Business Card Etiquette in Japan: How to Make a Strong First Impression

Exchanging 名刺: meishi, or business cards, is often the first step when meeting someone in a business setting. In some countries, it may simply be part of a self-introduction; however, in Japan, its meaning is slightly different. Business card exchange is not just a formal gesture, but an important first step in building a strong professional relationship.

In this article, I draw on my experience teaching foreign employees working in Japan to provide a clear explanation of business card exchange—a practice that can often be confusing in professional settings. I will cover its cultural background, specific manners, and how it differs from practices in other countries.

Meishi, or a Japanese business card, is a card that contains a person’s name, company, job title, and contact information, used for self-introduction. In Japan, however, it carries meanings beyond being just a card; the way it is handled can reflect a person’s politeness and trustworthiness, and can influence first impressions. For instance, handling the card roughly or putting it away immediately in front of the other person can come across as rude.

In Japan, a business card is often considered an extension of the person themselves. It is not seen as just a piece of paper, but as something that represents the individual and should be treated with care and respect.

Now, let’s take a look at the key points to pay attention to. The basic principles are to stand, use both hands, and handle the card politely.

When handing a business card to someone, it is customary to present it with both hands, oriented so that it is easy for the other person to read. At the same time, you should introduce yourself by saying, “〇〇会社の△△と申します: “〇〇gaisha no △△to moshimasu(I’m [your name] from [your company]).”

There are also rules regarding the order of exchanging business cards. In general, the invited party or the person with a lower position presents their card first, reflecting Japan’s hierarchical relationships, the distinction between in-group and out-group, and a strong emphasis on etiquette.

When receiving a business card, it is important to use both hands, just as when presenting one, and to say “Chōdai itashimasu” (a polite expression meaning “I humbly receive this”). Avoid putting the card away immediately; instead, take a moment to look at the information on it, as this shows respect to the other person.

Furthermore, in business meetings, it is common to place the business cards you have received on the table. This helps you remember names and also serves as a subtle way of showing respect, expressing that “you value the other person.” It may seem that Japanese culture has many detailed rules; however, they all stem from a deep sense of respect for others.

Cultural differences often lead to mistakes or misunderstandings in real business settings. Here are some common examples:

・Putting a business card directly into one’s pocket immediately after receiving it.
→ In Japan, this may be seen as a lack of interest or respect.

・Handing a business card with one hand.
→ In some countries, this may be considered normal; however, in Japan, it can give the impression of a lack of politeness.

・Placing objects such as a smartphone or pens on someone’s business card
→ This may be perceived as a sign of disrespect toward the other person.

・Moving on in a meeting without confirming their names and job titles.
→ This may lead to confusion during the conversation and be considered impolite.

These mistakes often arise from a lack of knowledge. In other words, by understanding the cultural background behind Japanese manners, these misunderstandings can be easily avoided.

In Japan, the exchange of business cards is not merely a formality; it functions as an important professional practice through which respect is expressed and business relationships are established. By understanding the differences between the business etiquette and customs of one’s own country and those observed in Japan, communication in professional settings can become significantly smoother. Rather than viewing it as a simple procedural task, it should be recognized as the first step in building mutual trust.

Handing and receiving business cards with care—each individual gesture in this sequence of actions—can convey the Japanese value of respect for others, which is deeply rooted in Japan’s cultural context. In practice, it is often observed that simply memorizing rules is not sufficient. By understanding the underlying principle of Japanese culture, namely consideration for others, one can adapt more naturally to Japanese business settings.

To understand business practices unique to Japan, such as the business card exchange introduced in this article, it is more effective to approach them as cultural knowledge rather than merely memorizing phrases or rules.

At TCJ, students can learn practical business etiquette alongside Japanese language studies. We offer both group and private lessons, enabling learners to develop practical skills tailored to their individual levels and learning goals.

Business etiquette cannot easily be acquired through reading books or textbooks alone. In particular, for non-Japanese employees, it is only by understanding the underlying reasons behind certain practices that they can begin to act in a natural and appropriate manner.

Our instructors have extensive experience not only in teaching Japanese, but also in real business environments. Drawing on this experience, they carefully guide students in understanding cultural differences, enabling them to acquire practical skills that are applicable in real-life situations rather than remaining as theoretical knowledge.

Deepening one’s understanding of Japanese culture, in addition to the language itself, is the first step toward building trust in business settings. At TCJ, we invite you to develop the skills needed to act with confidence by learning both Japanese language and culture with us.

・Agency for Cultural Affairs. Materials on Japanese language education and intercultural understanding.
https://www.bunka.go.jp/seisaku/kokugo_nihongo/kyoiku/

・Japan External Trade Organization (JETRO). Guide to doing business in Japan. https://www.jetro.go.jp/en/invest/setting_up/

・Ministry of Economy, Trade and Industry (METI). Policies on global human resource development.
https://www.meti.go.jp/policy/economy/jinzai/

・Tokyo Metropolitan Government Bureau of Industrial and Labor Affairs. Handbook for accepting foreign workers.
https://www.sangyo-rodo.metro.tokyo.lg.jp/