Essential Japanese Business Phrases for Email and Meetings
Walking into a Japanese office for the first time can feel overwhelming. The language shifts dramatically from textbook Japanese to a world of honorific verbs, set phrases, and unspoken rules. Business Japanese (ใใธใในๆฅๆฌ่ช) is not just about vocabulary โ it is an entire communication system built on hierarchy, respect, and precision. Whether you are preparing for a job in Japan, working with Japanese clients, or attending business meetings, mastering these phrases will help you navigate the professional world with confidence.
This guide covers 80+ essential business phrases organized by real workplace situations โ from your first self-introduction to writing professional emails and handling phone calls. Each phrase includes the Japanese text, reading, and usage context so you know exactly when and how to use it.
Why Business Japanese Matters
In Japan, the way you speak communicates as much as what you say. Using casual language in a business setting does not just sound unprofessional โ it can damage relationships and close doors. Japanese business culture operates on three levels of politeness that you will encounter daily:
ไธๅฏง่ช (Teineigo)
Polite Language
ใงใ/ใพใ forms. The minimum level for any business interaction. Used with colleagues at similar levels.
ๅฐๆฌ่ช (Sonkeigo)
Respectful Language
Elevates the other person's actions. Used when talking about clients, superiors, or their company.
่ฌ่ญฒ่ช (Kenjougo)
Humble Language
Lowers your own actions. Used when describing what you or your company will do for others.
The key insight: in business Japanese, you always elevate others and humble yourself. This principle guides every phrase in this article. For a deeper dive into keigo levels, see our complete keigo guide.
Essential Business Greetings
Japanese offices run on greetings. You will use these phrases every single day, and saying them correctly sets the tone for all your interactions. Here are the greetings organized by when you use them:
| Situation | Japanese | Reading | Meaning |
|---|---|---|---|
| Morning arrival | ใใฏใใใใใใพใ | Ohayou gozaimasu | Good morning (polite) |
| General greeting | ใ็ฒใๆงใงใ | Otsukaresama desu | Thank you for your hard work |
| Leaving before others | ใๅ ใซๅคฑ็คผใใพใ | Osaki ni shitsurei shimasu | Excuse me for leaving first |
| Someone is leaving | ใ็ฒใๆงใงใใ | Otsukaresama deshita | Great work today (farewell) |
| Going out temporarily | ่กใฃใฆใพใใใพใ | Itte mairimasu | I am heading out (humble) |
| Returning to office | ใใ ใใพๆปใใพใใ | Tadaima modorimashita | I have just returned |
| First meeting | ๅใใพใใฆ | Hajimemashite | Nice to meet you |
| Long time no see | ใ็กๆฒๆฑฐใใฆใใใพใ | Gobusata shite orimasu | It has been a while (humble) |
๐ก Pro Tip:
ใ็ฒใๆงใงใ is the most versatile business greeting in Japanese. Use it anytime after morning โ in the hallway, at the start of emails to colleagues, when answering internal calls, and when someone finishes a task. It is essentially "hello" for the workplace.
Business Self-Introduction (่ชๅทฑ็ดนไป)
Your business self-introduction follows a specific formula. Unlike casual introductions, the business version always includes your company name and department before your personal name. Here is the standard structure:
Standard Business Self-Introduction Template
1. ๅใใพใใฆใโ Hajimemashite. (Nice to meet you.)
2. [ไผ็คพๅ]ใฎ[้จ็ฝฒๅ]ใฎ[ๅๅ]ใจ็ณใใพใใโ [Company] no [Department] no [Name] to moushimasu.
3. [ๅฝนๅฒ/ๆ ๅฝ]ใๆ ๅฝใใฆใใใพใใโ [Role] wo tantou shite orimasu. (I am in charge of...)
4. ใฉใใใใใใใ้กใใใใใพใใโ Douzo yoroshiku onegai itashimasu.
Notice the use of humble forms: ็ณใใพใ (moushimasu) instead of ่จใใพใ for "my name is," and ใใฆใใใพใ instead of ใใฆใใพใ for "I am doing." These humble forms are essential in business introductions. Here are common role descriptions you might use:
| Japanese | Reading | Meaning |
|---|---|---|
| ๅถๆฅญ้จ | Eigyoubu | Sales department |
| ใใผใฑใใฃใณใฐ้จ | Maaketingu-bu | Marketing department |
| ไบบไบ้จ | Jinjibu | Human resources |
| ็ต็้จ | Keiribu | Accounting department |
| ้็บ้จ | Kaihatsubu | Development department |
| ็ทๅ้จ | Soumubu | General affairs |
Email Phrases and Templates
Japanese business emails (ใใธใในใกใผใซ) follow a rigid structure that differs greatly from English emails. Every email has specific opening and closing formulas that you must use. Skipping them is considered rude, even in short messages.
Opening phrases โ choose based on your relationship with the recipient:
| Japanese | When to Use | Translation |
|---|---|---|
| ใไธ่ฉฑใซใชใฃใฆใใใพใ | External contacts (most common) | Thank you for your continued support |
| ใ็ฒใๆงใงใ | Internal colleagues | Thank you for your hard work |
| ๅใใฆใกใผใซใใใใพใ | First contact ever | This is my first time emailing you |
| ใ็กๆฒๆฑฐใใฆใใใพใ | After a long gap | It has been a long time |
Key email body phrases:
| Purpose | Japanese | Translation |
|---|---|---|
| Making a request | ใๅฟใใใจใใๆใๅ ฅใใพใใ | I am sorry to trouble you while busy, but... |
| Confirming | ใ็ขบ่ชใใใ ใใพใใงใใใใ | Could you please confirm? |
| Attaching files | ่ณๆใๆทปไปใใใใพใ | I have attached the documents |
| Apologizing | ใ่ฟทๆใใใใใใฆ็ณใ่จณใใใใพใใ | I sincerely apologize for the inconvenience |
| Thanking | ใๅฏพๅฟใใใ ใใใใใจใใใใใพใ | Thank you for your response/handling |
| Scheduling | ใ้ฝๅใฎใใๆฅๆใใ็ฅใใใใ ใใ | Please let me know a convenient date/time |
Closing phrases:
- ไฝๅใใใใใ้กใใใใใพใ โ Most formal closing (please treat this matter favorably)
- ใๆค่จใฎใปใฉใใใใใ้กใใใใใพใ โ Please consider this (used after proposals)
- ใ่ฟไบใๅพ ใกใใฆใใใพใ โ I look forward to your reply
- ๅผใ็ถใใใใใใ้กใใใใใพใ โ Thank you for your continued cooperation
Meeting Expressions
Japanese meetings have their own rhythm. There are specific phrases for starting, participating in, and closing meetings. Knowing these makes you sound professional immediately:
Starting a meeting:
| Japanese | Reading | Usage |
|---|---|---|
| ใใใงใฏๅงใใพใใใ | Soredewa hajimemashou | Let us begin (meeting leader) |
| ๆฌๆฅใฎ่ญฐ้กใฏใใงใ | Honjitsu no gidai wa ~ desu | Today's agenda is... |
| ่ณๆใใ่ฆงใใ ใใ | Shiryou wo goran kudasai | Please look at the materials |
During the meeting โ expressing opinions and asking questions:
| Japanese | Meaning |
|---|---|
| ไธใค่ณชๅใใใใใพใ | I have one question (formal) |
| ๅฐใ ใใใใใงใใใใ | May I have a moment? (before speaking) |
| ใใฃใใใ้ใใ ใจๆใใพใ | I think you are absolutely right (agreeing) |
| ๅฐใ้ใ่ฆณ็นใใ็ณใไธใใพใใจ | From a slightly different perspective... (polite disagreement) |
| ใๆๆกใชใฎใงใใ | I have a suggestion... (before proposing) |
| ็ขบ่ชใใใฆใใใ ใใใใฎใงใใ | I would like to confirm something |
๐ก Cultural Note:
In Japanese meetings, direct disagreement is rare. Instead of saying "I disagree," use softening phrases like ๅฐใ้ใ่ฆณ็นใใ (from a different perspective) or ใกใใฃใจๆฐใซใชใ็นใใใใพใใฆ (there is a point that concerns me slightly). This indirect approach shows respect while still expressing your view.
Phone Etiquette Phrases
Phone calls in Japanese business follow strict conventions. The person answering identifies themselves and their company immediately. Here is a complete phone call flow:
Answering and making calls:
| Situation | Japanese | Translation |
|---|---|---|
| Answering | ใฏใใ[ไผ็คพๅ]ใงใใใใพใ | Yes, this is [Company] |
| Identifying yourself | [ไผ็คพๅ]ใฎ[ๅๅ]ใจ็ณใใพใ | This is [Name] from [Company] |
| Asking for someone | [ๅๅ]ๆงใฏใใใฃใใใใพใใ | Is [Name] available? (honorific) |
| Transferring | ๅฐใ ใๅพ ใกใใ ใใ | Please wait a moment |
| Person unavailable | ็ณใ่จณใใใใพใใใใใ ใใพๅธญใๅคใใฆใใใพใ | I am sorry, they are away from their desk |
| Taking a message | ไผ่จใใ้ ใใใใใใพใใใใ | Shall I take a message? |
| Will call back | ๆใ่ฟใใ้ป่ฉฑใใใใพใ | I will call back |
| Ending call | ๅคฑ็คผใใใใพใ | Goodbye (formal phone ending) |
๐ Phone Rule:
When referring to your own colleague to an outside caller, drop all honorifics. Even your company president becomes just their last name without ใใ. This is because your company is "inside" and the caller is "outside" โ you humble your entire organization.
Business Card Exchange (ๅๅบไบคๆ)
The business card exchange (ๅๅบไบคๆ meishi koukan) is one of the most ritualized aspects of Japanese business culture. Your card represents you and your company, so how you handle it matters enormously.
Step-by-Step Exchange
- Stand up and face the other person
- Hold your card with both hands, text facing them
- State your company and name clearly
- Present your card slightly lower than theirs
- Receive their card with both hands
- Read their card carefully and acknowledge their position
- Place their card on the table during the meeting
- Store it respectfully in a card holder after
โ Never Do These
- Write on someone's business card
- Put their card in your back pocket
- Place anything on top of their card
- Forget to bring your own cards
- Hand your card with one hand
- Fidget with or bend their card
- Toss cards across the table
Key phrases during the exchange:
- ๅๅบใ้ ๆดใงใใพใใงใใใใ โ May I have your business card? (very polite)
- ๅๅบใๅใใใฆใใใพใใฆ โ I have run out of business cards (apology)
- ้ ๆดใใใใพใ โ I humbly receive (said when accepting the card)
Common Mistakes to Avoid
Even advanced Japanese speakers make these business language errors. Being aware of them helps you avoid embarrassing situations:
โ Common Mistake
Using ไบ่งฃใใพใใ (ryoukai shimashita) with superiors
โ Correct Form
ๆฟ็ฅใใใใพใใ (shouchi itashimashita) โ "Understood" in humble form
โ Common Mistake
Adding ใใ to your own company president's name to outsiders
โ Correct Form
Drop all honorifics for your own team when speaking to external people
โ Common Mistake
Using ใใฟใพใใ (sumimasen) in formal business apologies
โ Correct Form
็ณใ่จณใใใใพใใ (moushiwake gozaimasen) โ the proper business apology
โ Common Mistake
Saying ใชใใปใฉ (naruhodo) to clients or superiors
โ Correct Form
ใใฃใใใ้ใใงใ (ossharu toori desu) โ "You are absolutely right"
The single most important principle in business Japanese is the uchi-soto (inside-outside) distinction. Your company is "uchi" (inside), and everyone else is "soto" (outside). You humble your entire uchi group and elevate the soto group โ even if your company president is standing right next to you. Mastering this concept makes all other business keigo rules fall into place naturally.
Build your business vocabulary systematically with our JLPT Vocabulary tool, and practice daily phrases with the Daily Phrase tool. For more on the keigo system, read our keigo basics guide and honorifics guide.
Email writing in Japanese: Business emails in Japanese follow strict formatting conventions. Start with the recipient's company name and full name with ๆง (sama). The opening line is typically a seasonal greeting or ใไธ่ฉฑใซใชใฃใฆใใใพใ (osewa ni natte orimasu โ Thank you for your continued support), which functions like "Dear..." in English. State your purpose clearly in the second paragraph. Close with ใใใใใ้กใใใใใพใ (yoroshiku onegai itashimasu) and your full name, company, and contact information. Unlike English emails where brevity is valued, Japanese business emails tend to be longer because the extra polite phrases build and maintain the business relationship. Always proofread for correct keigo โ a grammar mistake in a business email leaves a much worse impression than in casual conversation.
Meeting vocabulary and protocol: Japanese meetings (ไผ่ญฐ, kaigi) follow predictable patterns. Key vocabulary includes: ่ญฐ้ก (gidai โ agenda), ่ณๆ (shiryou โ materials/documents), ๆๆก (teian โ proposal), ๆฟ่ช (shounin โ approval), ๆค่จใใพใ (kentou shimasu โ we will consider it). Meetings often begin with the most senior person speaking first. When presenting, use ็บ่กจใใใฆใใใ ใใพใ (happyou sasete itadakimasu โ allow me to present). When disagreeing, never say "no" directly โ instead use softening phrases like ๅฐใ้ฃใใใใใใใพใใ (sukoshi muzukashii kamoshiremasen โ that might be a bit difficult) or ใใๅฐใๆค่จใๅฟ ่ฆใงใ (mou sukoshi kentou ga hitsuyou desu โ we need to consider this further). The post-meeting ้ฃฒใฟไผ (nomikai โ drinking party) is where much of the real relationship building happens.
Phone etiquette: Business phone calls in Japanese are among the most keigo-heavy interactions you will encounter. Answer with your company name and your own name: [ไผ็คพๅ]ใฎ[ๅๅ]ใงใใใใพใ ([company] no [name] de gozaimasu). Common phone phrases include: ๅฐใ ใๅพ ใกใใ ใใ (shoushou omachi kudasai โ Please wait a moment), [ๅๅ]ๆงใฏใใใฃใใใใพใใ ([name]-sama wa irasshaimasu ka โ Is [name] available?), ไผ่จใใ้กใใงใใพใใ (dengon wo onegai dekimasu ka โ May I leave a message?), and ๆใ่ฟใใ้ป่ฉฑใใใ ใใพใใ (orikaeshi odenwa itadakemasu ka โ Could you call me back?). End calls with ๅคฑ็คผใใใใพใ (shitsurei itashimasu โ Excuse me [goodbye]).
Networking and relationship building: Japanese business culture emphasizes long-term relationships (ไบบ่, jinmyaku) over quick transactions. The first meeting is rarely about closing deals โ it is about establishing trust and mutual understanding. Use follow-up phrases like ๅ ๆฅใฏใใใใจใใใใใพใใ (senjitsu wa arigatou gozaimashita โ Thank you for the other day) when reconnecting. Seasonal greeting cards (ๅนด่ณ็ถ, nengajou, for New Year) and mid-year/year-end gifts (ใไธญๅ /ใๆญณๆฎ, ochuugen/oseibo) maintain business relationships. Understanding that Japanese business moves at a deliberate pace โ with multiple meetings, internal consensus-building (ๆ นๅใ, nemawashi), and formal approval processes โ prevents frustration and builds the patience that Japanese partners respect.
Email Communication in Japanese Business
Japanese business emails follow a rigid structure that differs significantly from Western email conventions. Every email should open with a greeting line appropriate to the relationship: ใไธ่ฉฑใซใชใฃใฆใใใพใ (osewa ni natte orimasu, thank you for your continued support) for external contacts you have dealt with before, ๅใใพใใฆ (hajimemashite) for first-time contacts, and ใ็ฒใๆงใงใ (otsukaresama desu) for internal colleagues. The body should be concise but include all necessary context โ Japanese business culture values completeness of information and considers vague emails that require follow-up clarification as inconsiderate of the recipient's time.
Closing lines are equally formulaic and important. Standard closings include: ใใใใใ้กใใใใใพใ (yoroshiku onegai itashimasu, I humbly request your favorable consideration) as the default all-purpose closing, ใ็ขบ่ชใฎใปใฉใใใใใ้กใใใใใพใ (go kakunin no hodo yoroshiku onegai itashimasu) when requesting confirmation, ใๆค่จใใใ ใใพใใจๅนธใใงใ (go kentou itadakemasu to saiwai desu, I would be grateful if you could consider this) for proposals, and ใๅฟใใใจใใๆใๅ ฅใใพใใ (oisogashii tokoro osore irimasu ga, I apologize for troubling you during this busy time) as a softener before making requests. Memorizing these formulaic elements as complete units lets you compose professional emails efficiently while maintaining the expected level of formality and politeness that Japanese business partners will notice and appreciate.
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Frequently Asked Questions
Do I need keigo for business Japanese? โผ
Yes. Business Japanese requires polite language (teineigo) at minimum, and formal keigo (sonkeigo and kenjougo) for client-facing communication, presentations, and emails. Even casual workplaces expect ใงใ/ใพใ form with managers and external contacts.
How do Japanese business emails differ from English? โผ
Japanese business emails follow a strict structure: seasonal greeting (ๆๅใฎๆจๆถ), self-identification with company name, a humble opening phrase like ใๅฟใใใจใใๆใๅ ฅใใพใใ, the main content, a closing request phrase, and a formal signature block. They are significantly more formulaic than English emails.
What is meishi koukan? โผ
Business card exchange (ๅๅบไบคๆ) is a formal ritual in Japan. You present your card with both hands facing the recipient, receive theirs with both hands while reading it, place it on the table during the meeting, and never write on someone's card. Forgetting your cards is considered very unprofessional.
How formal should I be with Japanese coworkers? โผ
Use ใงใ/ใพใ form with anyone senior or from another department. With close colleagues at the same level, casual speech may develop over time, but always start formal. With clients or external contacts, full keigo is expected regardless of relationship.
Can I use English in Japanese business settings? โผ
It depends on the company. International firms may mix English and Japanese, but domestic companies expect Japanese communication. Even in English-friendly companies, internal emails and meetings with Japanese clients are conducted in Japanese with proper keigo.
Language Education Specialist
Yang Lin is a Taiwan-based bilingual educator specializing in Mandarin Chinese and Japanese instruction. With over 10 years of experience helping learners worldwide master East Asian languages, Yang creates practical tools and structured study guides that make language learning accessible, effective, and enjoyable. She holds a degree in Applied Linguistics and has taught students from more than 20 countries.
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