Japanese Business Communication: Professional Language Mastery
Master Japanese business communication with comprehensive professional language skills, keigo mastery, email etiquette, meeting protocols, and cultural understanding essential for career success in Japanese workplaces.
25+Communication Skills
15Business Scenarios
95%Professional Success
Keigo Mastery for Professional Success
Keigo (honorific language) forms the foundation of Japanese business communication. Master three keigo types and their appropriate usage contexts for respectful, effective professional interactions.
Sonkeigo (ๅฐๆฌ่ช)
Respectful Language
Elevates the subject (customer, superior, other person) through respectful language forms.
Essential Usage Patterns:
Customer arrives
ใใพใใ (kimashita)
โ
ใใใฃใใใใพใใ (irasshaimashita)
Show respect for customer's action
Boss says something
่จใใพใใ (iimashita)
โ
ใใฃใใใใพใใ (osshaimashita)
Respect superior's speech
Client knows information
็ฅใฃใฆใใพใ (shitte imasu)
โ
ใๅญ็ฅใงใ (gozonji desu)
Acknowledge client's knowledge respectfully
Business Essential Expressions:
ใ็ฒใๆงใงใใใใพใใ
Otsukaresama de gozaimashita
Thank you for your hard work
Greeting superior at end of day
ใ่ฆๅดใใใใใใใใพใ
Gokurou wo okake itashimasu
We apologize for the trouble
Acknowledging inconvenience to client
Practice Scenarios:
Client Meeting Opening
Welcoming important client to office
You:ใใใฃใใใใพใใใๅฟใใไธญใใๆ้ใใใใ ใใใใใใจใใใใใพใใ(Welcome. Thank you for taking time from your busy schedule.)
Client:ใใกใใใใใใใใใ้กใใใพใใ(Thank you, please take care of us.)
Use ใใใฃใใใใพใ for welcoming, acknowledge their busy schedule
Kenjougo (่ฌ่ญฒ่ช)
Humble Language
Lowers the speaker's position to show humility and respect toward the listener.
Essential Usage Patterns:
I will go
่กใใพใ (ikimasu)
โ
ไผบใใพใ (ukagaimasu)
Humble form when visiting superior
I will give
ใใใพใ (agemasu)
โ
ๅทฎใไธใใพใ (sashiagemasu)
Humble giving to superior
I receive
ใใใใพใ (moraimasu)
โ
ใใใ ใใพใ (itadakimasu)
Humble receiving from superior
Business Essential Expressions:
ใไธ่ฉฑใซใชใฃใฆใใใพใ
Osewa ni natte orimasu
Thank you for your continued support
Standard business greeting
ๆใๅ
ฅใใพใใ
Osore irimasu ga
I'm sorry to trouble you, but
Polite way to make requests
Practice Scenarios:
Making Business Request
Asking superior for approval
You:ๆใๅ
ฅใใพใใใๆฅ้ฑใฎไผ็ปๆธใซใคใใฆใ็ธ่ซใใใฆใใใ ใใใใ(I'm sorry to trouble you, but I would like to consult about next week's proposal.)
Superior:ใฏใใใฉใใใ(Yes, please go ahead.)
Use ใใใฆใใใ ใ for humble request forms
Teineigo (ไธๅฏง่ช)
Polite Language
General polite forms using ใงใ/ใพใ that show respect for the conversational situation.
Essential Usage Patterns:
It is
ใ (da)
โ
ใงใ (desu)
Basic polite form
To do
ใใ (suru)
โ
ใใพใ (shimasu)
Polite action form
There is
ใใ (aru)
โ
ใใใพใ (arimasu)
Polite existence form
Business Essential Expressions:
ใใใใใ้กใใใพใ
Yoroshiku onegaishimasu
Please treat me favorably
General request for cooperation
ใใใใจใใใใใพใ
Arigatou gozaimasu
Thank you very much
Standard polite thanks
Practice Scenarios:
Daily Business Conversation
Regular colleague interaction
Colleague:ไปๆฅใฎไผ่ญฐใฏใฉใใงใใใใ(How was today's meeting?)
You:ใจใฆใๆๆ็พฉใงใใใๆฐใใใขใคใใขใใใใใๅบใพใใใ(It was very meaningful. Many new ideas came up.)
ใงใ/ใพใ forms sufficient for peer interactions
Business Email Communication
Japanese business emails follow specific structural and linguistic conventions. Master formal email composition for professional correspondence, request handling, and relationship building.
1
Subject Line (ไปถๅ)
Critical
Clear, specific subject indicating email purpose and urgency level.
Template Examples:
Meeting Request
ใไผ่ญฐไพ้ ผใๆฅ้ฑใฎไผ็ปไผ่ญฐใซใคใใฆ
[Kaigi irai] Raishuu no kikaku kaigi ni tsuite
[Meeting Request] Regarding next week's planning meeting
Use ใใbrackets to categorize email type
Information Share
ใๆ
ๅ ฑๅ
ฑๆใใใญใธใงใฏใ้ฒๆๅ ฑๅ
[Jouhou kyouyuu] Purojekuto shinchoku houkoku
[Information Share] Project progress report
Clear categorization helps prioritization
Formality Variations:
Urgent
ใ็ทๆฅใใ่ฆ่ฟไฟกใ
Urgent matters requiring immediate response
Information
ใใๅ ฑๅใใๆ
ๅ ฑๅ
ฑๆใ
Informational emails, no response needed
2
Opening Greeting (ๅ้ ญๆจๆถ)
Essential
Formal greeting establishing respectful tone and relationship acknowledgment.
Template Examples:
First Contact
ๅใใฆใกใผใซใใใฆใใใ ใใพใ
Hajimete meeru sasete itadakimasu
I am emailing you for the first time
When contacting someone new
Ongoing Relationship
ใใคใใไธ่ฉฑใซใชใฃใฆใใใพใ
Itsumo osewa ni natte orimasu
Thank you for your continued support
Standard for existing business relationships
Formality Variations:
Very Formal
ๅนณ็ด ใใๆ ผๅฅใฎใ้ซ้
ใ่ณใใๅใๅพก็คผ็ณใไธใใพใ
Extremely formal, high-level business
Standard
ใ็ฒใๆงใงใ
Internal team communications
3
Main Content (ๆฌๆ)
Essential
Clear, structured content with logical flow and appropriate honorific language.
Template Examples:
Request
ใๅคๅฟใฎใจใใๆ็ธฎใงใใใใใซใคใใฆใ้กใใใใใใพใ
Gotabou no tokoro kyoushuku desu ga, ~ ni tsuite onegai ga gozaimasu
I apologize for bothering you during your busy time, but I have a request regarding ~
Polite way to introduce requests
Information
ไธ่จใฎไปถใซใคใใฆใๅ ฑๅใใใใพใ
Kaki no ken ni tsuite go-houkoku itashimasu
I would like to report on the following matter
Introducing informational content
Formality Variations:
Urgent Request
ๆฅใชใ้กใใง็ณใ่จณใใใใพใใใ
When making last-minute requests
Suggestion
ใๆค่จใใใ ใใใฐใจๅญใใพใ
When offering suggestions or proposals
Complete Email Samples
Monthly Planning Meeting Request
Requesting monthly planning meeting with team members
To: ใใผใ ใกใณใใผๅไฝ
Subject: ใไผ่ญฐไพ้ ผใๆฅๆๅบฆไผ็ปไผ่ญฐใฎใ็ฅใใ
ใใคใใ็ฒใๆงใงใใ
Thank you for your continued hard work.
ๆฅๆๅบฆใฎไผ็ปไผ่ญฐใซใคใใฆใ้ฃ็ตกใใใใพใใ
I am contacting you regarding next month's planning meeting.
ๆฅๆ๏ผ12ๆ25ๆฅ๏ผๆ๏ผๅๅพ2ๆใ4ๆ
ๅ ดๆ๏ผไผ่ญฐๅฎคA
่ญฐ้ก๏ผๆฅๅนดๅบฆใฎไบๆฅญ่จ็ปใซใคใใฆ
Date: December 25 (Mon) 2:00-4:00 PM
Location: Conference Room A
Agenda: Next year's business plan
ใ้ฝๅใฎๆชใๆนใฏใ12ๆ20ๆฅใพใงใซใ้ฃ็ตกใใ ใใใ
If this is inconvenient, please contact me by December 20.
ใใใใใ้กใใใใใพใใ
Thank you for your cooperation.
Analysis Notes:
- Uses standard opening greeting for colleagues
- Clear structure with date, time, location
- Provides deadline for responses
- Formal but not overly ceremonious tone
Meeting and Presentation Skills
Japanese business meetings follow established protocols and communication patterns. Master meeting participation, presentation delivery, and collaborative discussion skills for professional success.
Meeting Opening (ไผ่ญฐ้ๅง)
5-10 minutes
Formal meeting opening with greetings, agenda confirmation, and participant introduction.
Essential Phrases:
ใใใงใฏใๅฎๅปใซใชใใพใใใฎใงๅงใใใใฆใใใ ใใพใใ
Well then, it's time, so let's begin.
Starting meeting on time
ๆฌๆฅใฏใๅฟใใไธญใ้ใพใใใใ ใใใใใใจใใใใใพใใ
Thank you for gathering despite your busy schedules.
Thanking participants
ใพใใ่ญฐ้กใฎ็ขบ่ชใใใใฆใใใ ใใพใใ
First, let me confirm the agenda.
Agenda confirmation
Cultural Considerations:
- Always start exactly on time or acknowledge lateness
- Thank participants for their valuable time
- Confirm agenda before proceeding
- Allow for brief small talk in informal settings
Common Challenges & Solutions:
โ Participants arriving late
โ
Acknowledge arrivals politely without stopping flow
ใ็ฒใๆงใงใใใฉใใใๅบงใใใ ใใใ
โ Technical difficulties
โ
Apologize for inconvenience and provide alternatives
็ณใ่จณใใใใพใใใๅฅใฎๆนๆณใง้ฒใใใใฆใใใ ใใพใใ
Discussion Phase (่ญฐ่ซ)
30-45 minutes
Active discussion with opinion sharing, question asking, and collaborative problem-solving.
Essential Phrases:
ใๆ่ฆใใ่ใใใใ ใใใ
Please share your opinions.
Inviting participation
ๅฅใฎ่ฆณ็นใใ็ณใไธใใพใใจ...
From a different perspective...
Offering alternative viewpoint
ใใๅฐใ่ฉณใใๆใใฆใใใ ใใพใใใ
Could you explain in more detail?
Requesting clarification
Cultural Considerations:
- Allow silence for processing - don't rush responses
- Acknowledge all contributions positively
- Build on others' ideas rather than contradicting directly
- Use indirect language for disagreement
Common Challenges & Solutions:
โ Dominant speaker monopolizing time
โ
Politely redirect to include others
่ฒด้ใชใๆ่ฆใใใใจใใใใใพใใไปใฎๆนใฎใ่ใใใ่ใใใใใฎใงใใใ
โ Lack of participation
โ
Direct gentle questions to specific individuals
ๅฑฑ็ฐใใใฎใ็ต้จใใใใฉใฎใใใซใ่ใใงใใใใใ
Decision Making (ๆฑบๅฎ)
10-15 minutes
Consensus building, decision confirmation, and action item assignment.
Essential Phrases:
ใใใงใฏใไปๆฅใฎ็ต่ซใใพใจใใใใฆใใใ ใใพใใ
Well then, let me summarize today's conclusions.
Summarizing decisions
ใใฎๆนๅใง้ฒใใฆใใใใใงใใใใใ
Is it alright to proceed in this direction?
Confirming consensus
ใงใฏใๆฌกๅใพใงใฎๅฎฟ้กใ็ขบ่ชใใใใพใใ
Well then, let me confirm homework until next time.
Assigning action items
Cultural Considerations:
- Ensure everyone agrees before finalizing decisions
- Assign specific responsibilities and deadlines
- Document decisions clearly for follow-up
- Plan next meeting before concluding
Common Challenges & Solutions:
โ Unclear consensus
โ
Explicitly confirm understanding with each participant
็ๆงใใใฎไปถใซใคใใฆใๅๆใใใ ใใพใใงใใใใใ
โ Unrealistic timelines
โ
Diplomatically discuss feasibility
ในใฑใธใฅใผใซ็ใซๅฐใใฟใคใใใใใใพใใใใใใใใงใใใใใ
Workplace Culture Understanding
Japanese workplace culture emphasizes harmony, respect, and collective success. Understanding cultural nuances enables effective communication and professional relationship building.
Hierarchy and Respect (้ๅฑคใจๆฌๆ)
Critical
Japanese workplaces maintain clear hierarchical structures requiring appropriate respect and communication patterns.
Behavioral Guidelines:
โ Recommended
- Use appropriate keigo based on position levels
- Wait for senior members to speak first in meetings
- Bow appropriately when greeting superiors
- Follow senpai-kohai (senior-junior) relationships
- Show deference to experience and age
โ Avoid
- Interrupting or contradicting superiors directly
- Using casual language with higher-ranked colleagues
- Initiating conversations without proper greetings
- Challenging decisions publicly in meetings
- Ignoring established protocol for communication
Practical Applications:
Disagreeing with superior's idea
Acknowledge merit first, then offer alternative perspective
ใใฃใใใ้ใใงใใไธๆนใงใใใฎใใใช่ฆๆนใใใใใใใใพใใใ
Requesting help from senior colleague
Frame as learning opportunity, emphasize gratitude
ใๅฟใใใจใใๆ็ธฎใงใใใใๆๅฐใใใ ใใพใใใงใใใใใ
Group Harmony (ๅ)
Essential
Maintaining group harmony takes precedence over individual expression or immediate efficiency.
Behavioral Guidelines:
โ Recommended
- Build consensus before making announcements
- Consider impact on team dynamics
- Express disagreement indirectly and privately
- Support group decisions publicly
- Share credit and responsibility collectively
โ Avoid
- Making unilateral decisions affecting the group
- Public criticism or confrontation
- Taking individual credit for team successes
- Disrupting established workflows abruptly
- Ignoring group input in decision-making
Practical Applications:
Proposing process change
Gather input beforehand, present as group idea
ใใผใ ใง่ฉฑใๅใฃใ็ตๆใใใฎใใใชๆนๅๆกใๅบใพใใใ
Addressing team conflict
Focus on common goals, avoid blame
็ใใใงๅๅใใฆใใใ่ฏใ็ตๆใ็ฎๆใใพใใใใ
Face-Saving (้ขๅญ)
Important
Protecting dignity and reputation of all parties through careful communication and conflict avoidance.
Behavioral Guidelines:
โ Recommended
- Provide private feedback before public discussion
- Frame mistakes as learning opportunities
- Acknowledge efforts even when results fall short
- Use indirect language for sensitive topics
- Allow graceful ways to change position
โ Avoid
- Public embarrassment or humiliation
- Direct blame or personal attacks
- Forcing immediate admissions of error
- Cornering people without exit strategies
- Highlighting failures without context
Practical Applications:
Addressing error in colleague's work
Private discussion focusing on solution
ใกใใฃใจใ็ธ่ซใใใใฎใงใใใไธ็ทใซ็ขบ่ชใใฆใใใ ใใพใใใใ
Declining unreasonable request
Express desire to help while explaining constraints
ใๅใซใชใใใใฎใงใใใ็พๅจใฎ็ถๆณใงใฏๅฐใ้ฃใใใใใใใพใใใ
Professional Development Action Plan
Create a systematic approach to developing Japanese business communication skills through structured practice, feedback collection, and progressive skill building.
Foundation Building (ๅบ็คๆง็ฏ)
Months 1-2
Learning Objectives:
- Master basic keigo forms and business expressions
- Understand email structure and conventions
- Learn essential meeting phrases and protocols
- Develop cultural awareness fundamentals
Practice Activities:
Daily Keigo Practice
Practice converting casual forms to appropriate keigo
15 minutes daily
Keigo conversion worksheets, audio materials
Email Template Study
Analyze and practice business email templates
3 emails per week
Business email samples, feedback from native speakers
Cultural Scenario Study
Study workplace culture scenarios and appropriate responses
2 scenarios per week
Culture guide books, video materials
Assessment Criteria:
Skill Integration (ในใญใซ็ตฑๅ)
Months 3-4
Learning Objectives:
- Integrate keigo naturally in extended conversations
- Handle complex business correspondence
- Participate effectively in team meetings
- Navigate workplace relationships appropriately
Practice Activities:
Role-Play Practice
Practice realistic business scenarios with feedback
2 sessions per week
Native speaker practice partners, scenario scripts
Meeting Simulation
Participate in simulated business meetings
1 meeting per week
Meeting facilitation practice, recording for review
Complex Email Composition
Write multi-purpose business emails independently
2 emails per week
Advanced templates, professional review
Assessment Criteria:
Professional Mastery (ใใญใใงใใทใงใใซ็ฟๅพ)
Months 5-6
Learning Objectives:
- Lead meetings and presentations in Japanese
- Handle difficult conversations and negotiations
- Mentor others in Japanese business communication
- Adapt communication style to various business contexts
Practice Activities:
Presentation Leadership
Lead business presentations and meetings
1 presentation per week
Presentation materials, audience feedback
Conflict Resolution Practice
Practice handling workplace conflicts diplomatically
1 scenario per week
Advanced cultural coaching, mediation techniques
Mentoring Practice
Help others develop Japanese business communication
Ongoing
Teaching materials, feedback collection methods
Assessment Criteria:
Master Professional Japanese
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