Mastering Japanese Business Greetings: Your First Step to Professional Success in Japan
- ulpa
- 2 days ago
- 17 min read
Whether you're stepping into a sleek Tokyo office for a pitch meeting, joining a Zoom call with Japanese distributors, or shaking hands with future partners at a trade show in Osaka, one thing is certain: the way you say hello matters, a lot. In Japan, greetings aren’t just pleasant icebreakers. They are a ritual. They encode hierarchy, respect, humility, and intent, all before the conversation even begins. This isn’t just linguistic. It’s cultural. Japanese business etiquette puts tremendous value on formality, harmony, and relational awareness. A single misstep, too casual too soon, too bold without humility, can derail first impressions before you've even sat down.
But here's the good news: even if your Japanese skills are close to zero, simply learning a handful of greetings, when to use them, and why they matter can instantly elevate the way you're perceived. And that’s exactly what this guide is about. We’ll take you inside the greetings themselves, breaking down the grammar, the cultural values embedded in the words, the different layers of politeness and formality, and how to adapt them whether you're a visiting executive or a startup founder trying to build bridges in Japan.
Table of Contents
The Golden Trio: First Impressions Count
These three phrases form the foundation of most Japanese business interactions and should generally be used in the following order during an initial encounter. Think of them as stepping stones for a smooth and respectful introduction. But beyond simple memorization, it's worth understanding why each phrase is said, what the literal meaning is, and how these phrases reflect the deeper cultural values of Japan.
初めまして
Romaji: Hajimemashite
Pronunciation: [hah-jee-meh-mah-sh-teh]
Literal meaning: "(We are) beginning (our relationship)"
Natural English translation: "Nice to meet you"
When to use: When you're being introduced to someone new, either in person or over a call. Always follow this with your name and company.
While often translated as "Nice to meet you," hajimemashite comes from the verb hajimeru (始める), meaning "to begin." The phrase literally marks the beginning of a relationship, not just an encounter. It carries a subtle recognition that every business interaction in Japan is built over time, and this greeting acknowledges the start of that journey.
The use of hajimemashite is strictly for first-time meetings. You won’t hear it again once you've met someone.
お世話になっております
Romaji: Osewa ni natte orimasu
Pronunciation: [oh-seh-wah nee naht-teh oh-ree-mahss]
Literal meaning: "I am being taken care of by you"
Natural English translation: "Thank you for your continued support" / "I appreciate your help"
When to use: At the beginning of meetings or emails with business contacts. Even if you don’t know the person well, this phrase assumes you're entering into a collaborative relationship. It’s particularly useful if you're being introduced to a client or partner by a mutual contact.
Osewa ni natte orimasu is perhaps the most ubiquitous and yet puzzling phrase in Japanese business. The word sewa (世話) literally means "care" or "assistance," and the phrase roughly translates to "I am in your care" or "Thank you for taking care of me." This isn’t just about past favours; it’s about acknowledging that we are in a mutually supportive relationship, even before anything concrete happens. It builds emotional debt in a positive way, showing humility and gratitude. You can even use it with people you've just met, especially when an introduction is made on your behalf (e.g., via email or a business card handoff).
Variants to watch for:
いつもお世話になっております (Itsumo osewa ni natte orimasu) – Adds "always," often used in email.
いつも大変お世話になっております (Itsumo taihen osewa ni natte orimasu) – Even more deferential, for VIPs.
よろしくお願いします
Romaji: Yoroshiku onegai shimasu
Pronunciation: [yo-roh-shku oh-neh-gai shee-mass]
Literal meaning: "I humbly request that you treat me well"
Natural English translation: "I look forward to working with you" / "Thank you in advance"
When to use: After introducing yourself, making a request, or confirming collaboration. It’s a staple closing phrase and can even be said at the start of a Zoom call. Consider it a respectful verbal handshake.
This phrase has no perfect English equivalent. It is the very definition of untranslatable Japanese business etiquette.
The root verb negau (願う) means "to wish" or "to request." When used in the keigo (polite) form, onegai shimasu, it turns into a humble, forward-looking request: "Please treat me favourably." When paired with yoroshiku, which means something along the lines of "well" or "appropriately," it becomes a phrase that wraps up expectation, politeness, and humility all at once. It's used so frequently that even foreigners who speak little Japanese often learn this phrase first.
More formal version:よろしくお願いいたします (Yoroshiku onegai itashimasu) — Used in business meetings or formal presentations.
In essence, you're placing your professional relationship into the hands of the other person and trusting them to take care of it. It’s humble, it’s hopeful, and it's a phrase that holds a surprising amount of emotional weight for such a standard greeting.
Self-Introduction: Keeping It Polished
In Japanese business culture, introductions are never casual. They are structured, rehearsed, and deeply intentional. A proper self-introduction, called 自己紹介 (jikoshōkai), is your chance to establish credibility, humility, and professionalism in one carefully worded breath.
Structure First, Then Style
Japanese introductions prioritize the group before the individual. In other words, you say your company name before your personal name. This may feel backwards to those from individualistic cultures, but it reflects Japan’s collectivist mindset: you are first and foremost a representative of your organization.
Basic Formula:
[Company name] + の + [your name] + と申します。
Let’s break that down:
の (no): Possessive particle, like "of" or "from"
と申します (to mōshimasu): A humble form of "I am called..."
If You Work for a Japanese Company
株式会社ウルパのスミス・ピーターと申します。
Romaji: Kabushiki-gaisha Urupa no Sumisu Pītā to mōshimasu
Pronunciation: [kah-boo-shee-kee-guy-sha oo-roo-pah noh soo-mee-soo pee-tah toh moh-shee-mass]
Literal Meaning: “(I) humbly say (my name is) Smith Peter of Ulpa Corporation.”
Natural Translation: “I’m Peter Smith from Ulpa Inc.”
Here, 株式会社 (kabushiki-gaisha) is the legal term for a joint-stock company、similar to "Inc." or "Co., Ltd." in English. You include it because legal forms matter in Japan.
Cultural Tip: You’ll almost never hear someone use "watashi wa..." (I am...) in this context. It’s not incorrect, it’s just not polite enough. You’re not introducing yourself as an individual, you’re introducing yourself as a representative of your company.
If You’re Visiting from a Foreign Company
ウルパ社のスミス・ピーターと申します。
Romaji: Urupa-sha no Sumisu Pītā to mōshimasu
Pronunciation: [oo-roo-pah-sha noh soo-mee-soo pee-tah toh moh-shee-mass]
Literal Meaning: “(I) say (my name is) Peter Smith of Ulpa Company.”
Since "kabushiki-gaisha" doesn’t apply to foreign firms, simply add 社 (sha) to the company name. It means “company” and sounds more natural to Japanese ears than trying to translate the business structure directly.
Pro Insight: Avoid translating "LLC" or "Ltd." from your country into Japanese legal terms unless your company is registered in Japan. Just use "[Company]社" instead, it’s clearer and culturally smoother.
Add Your Role
Once you’ve introduced your company and name, it’s customary to briefly state your department or position.
営業部で働いております。
Romaji: Eigyōbu de hataraite orimasu
Pronunciation: [eh-gyoh-boo deh hah-tah-rah-ee-teh oh-ree-mahss]
Meaning: “I work in the Sales Department.”
or
マーケティング部のマネージャーをしております。
Romaji: Māketingu-bu no manējā o shite orimasu
Pronunciation: [maa-keh-ting-goo boo noh mah-neh-ee-jah oh shee-teh oh-ree-mahss]
Meaning: “I’m the manager of the Marketing Department.”
Here, 〜しております is a humble form of 〜しています (“I do / I am doing”). Again, you're lowering yourself in relation to the listener.
Close with Humility
Wrap it up with the phrase that quietly seals the deal:
本日はよろしくお願いいたします。
Romaji: Honjitsu wa yoroshiku onegai itashimasu
Pronunciation: [hon-jee-tsu wah yo-roh-shku oh-neh-gai ee-tah-shee-mahss]
Meaning: “I humbly look forward to working with you today.”
Note: This version uses いたします, the humble form of します, which is another way of showing respect to the person you’re speaking to.
Full Self-Introduction Example (Foreign Company Visitor)
ウルパ社のスミス・ピーターと申します。
マーケティング部のマネージャーをしております。
本日はよろしくお願いいたします。
Romaji: Urupa-sha no Sumisu Pītā to mōshimasu.
Māketingu-bu no manējā o shite orimasu.
Honjitsu wa yoroshiku onegai itashimasu.
Pronunciation:[oo-roo-pah sha noh soo-mee-soo pee-tah toh moh-shee-mass]
[maa-keh-ting-goo boo noh mah-neh-ee-jah oh shee-teh oh-ree-mahss]
[hon-jee-tsu wah yo-roh-shku oh-neh-gai ee-tah-shee-mahss]
This style of introduction is appropriate for formal in-person meetings, calls, or even email exchanges when you’re meeting someone for the first time. You’re not just telling people who you are, you’re positioning yourself within a social structure, showing you understand the weight of the moment. Next up: Let’s dive into the layers of keigo (敬語), Japan’s complex but beautiful system of honorific speech.
Keigo (敬語): The Unseen Backbone of Professional Japanese
If Japanese business language had a nervous system, it would be Keigo, the honorific speech system that powers every word, every introduction, every follow-up email. For foreigners, keigo can feel like a tangle of verbs and invisible social rules. But beneath the complexity lies a single principle: showing respect by adjusting your language based on status and context. Whether you’re speaking to a client, a superior, or a stranger, keigo ensures that you stay humble, deferential, and culturally appropriate. Even if you only learn a handful of phrases, understanding why keigo exists will help you avoid accidental rudeness and earn you instant respect.
What Is Keigo?
Keigo is not one kind of speech—it’s three overlapping systems:
尊敬語 (Sonkeigo): Respectful language used when talking about the actions of someone superior to you.
謙譲語 (Kenjōgo): Humble language used when talking about your own actions in relation to others.
丁寧語 (Teineigo): Polite language, the general foundation for most business Japanese.
Think of Keigo as shifting gears in a car: depending on who you're speaking to, you increase or decrease formality to maintain social harmony.
A Simple Example: The Verb “To Do”
Context | Japanese | Romaji | Usage |
Casual | やる | yaru | Only with close friends, not business-safe |
Polite | します | shimasu | Standard polite form, suitable for most business |
Humble | いたします | itashimasu | Used for your own actions to show humility |
Respectful | なさいます | nasaimasu | Used to describe actions of superiors or clients |
So if you're making a presentation and say:
説明いたします。 (Setsumei itashimasu)“I will humbly explain (this).”
You’re using keigo to lower yourself and elevate the audience, exactly what’s expected in a Japanese business setting.
Keigo isn't about being “fancy.” It’s about:
Establishing trust without forcing intimacy
Acknowledging hierarchy without being submissive
Creating emotional distance to protect both parties’ faces (メンツ)
In other words, keigo makes business smoother by allowing everyone to play their social roles without discomfort.
When You’re a Foreigner: How Much Keigo Should You Use?
If you're new to Japan, no one expects you to master every nuance. But using even basic keigo shows effort—and that effort goes a long way.
Start with these go-to keigo expressions: お世話になっております (Osewa ni natte orimasu) – Already covered, and pure keigo. 〜しております (shite orimasu) – Humble version of “I’m doing…” 〜いたします (itashimasu) – Humble “I will…” 〜いただけますでしょうか？ (itadakemasu deshō ka?) – Polite way to say “Could you possibly…?”
Even one or two of these phrases used correctly can raise your credibility immensely in a meeting or email.
Keigo Pitfalls to Avoid
Don’t mix humble and respectful forms in the same sentence. For example, don’t say 社長様がいらっしゃいました (Shachō-sama ga irasshaimashita), you’re adding unnecessary honorifics. Choose one respectful form and stick with it.
Don’t try to over-keigo everything. You’re not expected to sound like an NHK news anchor. Overdoing it may come off as unnatural or insincere.
Keigo is a lifelong study, even for native speakers. But for international professionals, learning the basics, and showing sincere effort—can open doors that would otherwise stay closed. Next up: we’ll explore the silent language of greetings, the bow, and how to combine physical and verbal etiquette for a flawless first impression.
Bowing: The Silent Language That Speaks Louder Than Words
In Japan, the bow isn’t just a greeting, it’s a nuanced, physical expression of intent, status, respect, and emotion. While the words you speak set the frame for a meeting, your bow sets the tone before a single syllable is heard.
If you want to master business greetings in Japan, you can’t just say the right thing, you have to bow the right way.
What Is a Bow in Japan?
A bow, or お辞儀 (ojigi), is a forward bend of the upper body. Simple in form, complex in meaning. Bowing is used in greetings, thanks, apologies, congratulations, requests, and even farewells. It’s so embedded in Japanese daily life that even phone calls and Zoom meetings are often accompanied by unconscious bowing.
The Three Main Business Bows
Type | Angle | Name | Context |
Light | ~15° | 会釈 (eshaku) | Passing in a hallway, casual greeting to juniors or equals |
Standard | ~30° | 敬礼 (keirei) | Most common for business greetings and introductions |
Deep | ~45° | 最敬礼 (saikeirei) | Used for high-level respect, deep gratitude, or serious apology |
How to Bow Properly
Posture matters.
Stand straight with hands by your side (men) or clasped in front (women)
Keep your back and neck straight
Bow from the waist, not the neck
Hold the bow for one to two seconds
Avoid eye contact during the bow—lower your gaze respectfully
Common Mistake: The “nodding bob” or “Western-style head dip” feels lazy in Japan. If you're going to bow, commit to it. Even a slightly stiff or awkward bow will be respected more than a half-hearted one.
When to Bow in a Business Setting
Entering a room: Bow as you say “失礼します (shitsurei shimasu)” – “Excuse me for entering”
Meeting someone new: Bow after saying “初めまして (hajimemashite)”
Exchanging business cards: Bow as you present and receive cards (more on this soon)
Concluding a meeting: Bow with “本日はありがとうございました (honjitsu wa arigatou gozaimashita)” – “Thank you for today”
Pro Tip: When in doubt, mirror the bow of your Japanese counterpart. If they bow deeply, you should too. If they remain upright and offer a handshake, follow their lead.
Bowing in a Digital World
You might think bowing has no place on a Zoom call, but in Japan, old habits die hard. It’s common for professionals to bow slightly when a virtual meeting starts or ends. Even if the camera doesn’t catch it, the gesture comes naturally.
Try it yourself: Bowing (even subtly) when saying “よろしくお願いします” at the start of a call helps you internalize the cultural rhythm. You’ll feel more respectful, and that feeling will shape how you speak and act.
Combining Words and Bows
In Japanese business etiquette, words and gestures work as a pair. You don’t bow in silence. And you don’t say “よろしくお願いします” without at least a nod. Done together, they become a complete act of respect.
初めまして。ウルパ社のスミス・ピーターと申します。よろしくお願いいたします。
Romaji: Hajimemashite. Urupa-sha no Sumisu Pītā to mōshimasu. Yoroshiku onegai itashimasu.
Pronunciation: [hah-jee-meh-mah-sh-teh. oo-roo-pah sha noh soo-mee-soo pee-tah toh moh-shee-mass. yo-roh-shku oh-neh-gai ee-tah-shee-mahss]
Meaning: “Nice to meet you. I’m Smith Peter from Ulpa. I look forward to working with you.” (bow during the final sentence)
A well-timed bow may be silent, but it speaks volumes. And for a foreign businessperson, learning when and how to bow sends a powerful signal: that you’re here not just to do business but to do it with integrity, curiosity, and respect.
The Ritual of Meishi Kōkan: Business Card Exchange Done Right
If bowing is the silent greeting of respect, exchanging business cards, 名刺交換 (meishi kōkan), is the physical handshake of Japanese professional culture. But don’t mistake it for a quick pocket grab. In Japan, business cards are a formal extension of the individual and their company. How you give, receive, hold, read, and even store a card sends a signal about your understanding of etiquette and your respect for the other party. In short: get this wrong, and your meeting could be off to a bad start. Get it right, and you instantly earn credibility.
The Cultural Meaning Behind the Card
In Japanese business culture, the business card is not just contact information. It represents your social role, status, and the company you stand for. This is why cards are exchanged so ceremoniously. Treating the card with care is the same as treating the person with care.
Pro Insight: A wrinkled card or placing a card directly into your back pocket is the equivalent of saying, “I don’t respect you.” It’s not a small detail, it’s a loud message.
Timing and Setting
Business cards are typically exchanged at the very beginning of a meeting, immediately after greetings and bows but before any small talk or business discussion. The ritual usually happens standing, with both people facing one another squarely.
Step-by-Step: How to Exchange Business Cards Properly
Have your cards ready. Use a dedicated card holder (名刺入れ / meishi ire), not your wallet. Prepare cards in advance with one cleanly held at the top, logo facing up, text facing the recipient.
Stand up and use two hands. Present your card with both hands. Hold it by the corners, thumbs on top corners, and bow slightly as you offer it.
Say this while offering your card: 名刺をどうぞ。 (Meishi o dōzo.) “Please accept my business card.”
State your name and company clearly. Repeat your full name, company name, and title while offering the card. Use your formal self-introduction.
Example:ウルパ社のスミス・ピーターと申します。よろしくお願いいたします。
Receive the card respectfully. Also with two hands. As you accept it, say:
頂戴いたします。 (Chōdai itashimasu.) “I humbly receive it.” Or simply,ありがとうございます。 “Thank you.”
Study the card. Take a moment to look at the person’s name, title, and company. Don’t immediately pocket it. This shows you value the information and, by extension, the person.
Place it on the table. During the meeting, rest the card neatly on the table in front of you (face up), preferably on or beside your business card holder.
Important Dos and Don'ts
Do | Don't |
Use both hands | Slide or throw it across the table |
Read the card carefully | Put it away without looking |
Treat the card as an extension of the person | Fold, write on, or bend it |
Store cards neatly after the meeting | Stuff them into your pocket casually |
Bonus Tip: If you’re meeting multiple people, arrange the cards on the table in front of you to match their seating order. It helps with names and shows attention to detail.
Foreign Names and Japanese Cards
If you're visiting Japan regularly or representing your company there, consider printing double-sided cards:
One side in English
One side in Japanese (your name phonetically, company info properly translated, please don't use Google translate)
Even a simple katakana version of your name goes a long way. It shows cultural literacy and helps your counterpart pronounce your name correctly.
Exiting a Meeting: Graceful Departures and the Power of a Proper Goodbye
In Japan, how you end a meeting is almost as important as how you begin it. The closing moments are not about slipping out quietly or exchanging casual goodbyes, they’re a formal return to humility and gratitude, a respectful reset of the social balance now that business is done. Japanese meetings don’t just end. They are closed, with specific language, body language, and even pacing.
本日はありがとうございました
Japanese: 本日はありがとうございました
Romaji: Honjitsu wa arigatou gozaimashita
Pronunciation: [hon-jee-tsu wah ah-ree-gah-toh goh-zai-mah-shta]
Literal meaning: “Regarding today, thank you (for what happened)”
Natural meaning: “Thank you for today’s meeting / discussion.”
This phrase wraps up the interaction by recognizing that the other party gave you their time. Even if the meeting didn’t result in a clear decision, this closing shows deference and maintains harmony.
When to use: As the meeting ends and you stand to leave. It can also be used as part of a thank-you email that follows the meeting. More formal version (for VIPs or very formal settings):本日は誠にありがとうございました (Honjitsu wa makoto ni arigatou gozaimashita)Adds “makoto ni”, a more respectful version of “truly / sincerely.”
Reinforce Respect with Your Exit Bow
The bow you give on the way out is usually deeper than your greeting bow. Why? Because now you are expressing gratitude rather than just acknowledging presence.
Best practice: Bow while saying “本日はありがとうございました.”This combo of verbal and physical etiquette reinforces sincerity.
Announcing Your Exit: The “Excuse Me for Leaving”
Japanese: 失礼いたします
Romaji: Shitsurei itashimasu
Pronunciation: [sheet-soo-ray ee-tah-shee-mass]
Literal meaning: “I am committing a rudeness.”
Natural meaning: “Please excuse me for leaving” / “Pardon my departure.”
Shitsurei itashimasu is the humble, elevated version of shitsurei shimasu. Use it when walking out of the room, especially if others remain seated. It expresses humility, you're acknowledging that your exit is a disruption, and you’re apologizing for it in advance.
In-Person Meeting Flow: Exit Sequence
Close your notebook, tidy up your materials
Stand, collect your business cards (yours and theirs)
Slight bow + verbal thanks:
“本日はありがとうございました。”
Step toward the exit and say:
“失礼いたします。”
Bow once more before walking out
Online Meetings: Yes, the Exit Still Matters
Even on Zoom or Google Meet, you’ll often hear a chorus of:
“本日はありがとうございました！”“失礼いたします！”[waves and bows toward the screen]
It may feel slightly theatrical, but the intention is real: ending on respect maintains the relationship. Japanese professionals rarely end calls abruptly or with casual “bye!” signals.
Remember the Follow-Up
A short thank-you email within 24 hours helps reinforce the formal close of the meeting:
Subject line: 本日はありがとうございました (Thank you for today)
Opening line: 本日はお忙しい中お時間を頂き、誠にありがとうございました。
(Thank you sincerely for taking time out of your busy schedule to meet today.)
This kind of follow-up is expected in most industries in Japan.
Final Thoughts...
Whether you're negotiating a major deal or simply introducing yourself at a networking event, Japanese business greetings are your entry pass to trust, respect, and long-term collaboration. You don’t need to speak perfect Japanese. What matters more is your awareness of the culture, your willingness to adapt, and your sincere use of the language you do know. By learning how to bow, exchange business cards with grace, structure a proper self-introduction, and exit a meeting with humility, you’ll do more than just survive in a Japanese business environment; you’ll thrive. So go ahead: rehearse these lines, stand tall, bow deeply, and enter the room not just as a visitor but as someone who truly came prepared.
FAQ Section
What is the most important greeting in Japanese business culture?
The most important greeting in Japanese business culture is “初めまして” (Hajimemashite), which is used when meeting someone for the first time. It literally means "We are beginning (our relationship)" and reflects Japan's emphasis on relational beginnings. This phrase sets the tone for mutual respect and long-term collaboration, which are central to Japanese professional interactions.
What is keigo in Japanese business communication?
Keigo is the system of honorific language used in Japanese to show respect and maintain hierarchy in social and professional settings. It consists of three types: sonkeigo (respectful language), kenjōgo (humble language), and teineigo (polite language). Keigo helps navigate status differences and ensures that conversations remain culturally appropriate and harmonious.
What is the correct way to exchange business cards in Japan?
The correct way to exchange business cards in Japan involves a formal ritual that includes standing, using both hands, bowing slightly, and presenting the card with the text facing the recipient. Cards should be received respectfully with both hands, briefly examined, and placed on the table rather than stored immediately. This process shows respect for the individual and their organisation.
What is the proper structure of a Japanese self-introduction in business?
A proper Japanese self-introduction in business follows a structured format: company name first, followed by your name and title, then your department or role, and concluding with a polite expression such as “よろしくお願いいたします” (Yoroshiku onegai itashimasu). This format reflects humility and acknowledges one’s representation of the company over the individual.
What is the role of bowing in Japanese business etiquette?
Bowing in Japanese business etiquette is a physical gesture of respect, gratitude, or apology. There are three common types: a light bow (~15°) for casual greetings, a standard bow (~30°) for general business interactions, and a deep bow (~45°) for formal apologies or high respect. Bowing is often combined with verbal greetings to complete the act of politeness.
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