Japanese business culture is built on respect, clarity, and professionalism. For foreigners working in Japan, mastering business Japanese goes beyond grammar: it requires understanding keigo (honorific speech), communication etiquette, and cultural expectations. This guide covers the essential aspects of business Japanese, from basic structures to advanced workplace expressions.
Basics of Business Japanese
Business Japanese is different from casual Japanese in both tone and formality. While casual speech uses plain forms, business interactions rely heavily on keigo, the system of honorifics that includes sonkeigo (respectful language), kenjougo (humble language), and teineigo (polite language). Using the correct style signals professionalism and respect.
For example, instead of saying arigatou (“thanks”), business Japanese would use arigatou gozaimasu, or even makoto ni arigatou gozaimasu, depending on the formality. Mastery of these nuances shows both linguistic and cultural fluency.
Sonkeigo – Respectful Language
Sonkeigo is used when referring to the actions of superiors, clients, or anyone to whom you owe respect.
When to use: Meetings with clients, speaking to managers, or writing formal correspondence.
1. ご確認ください (Go-kakunin kudasai)
A respectful way of saying “Please confirm” or “Please check.” Commonly used in emails and meetings when asking clients or superiors to review documents or information.
| Situation | Example sentence |
|---|---|
| Email to a client | 資料をご確認ください。 (Shiryō o go-kakunin kudasai.) |
| Meeting | 議事内容をご確認ください。 (Giji naiyō o go-kakunin kudasai.) |
Casual version: 確認してね (Kakunin shite ne): used with friends or close colleagues.
2. ご覧ください (Go-ran kudasai)
Polite way to say “Please look” or “Please take a look.” Used when directing a superior or client to view documents, slides, or products.
| Situation | Example sentence |
|---|---|
| Presentation | スライドをご覧ください。 (Suraido o go-ran kudasai.) |
| Showing product | 新しいカタログをご覧ください。 (Atarashii katarogu o go-ran kudasai.) |
Casual version: 見てね (Mite ne).
3. おいでになる (O-ide ni naru)
A respectful sonkeigo expression meaning “to come” or “to go.” It is used when referring to the movements of superiors, clients, or respected individuals. Using o-ide ni naru elevates the subject’s action, showing honor and respect, and is common in formal speech, announcements, and meetings.
| Situation | Example sentence |
|---|---|
| Announcing the arrival of a superior this afternoon | 社長が午後おいでになります。 (Shachō ga gogo o-ide ni narimasu.) |
| Asking about a meeting status: Will the client come tomorrow? | 明日こちらにおいでになりますか。 (Ashita kochira ni o-ide ni narimasu ka.) |
Casual version: 来る (Kuru).
Kenjougo – Humble Language
Kenjougo is used when speaking about yourself, your team, or your company in a modest way.
When to use: Introductions, negotiations, or when presenting your own actions to clients.
1. 拝見します (Haiken shimasu)
A humble way to say “I will look/read.” It lowers yourself while raising the status of the other person’s materials.
| Situation | Example sentence |
|---|---|
| Receiving documents | 資料を拝見します。 (Shiryō o haiken shimasu.) |
| Reviewing report | レポートを拝見しました。 (Repōto o haiken shimashita.) |
Casual version: 見る (Miru).
2. 伺います (Ukagaimasu)
Humble way to say “I will visit” or “I will ask.” Often used when arranging meetings or showing respect for another’s schedule.
| Situation | Example sentence |
|---|---|
| I’ll visit next week | 来週オフィスに伺います。 (Raishū ofisu ni ukagaimasu.) |
| I have something I’d like to ask | 一点伺いたいことがあります。 (Itten ukagaitai koto ga arimasu.) |
Casual version: 行く (Iku) or 聞く (Kiku).
3. いただきます (Itadakimasu)
A humble expression meaning “I receive” or “I accept.” In business Japanese, it is used in kenjougo when receiving something from a superior, client, or customer, showing gratitude and humility. Outside business, it is also commonly said before meals to show thanks for the food.
| Situation | Example sentence |
|---|---|
| Receiving a document | 資料をいただきます。 (Shiryō o itadakimasu.) |
| When given a new job or promotion; I gratefully accept this opportunity | このような機会をいただき、誠にありがとうございます。 (Kono youna kikai o itadaki, makoto ni arigatou gozaimasu.) |
Casual version: もらう (Morau).
Teineigo – Polite Language
Teineigo is the polite but neutral form of Japanese used in most business conversations.
Role: Everyday workplace communication, phone calls, and internal interactions.
1. 承知しました (Shouchi shimashita)
Formal way of saying “understood.” Used to confirm instructions politely in workplace interactions.
| Situation | Example sentence |
|---|---|
| In a meeting | ご指示承知しました。 (Go-shiji shouchi shimashita.) |
| During a phone call | ご依頼承知しました。 (Go-irai shouchi shimashita.) |
Casual version: 分かった (Wakatta).
2. 失礼いたします (Shitsurei itashimasu)
Polite way to excuse yourself when entering or leaving, or to soften interruptions.
| Situation | Example sentence |
|---|---|
| Entering office | 失礼いたします。 (Shitsurei itashimasu.) |
| Ending a call | それでは失礼いたします。 (Soredewa shitsurei itashimasu.) |
Casual version: じゃあね (Jaa ne).
3. 恐れ入りますが (Osore irimasu ga)
Very polite phrase meaning “Excuse me, but…” Used when making polite interruptions or requests.
| Situation | Example sentence |
|---|---|
| When asking someone’s name | 恐れ入りますが、お名前を教えていただけますか。 (Osore irimasu ga, onamae o oshiete itadakemasu ka.) |
| In customer service: Please wait a moment | 恐れ入りますが、少々お待ちください。 (Osore irimasu ga, shoushou omachi kudasai.) |
Casual version: すみませんが (Sumimasen ga).
How to Write a Business Japanese Email
Writing emails in Japanese business settings follows a strict structure. Unlike casual messages, these emails must balance clarity, formality, and cultural expectations. A professional email usually has three parts:
- Opening greeting (冒頭の挨拶) – acknowledges the relationship and expresses gratitude.
- Main body (本文) – delivers the request, information, or response in a clear and concise manner.
- Closing remark (結びの挨拶) – ends politely, often with a request for future cooperation.
Common greetings and sign-offs:
- いつもお世話になっております/Itsumo osewa ni natte orimasu (Hello, Thanks for always)
- 突然のご連絡失礼します/Totsuzen no gorenraku shitsurei shimasu (Sorry for the sudden email)
Phrases for requests and confirmations:
- ご確認いただけますでしょうか/Gokakunin itadake masu deshoka (Could you please check?)
- ご検討の程よろしくお願い致します/Gokento no hodo yoroshiku onegai itashimasu (Looking forward for you to check and confirm)
How to Apologize in Business Japanese
Apology is a critical part of Japanese business culture, reflecting humility and respect.
1. 申し訳ございません (Moushiwake gozaimasen)
Very formal apology meaning “I deeply apologize.” Stronger than sumimasen. Used when addressing clients, customers, or superiors. Only used in super formal settings and it can sound weird if you apologize this way among close friends or family.
| Situation | Example sentence |
|---|---|
| Apologizing for a mistake | ご迷惑をおかけして申し訳ございません。 (Gomeiwaku o okake shite moushiwake gozaimasen.) |
| Delayed response in email | ご返信が遅くなり申し訳ございません。 (Go-henshin ga osoku nari moushiwake gozaimasen.) |
Casual version: ごめん / ごめんなさい (Gomen / Gomen nasai): casual apologies among friends.
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2. 失念しておりました (Shitsunen shite orimashita)
A very polite and formal way of saying “I forgot” or “It slipped my mind.” Unlike simply saying wasuremashita, this phrase softens the impact and shows humility. Commonly used in business emails, meetings, or apologies to clients, superiors, or colleagues when acknowledging an oversight. It conveys regret while maintaining professionalism. Usually, the apology comes together with this phrase just like it is mentioned in the examples.
| Situation | Example sentence |
|---|---|
| Apologizing in an email | ご連絡について失念しておりました。申し訳ございません。 (Go-renraku ga osoku nari, shitsunen shite orimashita.) |
| Forgetting to send documents | 書類送付の件を失念しておりましたこと、誠に申し訳ございませんでした。(Shorui soufu no ken ni tsuite shitsunen shite orimashitakoto, makoto ni moushiwake gozaimasen deshita.) |
Casual version: 忘れていました (Wasurete imashita): common and neutral, but too direct for formal business settings.
Top Business Japanese Phrases You’ll Use Daily
Greetings, confirmations, and polite connectors form the backbone of daily business communication.
1. お疲れ様です (Otsukaresama desu)
Expression of appreciation for someone’s effort, often used throughout or at the end of the workday. Appropriate for colleagues, subordinates, and sometimes managers. This a key phrase used when you show the other workers that you are leaving the office and going back home. Also, it is often mixed up with the phrase “gokurousama desu” which carries similar definition but make sure to understand properly on who you should use these terms. It is commonly understand as a casual appreciation or more of a boss hyping up their workers which must not be used by the employee towards their employer.
| Situation | Example sentence |
|---|---|
| Leaving the office | お疲れ様です、先に失礼します。 (Otsukaresama desu, saki ni shitsurei shimasu.) |
| After finishing a meeting | 本日の打ち合わせ、お疲れ様でした。 (Honjitsu no uchiawase, otsukaresama deshita.) |
Casual version: おつかれ (Otsukare): common among friends or peers.
2. よろしくお願いします (Yoroshiku onegaishimasu)
Polite request meaning “I appreciate your support” or “Please take care of this.” Used when asking for cooperation, at the end of requests, or closing communication. Appropriate for colleagues, managers, and clients.
| Situation | Example sentence |
|---|---|
| At the end of an email to a client | 引き続きよろしくお願いいたします。 (Hikitsuzuki yoroshiku onegai itashimasu.) |
| After explaining a task to a coworker | この件、よろしくお願いします。 (Kono ken, yoroshiku onegaishimasu.) |
Casual version: よろしく (Yoroshiku): friendly, informal use with close peers.
3. 少々お待ちください (Shoushou omachi kudasai)
Polite request meaning “Please wait a moment.” Often used in customer service or when asking someone to hold on. Appropriate for clients, superiors, or anyone in formal settings.
| Situation | Example sentence |
|---|---|
| On the phone with a client | 少々お待ちください、担当者におつなぎします。 (Shoushou omachi kudasai, tantousha ni otsunagi shimasu.) |
| At a reception desk | 少々お待ちください、確認いたします。 (Shoushou omachi kudasai, kakunin itashimasu.) |
Casual version: ちょっと待って (Chotto matte): casual with friends.
4. 恐れ入りますが (Osoreirimasu ga)
Polite phrase meaning “Excuse me, but…” Used when making polite interruptions or requests, especially toward clients or superiors. Especially, being humble is highly evaluated in Japan, so this is a very useful and effective phrase to remember in order to succeed in business there.
| Situation | Example sentence |
|---|---|
| Asking for clarification | 恐れ入りますが、もう一度ご説明いただけますか。 (Osoreirimasu ga, mou ichido go-setsumei itadakemasu ka.) |
| Requesting documents | 恐れ入りますが、資料をお送りいただけますでしょうか。 (Osoreirimasu ga, shiryou o okuri itadakemasu deshou ka.) |
Casual version: すみませんが (Sumimasen ga): still polite but less formal.
5. いつもお世話になっております (Itsumo osewa ni natte orimasu)
Polite greeting often used in business emails or calls, meaning, “Thank you for your continued support.” Typically used toward clients, business partners, or superiors. It is almost a set phrase in business correspondence, regardless of whether direct support was recently given and is more like a cliche instead of saying that with the actual meaning.
| Situation | Example sentence |
|---|---|
| Beginning an email | いつもお世話になっております。ABC社の鈴木です。 (Itsumo osewa ni natte orimasu. ABC-sha no Suzuki desu.) |
| Phone introduction | いつもお世話になっております、田中商事の山本です。 (Itsumo osewa ni natte orimasu, Tanaka Shouji no Yamamoto desu.) |
Casual version: よろしく (Yoroshiku): friendly, informal use with close peers.
6. 承知いたしました (Shouchi itashimashita)
A very polite way to say “Understood” or “I acknowledge.” It is humble language (kenjougo) and commonly used in business settings when receiving instructions, requests, or confirmation from clients, superiors, or business partners. It shows respect and professionalism, especially in formal conversations and emails. This phrase certainly is used in verbal communication, but it is more likely to be used in phone calls or email. “Shouchi shimashita”, which is the exact same meaning but just slightly less polite, is more commonly used in daily business conversations.
| Situation | Example sentence |
|---|---|
| Accepting a client’s request | ご依頼の件、承知いたしました。 (Go-irai no ken, shouchi itashimashita.) |
| Confirming instructions from a superior | 本日の予定、承知いたしました。 (Honjitsu no yotei, shouchi itashimashita.) |
Casual version: わかりました (Wakarimashita) / 了解です (Ryoukai desu): polite but less formal; used with colleagues or peers.
7. 致しかねます (Itashikanemasu)
A very polite and formal way of saying “I am unable to do (something).” It is humble language (kenjougo) used when politely declining a request in business contexts. Commonly used in emails, letters, or formal conversations with clients, customers, or superiors. It softens refusal by showing respect and avoiding direct rejection.
| Situation | Example sentence |
|---|---|
| Declining a client’s request | 大変恐縮ですが、その件につきましては対応致しかねます。 (Taihen kyoushuku desu ga, sono ken ni tsukimashite wa taiou itashikanemasu.) |
| Explaining company policy | 個人情報の開示は致しかねますのでご了承ください。 (Kojin jouhou no kaiji wa itashikanemasu node go-ryoushou kudasai.) |
Casual version: できません (Dekimasen) / 無理です (Muri desu): straightforward refusals used in casual or everyday situations, but too blunt for business.
8. いかがですか？ (Ikaga desu ka?)
A polite way of asking “How is it?” or “Would you like…?” Often used when offering something, confirming understanding, or asking for an opinion. It is more formal than dou desu ka? and is suitable for conversations with clients, customers, or superiors in business settings. If you want to be more formal, you can go with “ikaga deshou ka?” which is the same meaning but with more politeness.
| Situation | Example sentence |
|---|---|
| Offering a product/service | 新しいプランにご興味はいかがですか。 (Atarashii puran ni go-kyoumi wa ikaga desu ka.) |
| Asking about someone’s condition | お体の具合はいかがですか。 (O-karada no guai wa ikaga desu ka.) |
Casual version: どうですか？ (Dou desu ka?): polite but less formal, used with colleagues or friends.
These set expressions appear in emails, phone calls, and meetings, and mastering them ensures smoother communication in the workplace.
Business Japanese for Meetings and Negotiations
Meetings require clear and respectful phrasing. Below are key expressions used to present ideas, agree or disagree politely, and manage transitions during discussions.
1. ご提案がございます (Go-teian ga gozaimasu)
A polite way to say “I have a proposal.” This phrase is commonly used when introducing new ideas or suggestions in meetings. It frames your input as respectful and formal, suitable for both internal and client-facing discussions.
| Situation | Example sentence |
|---|---|
| Proposing in meeting | 私からご提案がございます。 (Watashi kara go-teian ga gozaimasu.) |
| Introducing a suggestion | 新しい方針についてご提案がございます。 (Atarashii houshin ni tsuite go-teian ga gozaimasu.) |
Casual version: 提案があります (Teian ga arimasu).
2. その通りでございます (Sono toori de gozaimasu)
A very polite way to express agreement, meaning “That is correct.” It acknowledges another person’s statement respectfully and is useful in formal meetings, especially when responding to superiors or clients.
| Situation | Example sentence |
|---|---|
| Confirming | おっしゃる通りでございます。 (Ossharu toori de gozaimasu.) |
| Agreeing in meeting | ご説明の通りでございます。 (Go-setsumei no toori de gozaimasu.) |
Casual version: そうだね (Sou da ne) / その通り (Sono toori).
3. さて、次に移ります (Sate, tsugi ni utsurimasu)
A transition phrase meaning “Well then, let’s move to the next point.” It is often used by the meeting chair or presenter to smoothly guide the flow of discussion.
| Situation | Example sentence |
|---|---|
| Moving topics | さて、次の議題に移ります。 (Sate, tsugi no gidai ni utsurimasu.) |
| In presentation | それでは、次に移らせていただきます。 (Soredewa, tsugi ni utsurasete itadakimasu.) |
Casual version: 次行こう (Tsugi ikou).
Business Etiquette and Non-Verbal Communication
Language is only half of business interaction in Japan.
Business cards (meishi koukan):
The exchange of business cards. Always use both hands, present the card facing the other person, and bow slightly. It is almost a custom to exchange business cards in Japan which is not only for introducing each other but showing respect and sense of honor to be able to work with that person.
Bowing etiquette: The angle and duration of the bow show respect; deeper bows indicate stronger humility. It is not always applied in daily lives but locals are often taught that 15° as casual greeting, 30° as formal greeting towards customers, and 45° as an extremely formal bow for apologies or greeting your client. Some people, especially in a very formal situations like ritual, take speaking while bowing disrespectful as well.
Gestures to avoid:
Pointing, excessive hand movements, or casual posture during meetings can seem disrespectful. Usually, workers are expected to stay up straight whenever they are at work and crossing arms or legs in front of boss or clients are also considered rude.
Extra Useful Terms to Cover
Aisatsu (挨拶):
Aisatsu refers to ritualized greetings and polite expressions that are essential in Japanese society. In business, they set the tone for respect and cooperation. Common examples include Osewa ni natte orimasu (“Thank you for your continued support”) at the beginning of an email, or Otsukaresama desu (“Thank you for your hard work”) used daily in offices. Mastery of aisatsu shows cultural fluency and builds rapport with colleagues and clients.
Meishi koukan (名刺交換):
Meishi koukan means “business card exchange,” a highly ritualized act in Japanese business culture. Cards are exchanged with both hands, accompanied by a slight bow, and treated with respect (never placed casually in a pocket). This practice reflects professionalism and hierarchy, as the business card symbolizes the individual’s role and company. How you handle meishi can strongly influence first impressions.
Hō-ren-sō (報連相):
Hō-ren-sō is an acronym for Houkoku (報告: Report), Renraku (連絡: Inform), and Soudan (相談: Consult). It represents a cornerstone of Japanese workplace communication. Employees are expected to report progress, share information promptly, and consult with superiors before making major decisions. Practicing hō-ren-sō prevents misunderstandings and ensures smooth teamwork.
Tatemai vs Honne (建前 vs 本音):
Tatemai refers to the socially appropriate or “public face” one presents in formal interactions, while Honne represents one’s true feelings or opinions. In Japanese business culture, tatemai helps maintain harmony and avoid conflict, while honne is often shared only with trusted colleagues. Understanding this duality is crucial for foreigners—what is said openly may reflect politeness rather than true agreement.
Key Takeaway on Business Japanese
Mastering business Japanese requires more than memorizing phrases—it is about adopting a communication style that reflects respect, professionalism, and cultural sensitivity. By learning keigo, structuring emails correctly, apologizing appropriately, and respecting business etiquette, foreign professionals can gain both trust and effectiveness in the Japanese workplace.
