dine relaxed, follow your host’s lead, and you’ll make a great impression. For more on ordering, see japanese restaurant phrases ordering.
Key takeaways
- Use set greetings to break the ice, like おはようございます and よろしくお願いします
- Honorifics (keigo) are your best friend – polite, honorific, and humble forms guide respect
- Meishi exchange and bows speak louder than words – handle cards with care and bow correctly
- Phone calls and emails follow clear scripts – strong openings, concise bodies, and polite closings
- Meetings reward brevity and hierarchy awareness – enter respectfully, present clearly, then invite questions
- Business dinners seal relationships – say いただきます, すみません, and ごちそうさまでした
Try practicing one new phrase today – maybe start your next email with いつもお世話になっております. Let us know how it goes in the comments below.
Frequently asked questions
1. How do I choose between sonkeigo and kenjougo?
Use sonkeigo when praising or referring to someone else’s actions, and kenjougo when talking about your own deeds humbly. When in doubt, stick with ～ます/～です polite form.
2. What’s the best phrase to start a Japanese business email?
A solid opener is “いつもお世話になっております” (Thank you for your continued support). It shows gratitude and sets a respectful tone.
3. How should I exchange business cards if I’m traveling solo?
Follow the two-hand rule. Offer your card with both hands, Japanese side up. Receive theirs likewise. Treat each card like a mini profile – don’t stash it in your pocket.
4. Is bowing always necessary in casual office settings?
A light nod (eshaku) is common for quick hellos or thanks. You only need deeper bows (keirei) for formal meetings or apologies.
5. What if I forget a phrase mid-conversation?
Don’t panic. A sincere “すみません、もう一度お願いできますか？” (Sumimasen, mou ichido onegai dekimasu ka? – “Sorry, could you say that again?”) goes a long way in showing respect and willingness to learn.
