Japan Business Card Etiquette: What to Know and Do

Feeling ready to expand your Japanese business etiquette knowledge?

Today, we're covering the secret to better introductions with Japanese clients. Master Japanese business card etiquette, just in time to impress for your next big pitch meeting. 

Japan business card etiquette—quick rules

• Always present your business card with both hands, holding the card by the corners.

• Make sure the text faces the recipient so it can be read immediately.

• Give a light bow at the moment of exchange.

• Receive the other person’s card with both hands and a brief bow.

• Take a few seconds to read the card (name, title, company) before putting it down.

• Never write on a business card in front of the person who gave it to you.

• Do not put the card in your pocket during the meeting.

• Place received cards neatly on the table in front of you, arranged to match the seating order, and refer to them when speaking.

• Avoid placing anything on top of a business card (phone, notebook, documents).

• Treat the card as an extension of the person and their company, not as a casual contact slip.

What is meishi koukan?

The meaning of meishi koukan is "business card exchange." Exchanging meishi is an important aspect of greeting clients and networking in Japan.

In Japan, a business card represents both the individual and the company. Exchanging cards is treated as a formal introduction of professional identity, which is why careful handling and respect for rank are emphasized.

Knowing how the exchange process works and how to correctly receive the other person's card will help you make a good impression on your first meeting with clients or business associates.

How to exchange business cards in Japan

In a Japanese business setting, the exchange process itself is just as important as who exchanges first. The proper way to handle a business card exchange in Japan follows a clear and respectful flow.

Step 1. Prepare your card before the meeting

Always carry enough business cards in a clean business card case (or card holder). Running low during a meeting is considered unprofessional and can create embarrassing situations, especially when meeting a large group or more than one person.

Step 2. Present your own card correctly

Hold your own card with two hands, lightly between your thumbs and index fingers. Make sure the company name, full name, and logo face the other party. Gently bow slightly as you present your card.

This is the correct way to present a Japanese business card and make a strong first impression.

Step 3. Receive the other person’s card properly

Receive the other person’s card with two hands, while maintaining eye contact and bowing slightly.

Take a moment to read the received business card—especially the person’s full name, company, and position.

In Japanese business card etiquette, showing interest in the person’s card signals respect for the person and their company.

Step 4. Never put the card away immediately

In business meetings, it is considered impolite to place a received business card straight into your pocket or card case.

Instead, place the person’s business card neatly on the table in front of you during the meeting.

This practice is standard in business cards in Japan and helps you address people correctly.

Step 5. Handle the card with care throughout the meeting

Do not write on the card, fold it, or place objects on top of it.

In Japanese business culture, a business card represents the person and their company.

Step 6. End of the meeting

Only after the meeting ends should you place the other person’s card carefully into your business card holder.

This is the basic and correct foundation of Japanese business card etiquette, before considering seniority order or larger group introductions.

What are some common mistakes when exchanging business cards in japan?

When exchanging business cards for the first time in a Japanese business setting, small actions can easily damage your first impression. The points below cover the most common mistakes in Japanese business card etiquette during a business card exchange.

• Putting a received business card into your pocket Placing a received business card straight into a pocket is considered impolite in Japanese business culture. During business meetings, the person’s card should remain on the table in front of you until the meeting ends.

• Using only one hand to exchange business cards In a proper Japanese business card exchange, both giving and receiving should be done with two hands. Handing a card with only the right hand or left hand is commonly viewed as careless.

• Not bowing when you exchange When you exchange business cards, you should always bow slightly. Skipping this gesture is one of the most frequent mistakes made by visitors from Western culture.

• Writing on or folding a person’s business card Writing notes on a person’s business card, bending it, or placing objects on top of it is considered disrespectful. A Japanese business card represents the person and their company.

• Using poorly prepared translated cards When using translated Japanese business cards, make sure names, titles, and the company name are accurate and clearly formatted. Low-quality translations can negatively affect your professional image.

These mistakes are especially important to avoid in a formal business environment and during a japanese business card exchange with a new other party.

A step-by-step guide to introducing yourself to Japanese clients

When you arrive at a prospective Japanese client's company, how do introductions unfold? 

Japanese business protocol dictates that the visiting/sales party initiates greetings, introductions, and business card exchanges—and within the visiting party, the senior executive goes first. 

According to Nishide Hiroko, a business management consultant, from her book on Japanese business manners, what follows is the generally accepted protocol for introducing yourself (and your team) to your clients during your first face-to-face meeting. 

Example business scenario of a Japanese business card exchange

You (the senior executive) are meeting with a Japanese CEO to present your pitch. An interpreter and a subordinate in your company are accompanying you to the prospective client's company, where the meeting will take place. On the client side, the Japanese CEO will be joined by 2 subordinates.

Step 1. The person on your team to speak first should be the person the client's company has—up until this moment—had communication with. In your case, perhaps it was your interpreter or assistant who set up the meeting. 

Step 2. The interpreter/assistant will introduce you/the senior executive to the Japanese CEO/or the senior executive on the client-side. 

Step 3. You/the senior executive will introduce yourself and exchange business cards with the Japanese CEO/senior executive on the client-side. 

Step 4. Then you will introduce yourself and exchange business cards with the client's subordinates in order of rank. (See our bonus section below for how to deal with many business cards at one time.)

Step 5. Next, your subordinate will introduce himself, first exchanging business cards with the Japanese CEO/senior executive on the client-side. And then, in consecutive order of rank, your subordinate will exchange business cards with each of the remaining members on the client-side. 

Video: At 3:02 in the graphic illustration, the businessmen at the head of both lines are the senior executives, followed by their subordinates in order of rank.

On the flip side, if you are receiving Japanese visitors who are looking to obtain your business, the senior executive on their sales team will introduce themselves first to you (or whoever is the senior executive on your team) with the exchange of business cards and then to your subordinates in consecutive order of rank. 

Once you learn this format for introducing yourself in a Japanese business setting, it will feel like second nature, and after going through this once or twice in real life, you will probably not have to think of this step-by-step again. 

Occasionally, the business environment will throw a wrench into this established introduction order, but knowing the correct protocol will keep those instances to a minimum. 

Bonus: How to smoothly receive multiple business cards at once

Exchanging business cards with one individual is relatively straightforward. And we assume you've mastered this move. 

But when a business situation forces you to accept multiple business cards from more than one person, things can get complicated. Placing anything on top of a business card is considered disrespectful, so what do you do when you've received one card and yet there are more to come? 

When there are many individuals to exchange cards with, you will want to master the following steps: 

Step 1. Accept the first person's card, receiving it on the top of your business card holder momentarily, saying chyoudai itashimasu and bowing respectfully, pausing a little before moving to the next person (don't rush!).

Step 2. As you move to the next person to be introduced, place the first person's business card behind your business card holder, making room to receive Person 2's business card respectfully.

Video: Start at 4:27 to see a visual of how this unfolds.

Step 3. Accept Person 2's business card, receiving it on the top of your business card holder momentarily, saying chyoudai itashimasu and bowing respectfully before moving to the next person.

Step 4. As you move to the next person to be introduced, place Person 2's business card behind Person 1's business card (behind your business card holder), making room to receive Person 3's business card respectfully.

Step 5. Accept Person 3's business card, receiving it on the top of your business card holder momentarily, saying chyoudai itashimasu and bowing respectfully before moving to the next person.

Step 6. Place Person 3's business card behind Person 2's business card (behind your business card holder).

Step 7. Deftly bring the stack of business cards that were behind your business card holder back to rest—once again—on the top of your business card holder—revealing Person 1's business card at the top of the stack of business cards. (Person 1 = the senior executive.) 

Step 8. At this point, you will likely take seats. If there is a conference table, you can place the business cards on the table in front of you, mirroring the clients' seating order, with Person 1's card (senior executive) resting on your business card holder. 

Placing Japanese business cards that you have received on the table in front of you is standard for business meetings in Japan; it allows you to refer to the cards to avoid forgetting names.

However, if you aren't sure about seniority, even after introductions, seating protocol might clue you in, which we will get to in an upcoming article. If the rank is still unclear, then place each card on the table in front of you, without resting any single card on top of your business card holder. 

👉 See also "Working with Japanese Colleagues: 5 Cultural Insights."

Frequently asked questions

Who should exchange business cards first in a Japanese meeting?

In Japanese culture, the highest ranking person (the person in the highest position) on each side normally leads the exchange. The senior representatives exchange first, and the rest of the group follows in the same order of rank.

What if I am meeting only one person?

When meeting only one person, you still follow the full exchange process. Present your card with two hands, bow slightly, and carefully receive the other person’s card. The formality does not change simply because there is just one japanese person present.

How many people should I prepare business cards for?

Always plan for a large number when you are unsure how many people will attend. Japanese people tend to arrive with additional colleagues, and running out of cards can create an awkward first impression in a professional setting.

What is 'Japanese meishi,' and why is it important?

Japanese meishi refers to a business card used in professional exchanges in Japan. In Japanese culture, a business card represents the person, their role, and their company. That is why the card must be treated with care and exchanged respectfully.

Should I include my English address on my business card?

Yes. Including an english address alongside your local address is common for international professionals and helps Japanese people easily understand your contact details, especially when working with overseas companies.

What happens if I exchange cards in the wrong order?

If the highest ranking person is not approached first, it can be seen as a misunderstanding of hierarchy. While most Japanese people are understanding with visitors, following the correct order helps show respect for structure and decision-making roles.

Is it acceptable to exchange cards with several people at the same time?

When dealing with a large number of participants, you should still exchange one card at a time and follow rank. Even in a busy meeting, do not rush the process. Respecting sequence and seniority is part of proper business manners.

Do Japanese people expect foreigners to follow all business card rules perfectly?

Most Japanese people do not expect perfection, especially from first-time visitors. However, making an effort to understand Japanese culture and basic etiquette—such as who goes first and how to treat a person’s card—creates a much stronger and more professional impression.

In closing

If Japanese business culture feels confusing to you, just remember you are not alone in that feeling.

As we published in an article previously, approx. 40.4% of the Japanese respondents were not so confident in their business etiquette, and 9.8% said they were not confident at all.

We hope it's somewhat comforting to know that even Japanese have trouble with Japanese business manners.

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