While business cards are important in both American and Japanese business cultures, there are many differences in the etiquette and nuances of exchanging business cards. For those looking to make a good first impression and avoid any slip-ups, keep reading for a full break down of what to do and what not to do with people/companies from either country.

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WHEN TO HAND OUT YOUR BUSINESS CARD

In America, whether or not you hand out your business card needs careful consideration. Business cards are used solely for networking and are used more for future reference. Offering your card too often can leave people thinking that you are overly confident or arrogant, so only give out your card when a connection can be valuable in the future, or if someone offers you their card first. If you would like to hand someone your card, make sure you do so politely and always give them a reason why they should have your card.

In summary, if you decide to give out your card in an American setting, it will most likely occur at the end of a conversation.

In Japan, things are much different. A business card, or meishi (名刺), is a representation of the owner and reveals the owner’s status in relation to others, especially yourself. Because the formality of the Japanese one should use is largely dependant on factors such as age and status, a business card will provide those receiving it with the knowledge they need to act and speak to the owner appropriately.

Simply put, exchanging cards in Japan is an introduction, so it will happen frequently and will need to occur at the beginning of a conversation.

*Note: Never give your business card to someone who has already received it. Mistakenly doing this will imply that you do not remember who they are.

HOW TO HAND OUT YOUR BUSINESS CARD

There’s some common ground when it comes to how to hand over your business card. Your business card should be handed to the other person using your right hand, and the business card should be facing the receiver so that they are able to read the information. This also means that your fingers should hold the card in blank spaces along the edge. You don’t want your fingers blocking the text or company logo! Finally, make sure you keep eye contact with the other person and smile to leave a good impression.

For American business etiquette, you can stop here.

Japanese business card exchanges have many more rules.

First, all of this should be done while standing up. Don’t exchange business cards while sitting down.

Then, you need to prepare your business cards. Count the number of people you’ll be exchanging cards with, and remove the same number of cards from your case. Face them in the correct direction and sandwich them between the cover and the case. If you do this, you can simply move the cards, one-by-one, to being on top of the case.

Now you should consider in what order you should approach people to exchange cards. In most cases, company workers will line up in the order of their employment status, with the person with the highest title at the front of the line. The rule is to start with the most important person in the room and work your way down to those that with the lowest status. Normally, company superiors will start things off by exchanging cards with each other, and those in each company can follow the order of their company’s superior.

For example, if you are the third highest ranking person from your company, you will be the third person in line, and you will be the third person to exchange business cards with the other company’s highest ranking individual. From there, you will just follow the movements of the second highest ranking individual in your company.

As stated earlier, your card should be facing the other person so that they are able to read it. You will use your right hand to exchange cards, BUT it’s not quite that simple.

Have your card ready to present to the other person, before you approach them.

Start off by holding your card with both hands. Use your thumbs and index fingers to hold the business card, with your thumbs on top. Make sure that your thumbs aren’t covering any text or your logo.

Your card holder will be directly below your business card, sandwiched between your index fingers and middle fingers.

When you approach someone, make sure that your hands are stretched out at the same level as the other person.

The higher ranking individual will start by saying “Hajimemashite/はじめまして” and introducing himself or herself (“[company] no [name] to moushimasu/[会社]の[名前]と申します”). After they are finished, do the same. As you introduce yourself, shift your business card slightly forward, towards the other person.

Once you are finished with introductions, it’s time to swap cards! Make sure that you maintain eye contact and a smile/neutral expression for steps 7-9!

Use your right hand to move your card to the other person’s card holder. As this is happening, the other person will be placing their card onto your card holder with their right hand. If you are someone of lower status, make sure you hand it over at a lower level (i.e. your right hand should be lower than their right hand).

Because the other person will be moving their card onto your card holder, you must have your card holder ready to receive it. This means that the direction of your card holder needs to match the direction of the other person’s card. Most people will have a horizontal facing card, but if they have a vertical facing card, make sure to hold your case vertically.

Once their card is on your card holder, secure it with your left thumb. Again, make sure that your thumb isn’t covering any of the text or the logo/design. Once you let go of your own card, make sure that you hold their card with both hands.

Now that you have their card, there are still more rules! Now you have to confirm their name, company name, and title, so don’t put their card in your case just yet!

Each person will say “arigatougozaimasu. choudaishimasu/ありがとうございます。頂戴します” and then, carefully look at the card they have just received.

Now, each person will confirm the other’s name, company name and position/title. You can use the following phrases.

“[name] sama desune/[名前]様ですね”
“[department] gyoumubu ni shozoku desune/[~]業務部に所属ですね”

After you get to know each other, you’ll both say “yoroshiku onegaishimasu/よろしくお願いします”. You should bow 15 degrees, once. Make sure you don’t drop your chin. It is better to bow after you have finished your greeting.


Unfortunately tl;dr won’t work in this case. Japanese people are very aware of small details so any little mistake can affect the rest of your interaction. While you may be given leeway for being foreign, don’t always count on it.

*Useful Tip: Put a visual on your card! This can be a symbol, company logo, your business photo, or a design. It will help you remember where to hold the card.

WRITING ON A BUSINESS CARD

Never, ever write on someone’s business card in Japan. If you are working with a Japanese client overseas, the same rule applies. As mentioned earlier, a business card is a representation of that person, and writing on it or damaging it in any way will be taken as a sign of disrespect. Always take good care of the cards you receive.

In America, there may be instances when writing on a business card is deemed appropriate. You should always ask beforehand if someone is comfortable with you writing on the card, as it will be different for every person.

There are a couple of situations in which writing on a card can be useful.

If you’re offering someone extra information or advice (i.e. contact, product, or event info), writing it on your card before handing it over can show that person exactly what you have to offer and that you have a sincere interest in that connection. Another situation is when there is something that that person asks you to follow up on. You can write a memo on the card to show that you are serious about doing it.

STORING A BUSINESS CARD

Now it’s time for you to put the other person’s card away.

If you are only exchanging cards with one person, carefully put it away inside of your card case.

If you are exchanging cards with multiple people, wait until you are finished exchanging to put all of the cards away at once. If you are not yet finished, temporarily place cards you have received underneath your card holder. They should remain in the order you received them, so the first card should closest to your card holder.

HAVING A MEETING AFTER EXCHANGING CARDS

If you are having a meeting directly after exchanging cards, don’t put away any cards until after the meeting is finished. They are great resources to use during the meeting, especially if you happen to forget someone’s name.

If you have received only one card, place that card on top of your card holder and then onto the table. Make sure it faces you, so that you can read it in a pinch. If you have received multiple cards, the highest ranking individual’s card should be placed on your card holder, and the rest of the cards should be placed to the right, in order of decreasing status.

Sources:

http://www.deborahswallow.com/2009/08/22/u-s-britain-australia-business-card-etiquette/

WA.SA.Bi Books Series on Business Cards
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