Exchanging Japanese business cards is a key part of professional respect and networking. Treat the cards with care, and use the opportunity to build connections and start conversations. This guide offers essential tips for making the most of your business card exchanges.
For other articles regarding Japanese culture, please refer to the links below.
Table of Contents
Chikako Higuchi
Expert in Etiquette and Communication;
Former Shiseido Beauty Consultant. At Shiseido, gained deep expertise in hospitality, aesthetics, and understanding customers’ needs. Moved to KidZania Tokyo, a job-experience theme park for children, to share these skills. Earned the Outstanding Supervisor Award for delivering courteous service and led staff etiquette training.
Later, trained over 20,000 people in etiquette across the country. Involved in publishing, writing columns, supervising magazine articles, and appearing in the media.
Chapter 1: The role of Japanese business card
A.First Impressions and Networking
B. Self-Introduction and Product Promotion
A Japanese business card shares your name, company, title, and contact information. It introduces you and promotes the products or services you offer, sparking interest. One business card can lead to new business deals or orders.
C. Communication Tool
Japanese business cards also act as conversation starters. Discussing details on the card helps create familiarity and trust, strengthening business relationships.
Chapter 2: Basics of Japanese Business Card
A. How to Handle It
Japanese people treat business cards with great care. There’s a belief that “a business card represents the person,” so how you handle it matters. Careless handling of a business card can be seen as disrespectful to the person.
- Always handle it with both hands, treating it with respect.
- Always use a business card holder. Never use a wallet, pass holder, or take it out of your pocket directly, as these are considered inappropriate.
B. Prepare in Advance
Keep your business cards in a cardholder, ready to be handed over quickly. Searching for your cards during the greeting looks unprofessional. Choose a designated spot, such as an inner suit pocket or a specific pocket in your bag, for easy access.
Chapter 3: How to Exchange Japanese Business Cards
First, let’s go over the steps for giving and receiving business cards.
A. Order
- When meeting with a client, you hand over your card first.
- When visiting a company, the visitor hands over their card first.
- If you’re with your boss, they hand over their card first, followed by you.
B. How to Hand Over a Card
Stand up straight and hold the business card on top of your cardholder with both hands, slightly bending your elbows. Face the card toward the other person. Then, introduce yourself by stating your company and name. Speak clearly and a bit slower to ensure easy understanding.
- はじめまして。〇〇会社の〇〇です。よろしくお願いいたします。
- Hajimemashite. 〇〇 kaisha no 〇〇 desu. Yoroshiku onegaishimasu.
- Nice to meet you. I’m [Surname] from [Company]. I look forward to working with you.
Here’s how to hold the business card and cardholder, as shown in the image. Bow slightly and offer your business card to the other person.
C. How to Receive a Business Card
Say,
- （苗字）様、よろしくお願いいたします。頂戴いたします。
- Surname-sama, yoroshiku onegaishimasu. Choudai itashimasu.
- Mr./Ms. [Surname], I look forward to working with you. I will gratefully accept this.
Receive the card with both hands. If you’re holding a business card holder, place the card on top of it.
Chapter 4: Simultaneous Exchange
This is when both people exchange business cards at the same time. It’s the most common way in Japan.
Hold one business card on top of your cardholder with both hands, slightly bending your elbows. Make sure the card faces the other person.
Bow and introduce yourself:
“Nice to meet you. I’m [Surname] from [Company]. I look forward to working with you.”
The other person introduces themselves:
“[Surname] from [Company] here. I look forward to working with you.”
After the greeting, hold your business card in your right hand and the cardholder in your left hand.
Offer your card to the other person, who will hold their cardholder in their left hand. Receive their card with your left hand, on top of your cardholder. Say, “[Surname]-sama, choudai itashimasu.” (Mr./Ms. [Surname], I will gratefully accept this.)
6. Hold the received card with both hands, review the details, and start a brief conversation based on the information on the card:
- “That’s a lovely name.”
- “Is your headquarters in Osaka? I’m actually from Osaka.”
- “What kind of work do you do as [Title]?”
This helps build rapport.
7. After the conversation, say “Yoroshiku onegaishimasu,” bow, and place the card in your cardholder.
Chapter 5: After Exchanging Business Cards
- When Standing
After the greeting, put the received business card into your cardholder.
- When Seated
If you sit down after exchanging business cards, place the received cards on the table.
- For a Single Person
If there is only one person, place their card on top of your cardholder, and set it at the upper left side of the table. Make sure the text faces you.
- For Multiple People
If there are several people, arrange the cards according to their seating order from your perspective. For example, if Mr. A is on the right and Ms. B is on the left, place Mr. A’s card on the right and Ms. B’s card to its left. This helps you remember faces and names more quickly.
In both cases, when the meeting ends, say “Choudai itashimasu” (I will gratefully accept this) and put the cards into your cardholder.
Chapter 6: Japanese Business Card Exchange Mistakes to Avoid
a. Covering the Name or Company Name with Your Fingers
When exchanging Japanese business cards, keep your fingers away from the name or company name. Handle the card carefully and respectfully by holding it by the edges or blank areas.
b. Dropping the Card
Avoid dropping Japanese business cards. Dropping a card is very disrespectful. If you drop it, apologize by saying, “Taihen shitsurei itashimashita” (I apologize for the inconvenience). If you drop your own card, offer a new one instead.
c. Exchanging Cards While Seated
Stand up when exchanging Japanese business cards. If you are seated before the other person arrives, stand up when they enter.
d. Passing Cards Across a Desk
Do not exchange Japanese business cards across a desk. Move around the desk to exchange cards. If you must pass across a desk, say, “Tsukue-goshi ni shitsurei itashimasu” (I apologize for passing across the desk).
e. Handling the Card Carelessly
Do not handle Japanese business cards carelessly. Avoid receiving the card with one hand or putting it directly into your bag without a cardholder. Also, avoid writing on the card in front of the other person. Make notes later, away from them.
Chapter 7: What to Do in These Situations?
a. Out of Business Cards
If you run out of Japanese business cards, apologize and accept the other person’s card. Say, “Moushiwake gozaimasen. Meishi o kirashite shimaimashita” (I’m sorry, I’ve run out of business cards).
To formally address this, you can mail your business card to the person. Send it to the address on their card with a note saying, “Senjitsu wa, o-meishi o itadaki arigatou gozaimashita. Kongo tomo douzo yoroshiku onegaishimasu” (Thank you for the business card the other day. I look forward to working with you).
However, using SNS messaging tools or email is also acceptable.
b. Can’t Read or Hear the Other Person’s Name
If you can’t read or hear the other person’s name clearly, ask them to repeat it. You can say, “Nan to yomu ka, mou ichido ossha te kudasaimasu ka?” (Could you please tell me how to read it again?).
Chapter 8: Summary
Treat each Japanese business card with care and respect, as it represents the person. This shows good etiquette.
Use the card exchange to build connections. Don’t just focus on promoting yourself. Show interest in the other person and use their card information to start a conversation. Smile and make eye contact to create a friendly atmosphere.
If you have any further questions, please let us know by commenting below!
