Culture and Holidays in Japan

Languages

The majority of the population in Japan speaks Japanese, although English is becoming more common at multinational corporations and tech companies. Japanese has different levels of formality, and it’s important to speak “Business Japanese” in work settings rather than more casual forms of the language, in order to show respect. If you don’t speak Japanese and are traveling to Japan for a business meeting, you may want to engage the services of a professional interpreter, which also shows respect for your hosts.

Workplace norms and professional etiquette

Japan has a highly formal workplace environment that, like its culture, is rooted in ceremony and tradition. Certain customs must be followed, and to show respect, should be followed in the proper way.

Workplace hierarchy and authority

Workplaces in Japan typically have a strong workplace hierarchy, with senior management making decisions and junior-level employees following the instructions given. As a sign of respect, formal language (“keigo”) should be used except with close colleagues. When addressing other professionals, call them by their family name followed by the honorific "san" (for example, Sato-san, Ito-san, or Yamamoto-san).

The Japanese culture values harmony, including in the workplace, so employees are unlikely to share information or opinions that might sow discord, especially in settings with multiple coworkers. Instead of saying “no,” Japanese workers will typically say something like “it will be difficult” or “we will take it under consideration.” Decisions are usually made amongst two or three executives and not debated in large group settings.

Email and phone etiquette

Because valuing colleagues’ time is a tenant of respectful business practices in Japan, it’s considered polite to message a Japanese colleague to set up a time for a meeting or phone call, rather than call them directly with no warning. In Japan, phone calls are typically not scheduled for the early mornings or lunch hours. When answering calls, make sure to answer promptly. Formal language should always be used on professional phone calls in Japan. Typically, it is the custom for the caller to end the phone call in Japan.

Emails should also use formal language. “Sama” is typically used instead of “san,” for instance, Sato-sama, Ito-sama, or Yamamoto-sama. This shows the utmost formality and respect. Emails should remain concise and shouldn’t be overly friendly.

Meeting etiquette and punctuality

In Japan, it is of vital importance to arrive early to meetings to show respect. The Japanese five-minute rule, also known as “five minute prior action,” is a cultural more that means that being exactly on time is concerned late. You should arrive five minutes before the scheduled start time at the latest, or you will be considered not only late, but also extremely disrespectful.

Handshakes are becoming more common when doing business in Japan, but more often, the Japanese bow when they first meet each other. In addition to bowing in greeting, Japanese professionals will bow when beginning or ending meetings, parting ways, making a request, apologizing, offering congratulations, and showing sympathy or appreciation. Bowing is such a part of Japanese culture that different types of bows have different names, and Japanese people can tell subtle differences in types of bows that designate different levels of respect. When bowing, make sure your back is straight and that the lower part of your body doesn’t move — you should bow from your waist up only. When bowing to greet a business colleague, Japanese people traditionally form a triangle with their hands under their faces.

When Japanese professionals meet for the first time, they also exchange business cards. While this exchange is casual in many cultures, it’s highly formalized in the Japanese tradition. Called “meishi koukan,” exchanging business cards happens frequently in Japanese culture, so if you’re traveling there for business, make sure you bring a healthy supply of business cards. If really want to show respect, consider getting them printed in Japanese or printed on two sides, with one side in Japanese. Here’s what else you need to know about Japanese business card etiquette:

• “Let me find my card” might be normal business vernacular in some countries, but in Japan, it’s considered discourteous to not know where your business cards are. You should always have them immediately available.
• Carry your business cards in a dedicated business card holder that denotes their importance. Do not offer a colleague a business card that has been carried loose in your pocket, wallet, or bag, as this would be considered disrespectful. When receiving cards, show them the same respect by putting them away in a holder or placing the cards in front of you on the table. (However, never put them in a pile — the point should be that you can see each name clearly and reference them if necessary.)
• When meeting with Japanese business associates, expect to have a formal business card presentation at the beginning of the meeting. While standing, cards will be handed out one-to-one, and in a particular order. Following this order is an important part of the presentation.

1. The visiting company presents their cards first, with the highest ranking employee presenting their cards to each member of the host company, beginning with the highest-ranking member. Once the highest-ranking employee has presented their card to each employee they are visiting, then the next-highest-ranking employee does the same. Then, the host company presents each of their cards in a similar manner to the visiting company.
2. In internal business meetings or other meetings where business relationships are already cemented or not centered around sales, a different card presentation order is followed. The lowest ranking team members present their cards first (again, to the highest ranking members of the other group), as a show of respect. For example, an intern might present their card to a creative director of a company they are collaborating with.

• When giving your card to someone else, hold it with the writing side up (Japanese side up if you’ve printed dual-sided cards), and make sure not to cover any of the writing with your fingers. Traditionally, cards are handed to one another with both hands, holding the cards at the top of each corner.
• Exchanging cards is an opportunity to meet your colleagues and show them you hold them in high esteem. Take the time to examine each team member’s card. You might want to ask how to pronounce their name or say “nice to meet you” in Japanese (“hajimemashite”) to show you respect their culture.
• Do not write on business cards. Never give or receive business cards quickly or flippantly in Japan, as it is considered extremely rude.

Once your meeting begins, accept any offers of tea or water (not accepting is considered discourteous). Don’t question authority or be contrarian in front of the group. Make sure to stay interested and engaged, including taking notes, and don’t mention being rushed or overtly check the time. Understand that silence often means assent, and leave time for pauses in order to gauge colleagues’ nonverbal reactions. Never interrupt, and avoid pointing or using aggressive hand gestures.

Professional dress code

Japanese professionals dress modestly and formally. For men, pressed dress shirts, ties, and full suits are appropriate. (Suit jackets and ties may be omitted during hot summer months.) A clean-shaven look is considered more professional than facial hair. For women, skirts that are least knee length with stockings and closed-toe shoes are considered appropriate. Subdued tones like black, gray, and beige are considered more professional than bright colors. Professionals in Japan tend to avoid visible tattoos as well as long hair that may cover their faces when bowing.

National holidays

Japan has 16 nationally recognized public holidays. Although not legally required, the majority of companies give workers these holidays off, or pay overtime wages. Government offices are also closed. If a holiday falls on a Sunday, it is observed on the following day.

• Jan. 1: New Year’s Day (Ganjitsu)
• Coming of Age Day (Seijin no Hi)
• Feb. 11: National Foundation Day (Kenkoku Kinen no Hi)
• Feb. 23: Emperor’s Birthday (Tenno Tanjobi)
• Vernal Equinox Day (Shunbun no Hi)
• Apr. 29: Showa Day (Showa no Hi)
• May 3: Constitution Memorial Day (Kenpo Kinenbi)
• May 4: Greenery Day (Midori no Hi)
• May 5: Children’s Day (Kodomo no Hi)
• Marine Day (Umi no Hi)
• Aug. 11: Mountain Day (Yama no Hi)
• Respect for the Aged Day (Keiro no Hi)
• Autumnal Equinox Day (Shubun no Hi)
• Sports Day (Supotsu no Hi)
• Nov. 3: Culture Day (Bunka no Hi)
• Nov. 23: Labor Thanksgiving Day (Kinro Kansha no Hi)

In addition to the above, most Japanese companies give workers a period of time off over the New Year. This period depends on the industry and is commonly from Christmas Eve to January 5 or December 29 to January 3.