Navigating the Japanese business world can be both exciting and challenging, especially when it comes to language and etiquette. Whether you’re attending a meeting, writing business emails, or networking with Japanese colleagues, knowing the right phrases will enhance communication, show respect, and strengthen professional relationships.

This guide covers the most essential Japanese business phrases, from greetings and polite expressions to honorific language (keigo) and business etiquette. Mastering these phrases will help you build credibility, navigate formal situations, and make a positive impression in the workplace.

1. Greetings and Introductions

In Japan, first impressions matter. A proper greeting sets the tone for professionalism and mutual respect. When introducing yourself or greeting colleagues, it’s important to use polite and formal expressions.

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💡 Key Business Greetings:

おはようございます (Ohayō gozaimasu) – Good morning. Use this greeting until around 10 a.m.

こんにちは (Konnichiwa) – Good afternoon. Suitable from late morning until early evening.

こんばんは (Konbanwa) – Good evening. Appropriate for use after sunset.

はじめまして (Hajimemashite) – Nice to meet you. A standard phrase when meeting someone for the first time.

よろしくお願いします (Yoroshiku onegaishimasu) – I look forward to working with you. This phrase conveys a sense of cooperation and goodwill, often used at the end of an introduction.

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💡 How to Apply It:

When meeting a business partner for the first time, begin with a deep bow and say “はじめまして。 (Hajimemashite.)” followed by your name and company.

Use “よろしくお願いします (Yoroshiku onegaishimasu)” to establish a good relationship and express a mutual commitment to cooperation.

During morning meetings, always greet colleagues with “おはようございます (Ohayō gozaimasu).” In formal settings, avoid the casual “おはよう (Ohayō)”.

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2. Polite Expressions in Business Communication

Politeness is a cornerstone of Japanese culture, and using the correct expressions shows professionalism and respect. These phrases will help you navigate conversations smoothly, whether in meetings, emails, or customer interactions. If you want a more detailed explination of Japanese honorifics, here this article!

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💡 Essential Polite Phrases:

ありがとうございます (Arigatō gozaimasu) – Thank you very much. A formal way to express gratitude.

すみません (Sumimasen) – Excuse me / I'm sorry. Used when apologizing or getting someone’s attention.

お世話になっております (Osewa ni natte orimasu) – Thank you for your support. Commonly used in business correspondence, especially emails, to acknowledge ongoing assistance.

恐れ入ります (Osoreirimasu) – Excuse me / I sincerely apologize. A highly formal way to show deep respect or regret.

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💡 How to Apply It:

At the beginning of a business email, start with “お世話になっております (Osewa ni natte orimasu)” to acknowledge the recipient’s support.

When asking a question in a meeting, use “恐れ入りますが (Osoreirimasu ga…)” to politely get attention and show humility.

When thanking a colleague for their help, say “ありがとうございます (Arigatō gozaimasu)” and consider adding “本当に (hontō ni)” for extra sincerity.

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3. Useful Business Phrases for Professional Conversations

In Japanese business settings, precise and polite communication is crucial. These key phrases will help you navigate discussions, give instructions, and handle workplace interactions smoothly.

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💡 Key Business Phrases:

お手数をおかけしますが (Otesū o okake shimasu ga) – I apologize for the inconvenience, but... Used when requesting assistance while acknowledging the effort it may require.

ご確認ください (Go kakunin kudasai) – Please confirm. A polite way to ask someone to check or verify information.

承知いたしました (Shōchi itashimashita) – Understood. A formal acknowledgment of information received, similar to “I have noted that.”

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💡 How to Apply It:

When requesting a colleague to review a document, use “ご確認ください (Go kakunin kudasai)” to ensure politeness and clarity.

If a superior gives you an assignment, respond with “承知いたしました (Shōchi itashimashita)” instead of a casual “わかりました (Wakarimashita)”, which is too informal for business settings.

When asking for a favor, soften the request with “お手数をおかけしますが (Otesū o okake shimasu ga…)” to show appreciation for the effort involved.

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4. Keigo: Mastering Honorific Business Language

Keigo (敬語) is essential for business communication in Japan. It includes:

尊敬語 (Sonkeigo) – Respectful language used to elevate the status of the listener or a third party.

謙譲語 (Kenjōgo) – Humble language used to lower the speaker’s status when referring to themselves.

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💡 How to Apply It:

When speaking to a client, use 尊敬語 (Sonkeigo), such as “社長はいらっしゃいますか？(Shachō wa irasshaimasu ka?)” to ask "Is the company president available?".

When referring to your own actions, use 謙譲語 (Kenjōgo). Instead of “聞きます (Kikimasu),” say “伺います (Ukagaimasu)” to show humility and respect.

Mastering keigo is essential for highly formal situations, such as meetings, presentations, and official correspondence. If you want to learn more about keigo and its usages, read more here - Japanese Polite Speech for Beginners: Understanding Keigo

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5. Business Etiquette for Apologies and Corrections

In Japan, apologizing correctly is a key part of maintaining professional relationships and workplace harmony.

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💡 Essential Apology Phrases:

申し訳ございません (Mōshiwake gozaimasen) – I am deeply sorry. Used for formal or serious apologies.

訂正させていただきます (Teisei sasete itadakimasu) – Allow me to correct this. A respectful way to make corrections in a discussion or email.

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💡 How to Apply It:

If you make a mistake in a report, send an email saying “申し訳ございません。訂正させていただきます。” (Mōshiwake gozaimasen. Teisei sasete itadakimasu.) to show responsibility and professionalism.

If you accidentally misinterpret something in a meeting, say “失礼いたしました。訂正させていただきます。” (Shitsurei itashimashita. Teisei sasete itadakimasu.) to politely correct yourself without embarrassment.

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Final Thoughts: Mastering Japanese Business Communication

By incorporating these essential Japanese business phrases into your professional interactions, you’ll enhance your credibility, demonstrate cultural awareness, and build stronger business relationships.

Learning keigo, formal expressions, and business etiquette is essential for success in Japanese corporate environments.