Basic greeting etiquette in business Japanese and a collection of practical phrases for building trust in the workplace. | blog

Did you know that the first impression you make in the business world is determined in the very first seven seconds of a greeting? Are you struggling to figure out what to say and how to behave to build smooth relationships with colleagues, superiors, and clients?

 

In fact, many employees who have made a good impression both inside and outside the company have responded that they "pay attention to the phrases they use to greet others, their tone of voice, and their posture every day." These "small differences" are directly linked to evaluations, trust, and career advancement.

 

This article provides a thorough explanation of the essentials of Japanese greetings, from basic manners to practical examples that can be used immediately in the workplace, and applicable to all business situations, including the workplace, clients, and emails.

 

By reading to the end, you'll acquire a collection of useful phrases and tips on manners that can dramatically change the impression you make. Before you continue with vague greetings and "lower your reputation," be sure to make use of this article.

 

Basic business Japanese greeting etiquette and tips for building trust in the workplace

Why greetings are the first step to business success

Greetings in business are a crucial element in determining first impressions. Simple greetings like "Good morning" or "Good work today" at the workplace can initiate communication and form the foundation of trust. For example, employees who actively greet others tend to receive higher evaluations from their superiors and colleagues, positively impacting the workplace atmosphere and overall team productivity.

 

In fact, workplaces where greetings are a regular practice tend to see smoother information sharing and problem-solving. Furthermore, polite greetings to business partners convey trustworthiness and sincerity, contributing to the development of positive business relationships.

 

• Greetings are the first step in opening the door to trust.
• It directly contributes to improving the workplace atmosphere and productivity.
• It is also essential for strengthening relationships with business partners.

 

The Five Principles of Greetings and Key Points Regarding Voice Tone, Eye Contact, and Posture

There are basic principles to follow when making business greetings. The table below summarizes the key points.

 

principle	Content	point
1. A cheerful voice	Clear and easy to understand	The ideal volume is one that can be heard by those around you.
2. Eye contact	Look into the other person's eyes	Make sure to maintain eye contact for 2-3 seconds.
3. A smile	Consciously try to have a gentle expression.	A natural, effortless smile
4. Posture	Straighten your back	Be mindful of both your standing and sitting posture.
5. Bowing	Be mindful of angle and timing.	A slight bow 15 degrees, a deep bow 30 degrees, a deep bow 45 degrees

 

Speaking too softly can create a bad impression, so it's important to speak clearly and brightly. Making eye contact conveys sincerity and builds trust. Also, adjust the angle and timing of your bow according to the person and the situation.

 

• Following the five principles of greetings will give you a professional impression.
• Gain a positive impression by skillfully using your voice, gaze, posture, and bow.

 

Differences in greeting etiquette between internal and external company interactions, and points to note.

There are subtle differences in greetings and manners between internal and external interactions. The table below compares these differences.

 

scene	In-house	External parties/business partners
morning	good morning	Good morning. Thank you for your continued support.
When leaving work	thank you for your hard work	Thank you for today.
At the time of visit	Excuse me	Thank you for taking the time to meet with me today.
beginning of email	thank you for your hard work	thank you always

 

While friendliness and approachability are valued within the company, more polite language and respectful expressions are required when dealing with external parties and business partners. Furthermore, when greeting superiors or those of higher rank, extra care must be taken in word choice and the angle of the bow.

 

• Internal company: Approachability + good manners
• External: Polite language + sincere attitude
• Remember to be especially considerate of your superiors and clients.

 

By keeping these points in mind, you can naturally master business Japanese greetings and gain trust and respect.

 

A list of business Japanese greetings used in daily work.

Standard greetings for arriving at work, during lunch break, and when leaving work

In business settings, it's crucial to choose the appropriate greeting depending on the time of day and situation. The table below summarizes commonly used workplace greetings by time of day and the appropriate timing for their use.

 

Time slot	phrase	Usage scene	point
morning	good morning	Upon arriving at the office / immediately after the start of work in the morning	In a bright and cheerful voice
in the morning	thank you for your hard work	Internal misunderstandings and miscommunications before and after meetings	Make eye contact and add a few words.
noon	Hello	Reunion during lunch break or while out	Applicable to business partners and people you meet for the first time.
afternoon	thank you for your hard work	Greetings are standard practice both inside and outside the company.	Use polite language as appropriate to the situation.
Before leaving work	I'll be leaving now.	When leaving work, to colleagues and superiors	It should be conveyed with a slight bow.
After work	thank you for your hard work	When leaving work / after work	Use with a feeling of appreciation.
night	Excuse me for contacting you so late at night.	When sending emails or making phone calls at night	Expressions that take the other person's burden into consideration.
weekend	Have a great weekend!	Emails sent at the end of the workday on Friday or to clients.	Adjust according to the season and events.
Before vacation	Have a great holiday!	Greeting email before a long holiday	Adding gratitude and consideration will leave a good impression.
season	Thank you for your hard work in this heat.	Mornings and afternoons during summer heat waves	Adding a seasonal phrase can be effective.

 

When greeting someone, be mindful of the appropriate distance between you and the other person, and consider the time, place, and occasion (TPO), in line with the flow of everyday life.

 

Greetings during internal transfers, breaks, and casual conversations.

In company elevators, hallways, and break rooms, natural and appropriate greetings in each situation improve the workplace atmosphere and lead to smoother communication. The following are some phrases you can actually use.

 

• Excuse me / I'll be taking my leave: Standard phrases used when entering a meeting room or your boss's desk.
• Thank you for your hard work: A slight nod when passing someone in an elevator or hallway.
• Thank you for your hard work: A word of appreciation from a superior to a subordinate. Used exclusively for subordinates or junior colleagues.
• Thank you as always: A subtle way to express gratitude.
• Do you have a moment? : A suitable way to start a casual conversation or ask for advice.

 

Even in casual settings within the company, it's important to choose your words carefully to convey respect and consideration for others. Adding a natural smile and eye contact can create an even more positive impression.

 

Greetings for "It's been a while"

When meeting colleagues you haven't seen in a while, or reconnecting after a transfer, a little effort to bridge the gap can be very effective. Here are some easy-to-use phrases along with tips for making a good impression.

 

• It's been a long time: A basic greeting when reuniting with someone. Do not use this when meeting someone for the first time; use it with someone you have met before.
• It's been a long time: A more polite expression. Suitable for emails and face-to-face meetings with business partners or superiors.
• I'm happy to be working with you again: With gratitude and anticipation for the transfer and project restart.
• How are you? : A phrase used to show concern for someone's health and well-being.
• It's wonderful to see you looking as healthy as ever: A phrase that conveys familiarity and reassurance.

 

When greeting someone after a long time, lightly mentioning past topics or common interests can help the conversation flow more easily. Paying attention to your facial expressions and tone of voice, and clearly conveying your interest in the other person, is key to strengthening business relationships.

 

A collection of sample opening greetings and seasonal expressions for business emails.

The opening of a business email is a crucial point that influences first impressions and builds trust. It's important to use appropriate expressions depending on the recipient and situation. The table below clearly summarizes commonly used expressions and their uses.

 

Purpose	Greeting phrases	Usage examples
Regular/Continuous Transactions	Thank you for your continued support.	Thank you for your continued support. This is △△ from ○○ Company.
First meeting	Please excuse this sudden contact.	Please excuse this sudden contact. My name is △△ from ○○ Company.
formal occasion	We are always grateful for your continued support.	We would like to express our sincere gratitude for your continued support.
Seasonal greetings	Wishing you continued prosperity.	In this warm spring season, I hope you are in good health and prosperity.
Thank you/Apology	I apologize for bothering you during your busy schedule.	I apologize for bothering you during your busy schedule, but I would greatly appreciate your cooperation.

 

In business settings, combining the above phrases according to the recipient and the situation of the project will result in a more polite and impressive opening to your emails.

 

Sample greetings for your first email to someone you're meeting for the first time.

When sending an email to someone for the first time, it's important to include a concise self-introduction along with considerate language. The following five patterns are basic phrases that can be used when meeting someone for the first time or when starting a new relationship.

 

• Please excuse this sudden contact. My name is △△ from ○○ Company.
• This is my first time contacting you. I am △△ from ○○ Company.
• Hello, nice to meet you. My name is △△ from ○○ Company.
• I apologize for bothering you during your busy schedule. This is △△ from ○○ Company.
• Please excuse me for contacting you during your busy schedule. This is △△ from ○○ Company.

 

Points to note

 

• Be sure to include the company name and your name to prevent sending to the wrong person or recipient.
• Include consideration for the other person's position and busy schedule.
• Make sure the subject line and the beginning of the email clearly state the requirements.

 

By utilizing these techniques, you are more likely to make a positive impression.

 

Seasonal and monthly greetings and gentle expressions

Including seasonal and monthly phrases can create a more polite and heartfelt impression. Here's a collection of natural seasonal greetings commonly used in business communication.

 

month	Examples of seasonal greetings	Examples of soft expressions
March	In this warm spring season, I hope you are in good health and prosperity.	These days, I can really feel the arrival of spring.
June	During this rainy season, I am pleased to hear of your continued prosperity.	How are you doing during this rainy weather?
september	As autumn arrives and the weather cools, I wish you continued success and prosperity.	We're enjoying a stretch of refreshing autumn weather.
december	As December approaches, I hope you are enjoying great prosperity.	The end of the year is fast approaching.

 

Adding softer expressions can alleviate formality and convey consideration for the other person.

 

Closing remarks and follow-up phrases in business emails

The closing of your email is also an important point. When expressing gratitude, making requests, or confirming details, choose your words carefully to convey politeness.

 

Example of a closing thank-you speech

 

• Thank you very much for taking the time to assist me despite your busy schedule.
• We sincerely appreciate your cooperation.

 

Examples of closing remarks for requests

 

• I would appreciate your continued guidance and encouragement.
• Please kindly review this.

 

Expressions for confirmation and follow-up

 

• If you have any questions, please do not hesitate to let us know.
• If you have any questions, please feel free to contact us.

 

Using these phrases appropriately will convey your sincerity to the other party, leading to the building of trust and effective business communication.

 

A Complete Guide to Business Japanese Greetings for Dealing with Clients and Customers

Greetings and self-introduction upon first meeting or visiting

Greetings during initial meetings or visits in a business setting are the first step in building trust. Especially in initial interactions with business partners and clients, a cheerful voice and polite demeanor are essential. Adding a brief greeting along with a bow when exchanging business cards will create a positive impression.

 

scene	Greeting phrases	point
At the time of visit	"Thank you for taking the time to meet with me today."	Always express your gratitude for the other person's valuable time.
Business negotiations start	"Let me reintroduce myself. My name is △△. It's a pleasure to meet you."	In conjunction with exchanging business cards, confidently introduce yourself.
First meeting	"Nice to meet you. You must be Mr./Ms. □□."	Calling someone by their name correctly increases trust.

 

• When exchanging business cards, use both hands and maintain eye contact with the other person.
• When entering a business meeting room or conference room, add a bow and say, "Excuse me."
• Start by speaking clearly and with an emphasis on creating a bright impression.

 

Choosing words that take the other person's perspective into consideration will help the conversation flow smoothly.

 

Phone and online greetings and response patterns for business partners

When greeting someone over the phone or in an online meeting, you can't see their face directly, so pay extra attention to your tone of voice and word choice. It's important to know basic phrases whether you're making or receiving calls.

 

scene	Opening phrase	Example response	Troubleshooting
Incoming phone call	"Thank you for your continued support. This is △△."	"Yes, it is △△."	"I apologize for any inconvenience this may have caused."
Making a phone call	"Thank you for your continued support. My name is △△."	"Excuse me for bothering you while you're busy."	"We will handle this immediately."
Online Start	"Thank you for taking the time to meet with me today."	"Are you experiencing any problems with the screen or sound?"	"We apologize for the inconvenience caused by the connection problem."

 

• When speaking on the phone, speak at a pace that is easy to understand and do not interrupt the other person.
• Turning on your camera is standard practice for online meetings. A bow and a polite "Thank you for your cooperation" at the start are also appreciated.
• In the event of a problem, we will immediately respond with a sincere apology and words.

 

Each interaction contributes to building long-term trust.

 

Special greetings and expressions of gratitude for business partners

In special situations such as contract signing, delivery, and troubleshooting, heartfelt expressions are required, not just standard phrases. Show respect for the other party's efforts and consideration, and strengthen trust as a business partner.

 

scene	Phrases expressing gratitude and apology	A phrase that enhances your impression
After the contract	"Thank you very much for choosing our services."	"We look forward to a long and lasting relationship with you."
At the time of delivery	"Thank you for allowing us to deliver the product successfully."	"Please confirm this."
Apology for the trouble	"We sincerely apologize for any inconvenience this may have caused."	"We will respond as quickly as possible, so please wait a little longer."

 

• Express your gratitude to the other person directly.
• When apologizing, keep the explanation of the reasons and circumstances brief, and always convey your intention to improve.
• When writing or emailing, be sure to include seasonal greetings and closing remarks.

 

Careful consideration and careful word choice can improve the quality of business relationships.

 

Advanced Business Greeting Techniques Utilizing Polite Language and Considerate Expressions

Examples of how to use honorific and humble greeting phrases

In the business world, correctly using honorific language according to the person and situation is key to building trust. In particular, when speaking to superiors, business partners, or customers, effectively combining respectful and humble language can convey politeness and sincerity.

 

Opponent/Situation	Applied Phrases	point
Bosses and executives	"I apologize for bothering you during your busy schedule, but I would appreciate your guidance."	Respecting the other person's position while expressing one's own humble attitude.
Customers and business partners	"We would like to express our sincere gratitude for your continued support and patronage."	Express your gratitude for the ongoing relationship with care.
First meeting	"Hello, my name is △△. It's a pleasure to meet you."	Clearly state your affiliation, name, and respect.

 

• Use humble language by replacing the subject of the action with yourself, such as "to meet you" or "to have you look at."
• Depending on the situation, add appropriate polite phrases such as "for your review," "for confirmation," or "for your consideration."

 

Appropriate greetings for expressing gratitude, apologies, and celebrations.

When expressing gratitude, apologies, or congratulations, it's important to be mindful of the other person's feelings and choose your words carefully. Using appropriate phrases will further deepen your relationship of trust.

 

scene	Example sentence	Psychological effects
Thank you	"Thank you so much for taking the time out of your busy schedule."	It conveys consideration for the other person's time and effort, increasing trust.
apology	"We sincerely apologize for any inconvenience this may have caused. We will strive to ensure that this does not happen again in the future."	An apology plus a commitment to preventing recurrence will resonate as a sign of sincerity.
Celebration	"Congratulations on your promotion. I sincerely wish you continued success in the future."	Celebrating each other's success strengthens relationships.

 

• When expressing gratitude, add emphatic words such as "from the bottom of my heart" or "sincerely."
• When apologizing, always include the cause and proposed solutions.
• When offering congratulations, it's better to also mention the recipient's achievements and efforts.

 

Common mistakes in honorific language and how to correct them

In the business world, misuse of honorifics is common, so it's important to master correct expressions. This article introduces common misuses and appropriate alternatives.

 

NG expression	reason	Correct phrase
"Thank you for your hard work."	It is rude to your superiors.	"thank you for your hard work"
"I got it"	Too casual for clients or superiors.	"I understand." "Certainly."
"That was helpful."	Lacking in politeness	"I learned a great deal." "Thank you for your guidance."
"I'll join you."	Confusion of humble language and polite language	"I will accompany you."

 

• Strive to use natural polite language, selecting expressions appropriate to the other person's position and the situation.
• When in doubt, prioritizing more polite phrasing can prevent misunderstandings.

 

Company Profile

Company Name: Japanese Learning Support LLC
Location: 2F, Shinjuku Entre Salon Building, 2-12-13 Shinjuku, Shinjuku-ku, Tokyo 160-0022, Japan
Phone number: 03-6881-9842