Japanese Business Etiquette and Keigo(敬語): Your Professional Communication Guide

What You'll Learn

Transform your Japanese from casual to professional! Master the three levels of keigo, understand Japanese business culture, learn proper etiquette for meetings and emails, and gain confidence in formal situations. Essential for anyone working with Japanese companies or clients.

はじめに

Imagine walking into a Japanese office for the first time. Do you bow? How deep? What do you say? How do you hand over your business card? And what on earth is the difference between 尊敬語 and 謙譲語?

Japanese business culture can feel like navigating a minefield for the uninitiated. One wrong word or gesture might not destroy your career, but mastering proper etiquette and formal language will open doors, build trust, and show profound respect for your Japanese colleagues and clients.

This comprehensive guide will transform you from a nervous newcomer to a confident professional who can navigate Japanese business situations with grace. Whether you're preparing for a job interview, starting work at a Japanese company, or dealing with Japanese clients, you'll find everything you need to succeed. Let's begin! 🎯

Understanding Keigo (敬語): The Foundation

Keigo isn't just "polite Japanese" – it's a sophisticated system that reflects social hierarchies, relationships, and situations. Think of it as professional clothing for your words.

The Three Pillars of Keigo

The Keigo Trinity

丁寧語 (Teineigo) - Polite Language
- Basic politeness for daily use
- です/ます forms
- Safe for most situations
尊敬語 (Sonkeigo) - Respectful Language
- Elevates the listener/subject
- Used for superiors, customers, elders
- Shows respect through language
謙譲語 (Kenjougo) - Humble Language
- Lowers yourself or your group
- Used when talking about your own actions
- Shows respect by being humble

Golden Rule

When in doubt, use 丁寧語 (teineigo). It's better to be simply polite than to use 尊敬語 or 謙譲語 incorrectly. Misusing advanced keigo can be worse than not using it at all!

Sonkeigo (尊敬語): Respectful Language

Sonkeigo elevates the person you're talking about or to. Use it for:

Your boss (上司)
Clients/customers (お客様)
Senior colleagues (先輩)
Anyone you want to show respect to

Common Sonkeigo Patterns

Pattern 1: Special Respectful Verbs

Special Sonkeigo Verbs

する → なさる

社長がプレゼンをなさいます。

The president will give a presentation.

行く/来る → いらっしゃる

田中部長はもういらっしゃいましたか。

Has Director Tanaka already arrived?

言う → おっしゃる

お客様は何とおっしゃいましたか。

What did the customer say?

見る → ご覧になる

資料をご覧になりましたか。

Have you looked at the materials?

食べる → 召し上がる

何か召し上がりますか。

Would you like something to eat?

Pattern 2: お/ご + Verb Stem + になる

Formation Rules

For most verbs:

お + verb stem + になる

Examples:

読む → お読みになる (read)
帰る → お帰りになる (return)
待つ → お待ちになる (wait)

For する verbs with Chinese origin:

ご + noun + になる
確認する → ご確認になる (confirm)

Pattern 3: Passive Form as Respectful

Passive for Respect

来る → 来られる

山田さんは何時に来られますか。

What time will Yamada-san come?

話す → 話される

部長が新しいプロジェクトについて話されました。

The director spoke about the new project.

Sonkeigo in Daily Business

Common Business Sonkeigo

お忙しい - You are busy (polite assumption)
ご存知 - You know (respectful)
お疲れ様 - Thank you for your hard work
ご苦労様 - Thank you for your hard work (to subordinates only!)
おいでになる - To be (somewhere) respectfully

Kenjougo (謙譲語): Humble Language

Kenjougo lowers yourself or your in-group when interacting with others. It's not about self-deprecation – it's about showing respect through humility.

Common Kenjougo Patterns

Pattern 1: Special Humble Verbs

Essential Humble Verbs

する → いたす

明日、ご連絡いたします。

I will contact you tomorrow.

行く/来る → 参る

会議室に参ります。

I'll go to the meeting room.

言う → 申す/申し上げる

私、田中と申します。

I am Tanaka. (self-introduction)

見る → 拝見する

資料を拝見しました。

I have looked at the materials.

もらう → いただく

名刺をいただけますか。

May I have your business card?

Pattern 2: お/ご + Verb Stem + する/いたす

Humble Action Pattern

When YOU do something for someone else:

お + verb stem + する/いたす

Examples:

お送りする - I will send
お電話する - I will call
ご案内する - I will guide
ご説明する - I will explain

The In-Group/Out-Group Concept (内と外)

Critical Concept

In Japanese business, you must humble your own company/department when talking to outsiders:

❌ "私の部長がおっしゃいました" (My director said - using respectful form) ✅ "私の部長が申しました" (My director said - using humble form)

Your boss deserves respect internally, but represents your humble "in-group" externally!

Business Card Exchange (名刺交換)

The business card exchange ritual is your first impression in Japanese business. Master this, and you're off to a great start.

The Sacred Rules of Meishi Koukan

Business Card Exchange Protocol

Always use both hands to give and receive
Bow slightly while exchanging
Receive at a lower height than they give (shows respect)
Study the card briefly before putting it away
Never write on it in front of the giver
Place received cards on the table in meeting (in order of seating)
Store carefully in a card case, not your pocket

The Exchange Script

What to Say During Exchange

When giving your card:

私、〇〇会社の田中と申します。

Watashi, [Company] no Tanaka to moushimasu.

I'm Tanaka from [Company].

When receiving:

頂戴いたします。

Choudai itashimasu.

I gratefully receive this.

After receiving:

よろしくお願いいたします。

Yoroshiku onegai itashimasu.

Please treat me well.

Card Case Essential

Never keep business cards loose in your pocket or wallet. Invest in a proper 名刺入れ (meishi-ire) - business card case. It shows professionalism and respect for the cards you receive.

Email Etiquette (ビジネスメール)

Japanese business emails follow strict formats. Master these templates and you'll write professional emails with confidence.

Email Structure Template

Standard Business Email Format

件名 (Subject): Clear and specific
宛名 (Recipient): Company, department, title, name
挨拶 (Greeting): Seasonal or standard
名乗り (Self-introduction): Who you are
本文 (Main content): Your message
結び (Closing): Polite ending
署名 (Signature): Your details

Email Templates

Initial Contact Email

First Contact Email Template

件名: 【ご挨拶】ABC会社・田中より

株式会社XYZ

営業部

山田太郎様

初めてメールを送らせていただきます。

ABC会社の田中と申します。

この度は、貴社の新サービスについて

お伺いしたくご連絡いたしました。

もしよろしければ、来週のご都合を

お聞かせいただけませんでしょうか。

お忙しいところ恐れ入りますが、

よろしくお願いいたします。

ABC会社

田中花子

Meeting Request Email

Meeting Request Template

件名: 会議日程のご相談

山田様

いつもお世話になっております。

ABC会社の田中です。

次回の打ち合わせについて

ご相談させていただきたく存じます。

下記の日程でご都合はいかがでしょうか。

・4月10日（月）14:00-15:00

・4月11日（火）10:00-11:00

・4月12日（水）15:00-16:00

ご多忙のところ恐縮ですが、

ご確認のほどよろしくお願いいたします。

Useful Email Phrases

Email Phrase Bank

Opening:

いつもお世話になっております - Thank you for your continued support
ご無沙汰しております - It's been a while

Requests:

恐れ入りますが - I'm sorry to trouble you, but...
お手数ですが - Sorry for the inconvenience, but...

Closing:

よろしくお願いいたします - Please treat this matter well
ご確認ください - Please confirm

Meeting Etiquette (会議のマナー)

Japanese meetings have unspoken rules that, once understood, make participation much smoother.

Seating Arrangements (席次)

The Kamiza Concept

上座 (kamiza) is the seat of honor, typically:

Furthest from the door
With the best view
Facing the entrance

The most senior person sits here. As a newcomer or junior, aim for the 下座 (shimoza) near the door.

Meeting Behavior Protocol

Do's and Don'ts in Meetings

DO:

Arrive 5-10 minutes early
Bow when entering/leaving
Take detailed notes
Wait to be seated
Listen more than speak

DON'T:

Interrupt speakers
Show strong disagreement openly
Check your phone
Leave before seniors
Forget to thank everyone

Essential Meeting Phrases

Meeting Language

Starting:

それでは、始めさせていただきます。

Let's begin.

Agreeing:

おっしゃる通りです。

You're absolutely right.

Soft disagreement:

それもそうですが...

That's true, but...

Asking for clarification:

すみません、もう一度お願いできますか。

Excuse me, could you repeat that?

Ending:

本日はありがとうございました。

Thank you for today.

Telephone Etiquette (電話応対)

Phone conversations remove visual cues, making proper language even more crucial.

Answering the Phone

Phone Greetings

External calls:

お電話ありがとうございます。

ABC会社の田中でございます。

Internal calls:

お疲れ様です。営業部の田中です。

When calling:

お忙しいところ恐れ入ります。

ABC会社の田中と申しますが、

山田様はいらっしゃいますか。

Phone Conversation Flow

Phone Call Structure

Greeting and company identification
Purpose stated clearly
Confirmation of understanding
Next steps if applicable
Polite closing
Wait for them to hang up first

Phone Voice

Speak slightly slower and clearer on the phone. Smile while talking – it really does make your voice sound friendlier! Japanese call this 電話声 (denwa-goe) - "phone voice."

Workplace Interactions

Daily Greetings and Phrases

Essential Daily Phrases

Arriving at work:

おはようございます。

Good morning. (regardless of time)

Leaving before others:

お先に失礼します。

Excuse me for leaving first.

Response to someone leaving:

お疲れ様でした。

Thank you for your hard work.

Before eating lunch together:

いただきます。

Let's eat. (gratitude for food)

After eating:

ごちそうさまでした。

Thank you for the meal.

The Apology Culture

Apology Hierarchy

すみません - Light apology/excuse me
申し訳ございません - Formal apology
申し訳ありません - Less formal but still professional
ごめんなさい - Casual (not for business)
深くお詫び申し上げます - Deep formal apology

Apology ≠ Guilt

In Japan, apologies are often used to smooth social interactions, not necessarily admit fault. When in doubt, a light すみません helps maintain harmony.

Common Business Scenarios

Scenario 1: Introducing Yourself at New Job

Self-Introduction Script

本日から営業部でお世話になります

田中と申します。

前職では広告会社で５年間

営業を担当しておりました。

まだ不慣れでご迷惑をおかけするかもしれませんが、

一日も早く戦力になれるよう頑張ります。

ご指導のほど、よろしくお願いいたします。

Scenario 2: Apologizing for a Mistake

Professional Apology

この度は私の不注意により

ご迷惑をおかけして

誠に申し訳ございませんでした。

今後はこのようなことがないよう

十分注意いたします。

Scenario 3: Making a Request

Polite Request Format

恐れ入りますが、

明日までに資料を

ご確認いただけませんでしょうか。

お忙しいところ申し訳ございませんが、

よろしくお願いいたします。

Cultural Context and Unwritten Rules

The Concept of 空気を読む (Reading the Air)

Beyond Language

Japanese business culture values:

Indirect communication - Say less, imply more
Group harmony - Avoid direct confrontation
Process over results - How you do things matters
Patience - Decisions take time
Relationships - Trust built slowly but surely

After-Work Culture (飲みニケーション)

Nomikai Etiquette

Wait to drink until everyone has a glass
Pour for others before yourself
Never refuse the first invitation (go briefly if needed)
Order conservatively - follow others' lead
Don't discuss what happens at nomikai at work

Common Mistakes to Avoid

Business Faux Pas

Using ご苦労様 to superiors (it's for subordinates only)
Being too direct in disagreement
Forgetting to knock before entering offices
Sitting before being invited to
Checking time obviously during meetings
Using first names without permission
Refusing business cards or treating them casually
Speaking too casually too quickly
Interrupting or finishing others' sentences
Leaving exactly at closing time every day

Quick Reference Guide

Keigo Conversion Chart

Quick Verb Conversions

Plain	Respectful (尊敬語)	Humble (謙譲語)
する	なさる	いたす
行く	いらっしゃる	参る
来る	いらっしゃる	参る
言う	おっしゃる	申す
見る	ご覧になる	拝見する
食べる	召し上がる	いただく
いる	いらっしゃる	おる

Email Quick Phrases

Copy-Paste Email Phrases

Openings:

お世話になっております。

平素より大変お世話になっております。

ご連絡ありがとうございます。

Requests:

恐れ入りますが...

お手数をおかけしますが...

ご多忙中恐縮ですが...

Closings:

よろしくお願いいたします。

ご確認のほどよろしくお願いいたします。

ご検討のほどよろしくお願いいたします。

Practice Scenarios

Role-Play Practice

Practice these scenarios with a partner or in front of a mirror:

Exchanging business cards with a client
Calling to schedule a meeting
Apologizing for being late
Introducing yourself to new colleagues
Writing a thank-you email after a meeting

Beyond Language: Success Tips

Thriving in Japanese Business

Observe first - Watch how others behave
Ask when unsure - It's better than making mistakes
Build relationships - Success is about trust
Be patient - Decisions involve consensus
Show effort - Trying hard is valued
Stay humble - Even when successful
Learn continuously - Show growth mindset

まとめ

礼儀正しさは、ビジネスの基本である。 Politeness is the foundation of business.
— Matsushita Konosuke(Panasonic Founder)

Mastering Japanese business etiquette and keigo is a journey that reflects your respect for Japanese culture and your professional growth. You've now learned:

✅ The three levels of keigo and when to use each
✅ Essential business etiquette from cards to meetings
✅ Email templates and phone manners
✅ Cultural context behind the rules
✅ Common mistakes and how to avoid them

Remember, perfection isn't expected from non-native speakers, but effort is always appreciated. Every correctly used keigo phrase, every proper bow, and every thoughtful gesture builds trust and opens doors.

Your Professional Journey

Start implementing these practices:

Master basic 丁寧語 first
Learn five new keigo verbs weekly
Practice email templates
Observe Japanese colleagues carefully
Ask for feedback on your business Japanese

頑張ってください！Your Japanese colleagues will notice and appreciate your efforts.

Ready to master professional Japanese? Download Suppai and access our Business Japanese course with real-world scenarios, keigo practice, and cultural insights to accelerate your career! 🍋