More Important Than You Think
Exchanging business cards in Japan is more important than you might think. So much so, that there are rules of etiquette that one should follow when giving or receiving a Japanese business card. In America, most people don’t even look at business cards that are handed to them and would proceed to messily shove them in a pocket or bag. However, doing this in Japan will immediately send the impression to that person that you don’t care about them or your possible future relation with them and their business.
It is a bit of an exaggeration, but many people say that the Japanese consider the business card an extension of oneself. When thinking like that, it sounds a little a rude to crumple up and shove an “extension of someone” into your pocket. While this sentiment is a bit over-the-top, it’s not entirely off the mark. In reality, how you handle someone else’s business card expresses how you are as a person and how you are going to treat any possible future business interactions. Are you messy and uncaring or responsible and respectful?
The importance of Japanese business card etiquette can be less dire depending on whether you’re acting as an individual or on behalf of another business. If it’s just you personally receiving a card, you should still follow the etiquette rules, but the consequences end at maybe coming off a little rude. However, if you accept a card on behalf of a business, either your own or just one you’re representing, then you want to make sure to do things properly. That way you can foster a good relationship with a possible client or business partner.
What is the Etiquette for Giving and Receiving?
When exchanging business cards, be sure to follow these steps:
- Make sure you have enough business cards for the number of people there. If you don’t, then be up front and let them know. Take your cards out, place them on top of your business card holder, and face them towards the recipient.
- Always give cards out in order of highest rank first. Japan is big on social rankings, so it’s important to start at the top and work your way down. This also means that if you don’t have enough cards, then at least the most important people will get one.
- When handing the card to someone, hold it in both hands with your fingers at the corners so you don’t cover up any names or logos. If you don’t have both hands available because you are holding something else, like your business card holder, then use your right hand and hold it at the corner. Make sure it’s facing the person, so that they can read it when they receive it from you.
- Introduce yourself and what company you are representing. For example, if you are from Toyota, then you’ll say:
はじめまして。[トヨタ]の[中村]と申します
Hajimemashite. [Toyota] no [Nakamura] to moshimasu.
Nice to meet you. My name is Nakamura from Toyota.
- If you are exchanging cards and not just handing out your own, then receive the card from the other person using your left hand. Make sure you look at the card, read it and study it a little. It’s good to confirm the person’s name and thank them for their card.
- Don’t put the cards you received away until the meeting is over. You should either continue to hold the card in your hand or place it in front of you where you are siting at the table.
As a side note, business card holders are very common in Japan. If you want to appear more professional, then you should get one too. It’s a good way to hold all of the business cards you may need to hand out. Also, don’t put someone else’s card into your wallet or pocket. If you don’t have a card holder, then it’s best to just hold onto the card until they have left before you put it away somewhere.
The Most Important Concept
There are some rules of thumb for good business card etiquette beyond what I’ve mentioned above. For example, don’t hand out cards that are smudged or have the corners bent. Also, Japanese business cards are normally dual sided with Japanese and English on either side. So, you should hand them out with the side that the recipient is fluent in upwards. Don’t write or make notes on someone else’s card; at least not in front of them. At the end of the day, if you don’t take anything else from this article, the most important thing to remember is to just be polite and respectful. If you think about it, that’s the goal of all of these rules in the first place.
