Business Japanese for English Speakers: Keigo, Emails, Meetings, Phone Calls, and Workplace Communication

You’ve studied Japanese for a while. You can order ramen, ask for directions, and survive a convenience store transaction. Then you walk into a Japanese office, your colleague greets you with いつもお世話になっております, and your mind goes blank.

Business Japanese is a different language within a language. The vocabulary shifts. The grammar shifts. The entire social logic behind what you say — and what you don’t say — shifts. English speakers in particular face a steep adjustment, not because Japanese business communication is impossibly complex, but because it is built on assumptions that are almost the opposite of Western professional norms.

The good news: you don’t need to master keigo in a week. You need a clear roadmap — what to learn first, what each situation demands, and how to sound competent and respectful even before your Japanese is perfect. That’s exactly what this guide provides.

Whether you are emailing a Japanese client for the first time, preparing for a job interview in Japan, or just trying not to accidentally offend your manager during a team meeting, this guide has you covered. Bookmark it. Come back to each section when you need it.

What Makes Business Japanese Different

Register matters more than vocabulary

In English, the difference between “Can you send me that file?” and “Would you be able to send me that file?” is minor. Both are polite. In Japanese, the gap between 送ってください (okutte kudasai) and お送りいただけますでしょうか (o-okuri itadakemasu deshou ka) is enormous — one is acceptable between close colleagues, the other is appropriate when speaking to a client or senior. Using the wrong register doesn’t just sound odd; it can signal disrespect, immaturity, or carelessness.

Register — the level of formality built into the language — is the core challenge of business Japanese. Vocabulary matters, but getting the register right matters more.

The hierarchy behind the language

Japanese business communication reflects a clear social hierarchy. There are two key dimensions to understand:

内 (uchi) vs 外 (soto) — “inside” vs “outside.” People within your own company are uchi. Clients, partner companies, and people outside your organization are soto. This distinction changes everything: when speaking about your own company to an outsider, you use humble language even about your own manager. When speaking to your manager directly, you use respectful language.

上 (ue) vs 下 (shita) — “above” vs “below.” Japanese workplaces have clear seniority structures. Speaking to someone senior to you requires more careful, deferential language than speaking to a peer or junior colleague.

These two axes together explain most of the logic behind keigo. Once you understand them, the rules start making sense.

Written vs spoken business Japanese

Written business Japanese — emails, reports, formal letters — tends to be more conservative and formulaic than spoken Japanese. There are fixed opening and closing phrases, set structures for requests, and expected patterns for apologies. Fortunately, this predictability works in your favor: once you learn the templates, written business Japanese becomes manageable.

Spoken business Japanese in meetings and phone calls is more fluid, but still follows patterns. Certain phrases are almost always used to open a meeting, request clarification, or wrap up a call. You will encounter them repeatedly.

Why English speakers often sound too direct

English professional culture, especially American business culture, values directness. “Let’s get to the point.” “Here’s my recommendation.” “I disagree.” These are normal, even admired.

In Japanese professional settings, directness without softening language can read as aggressive, inconsiderate, or dismissive of others’ feelings. Japanese business communication favors indirectness, careful hedging, and group harmony. Saying それはちょっと… (sore wa chotto…) — literally “that’s a bit…” with a trailing silence — is a standard way of signaling disagreement without open confrontation. English speakers often either miss this signal entirely or find it frustratingly vague. Understanding it is the key to functioning well in Japanese professional settings.

How to Use This Business Japanese Hub

This article is designed as a reference hub. You don’t need to read it from start to finish. Use the section that matches your current situation.

If you are a beginner

Start with the Business Greetings section and the Business Self-Introduction section. Master these before anything else. These are the phrases you will use every single day, and getting them right immediately signals competence and effort to Japanese colleagues.

If you are preparing for work in Japan

Focus on Keigo Basics, Japanese Meeting Phrases, 報連相, and Business Apologies. These are the four pillars of daily workplace communication. Add Business Small Talk for after-work situations.

If you work with Japanese clients

Prioritize Japanese Business Email and the Business Greetings section on 社外 (external) communication. The phrase いつもお世話になっております alone will carry you through dozens of client interactions.

If you need email Japanese

Go directly to the Japanese Business Email section. Copy the templates. Adapt them to your situation. Even native Japanese speakers reuse standard email phrases — this is not cheating, it is correct practice.

If you need meeting Japanese

Jump to Japanese Meeting Phrases and the Business Practice section at the end. Do the meeting role-play exercises before your first big meeting.

If you are studying JLPT N2 or N1

The entire article is relevant, but pay particular attention to keigo verb forms, email structures, and the nuance sections. N2 and N1 exams test practical business language understanding, including formal written expressions and implied meaning in professional contexts.

Business Japanese Levels

Beginner workplace survival

At this stage, your goal is to not cause accidental offense and to show effort. Learn the five standard daily greetings, a basic self-introduction, and how to say you don’t understand politely. 申し訳ありませんが、もう一度おっしゃっていただけますか？ (Moushiwake arimasen ga, mou ichido osshatte itadakemasu ka?) — “I’m sorry, could you please say that again?” — is one of the most important sentences you can learn at this stage.

JLPT N4/N3 workplace basics

You can handle simple requests, follow meeting summaries, and write basic emails using standard templates. Focus on learning the most common keigo verb pairs (いる→いらっしゃる, する→なさる/いたす, もらう→いただく) and the standard email opening and closing phrases.

JLPT N2 business communication

At N2 level, you can participate in meetings, write client emails without heavy reliance on templates, handle phone calls with reasonable confidence, and understand most business documents. You understand when to use 謙譲語 vs 尊敬語 without consciously thinking through the rules every time.

Advanced professional Japanese

At N1 and above, you can negotiate, give presentations, write formal proposals, and navigate sensitive interpersonal situations with full keigo fluency. This takes years of immersion and practice, but it is achievable — especially if you are working in a Japanese environment daily.

When keigo becomes essential

Keigo becomes non-optional when you speak to: clients (お客様 / おきゃくさま), senior colleagues (上司 / じょうし), people outside your company (社外の方 / しゃがいのかた), or during formal situations such as job interviews, business meetings, and phone calls. In casual internal chat between peers of similar age and seniority, normal polite Japanese (丁寧語) is usually sufficient.

What to learn before advanced keigo

Before diving deep into keigo, make sure you have solid control of: て-form conjugation, ます/です forms, potential forms, and the basic meanings of verbs like いる, する, もらう, あげる, くれる, and いく. Keigo is built on top of these foundations. If your foundation is shaky, the keigo layer will feel arbitrary and impossible to remember.

Keigo Basics for Business

Keigo (敬語 / けいご) is the system of honorific Japanese. There are three main types. Understanding what each one does — and when — is far more useful than memorizing long lists of forms.

丁寧語 (Teineigo) — Polite Language

丁寧語 (teineigo) is the baseline of polite Japanese. It is the ます/です form you already know. It does not elevate or lower anyone — it simply marks the speech as formal and respectful toward the listener. This is appropriate in most everyday professional situations between colleagues who know each other.

Example: 明日の会議に出席します。 (Ashita no kaigi ni shusseki shimasu.) — “I will attend tomorrow’s meeting.”

尊敬語 (Sonkeigo) — Respectful Language

尊敬語 (sonkeigo) elevates the subject of the verb — the person you are talking about or to. You use it to describe the actions of someone senior to you, a client, or anyone you want to show respect toward.

Example: 部長はもうお帰りになりました。 (Buchou wa mou okaeri ni narimashita.) — “The department head has already left (gone home).” The action of leaving belongs to the department head, so you use the respectful form.

謙譲語 (Kenjougo) — Humble Language

謙譲語 (kenjougo) lowers the subject of the verb — you, or someone from your own group (your company, your family) — in order to elevate the listener or the person being spoken about. You use it to describe your own actions, especially when speaking to or about clients or superiors.

Example: ただいま担当者が参ります。 (Tadaima tantousha ga mairimasu.) — “Our person in charge will be right with you.” The action of coming belongs to your own colleague, so you use the humble form 参る (mairu) instead of 来る.

Common honorific verbs (table: plain → 尊敬語 → 謙譲語)

This table covers the most important verb transformations in business Japanese. These are the forms you need to know cold:

Common humble verbs

Some humble verbs deserve special attention because they appear constantly in business situations:

いたします (itashimasu) — the humble form of します. Used to describe your own actions formally. 確認いたします (kakunin itashimasu) = “I will check/confirm.” This is one of the most-used phrases in Japanese business.

おります (orimasu) — the humble form of います (to exist/be). Used when telling someone where you are or where one of your colleagues is. 担当の山田はただいま席を外しております (tantou no Yamada wa tadaima seki wo hazushite orimasu) = “Our person in charge, Yamada, is currently away from her desk.”

申します (moushimasu) — the humble form of 言います and the standard way to introduce yourself. 〇〇と申します ([name] to moushimasu) = “My name is [name].”

伺います (ukagaimasu) — the humble form of 聞く (to ask) and also 訪ねる (to visit). Used when you visit a client’s office or ask a question to a superior. 明日御社に伺います (ashita onsha ni ukagaimasu) = “I will visit your company tomorrow.”

Keigo mistakes English speakers make

The most common keigo mistake is mixing up the direction: using 謙譲語 (humble) forms when talking about the other person’s actions, or 尊敬語 (respectful) forms when talking about your own. For example, saying 部長は参りました (Buchou wa mairimashita) applies a humble form to your department head, which is actually insulting. The correct form is 部長はいらっしゃいました (Buchou wa irasshaimashita).

Another common error is over-stacking keigo: おっしゃられました is technically a double honorific (おっしゃる is already honorific; adding られ adds another layer) and sounds strange to native speakers. Keep it to one honorific level per verb.

When simple polite Japanese is better

In many internal workplace situations — especially in younger companies, tech companies, and international teams — heavy keigo can actually create distance rather than respect. Between peers of similar age and seniority, standard ます/です forms are correct and friendly. Reserve full keigo for client-facing communication, formal meetings, and interactions with significantly senior colleagues. Getting the register right means knowing when to dial it down, too.

Business Greetings

Greetings in Japanese business are not optional pleasantries. They are signals that you understand the social contract of the workplace. Using the right greeting at the right moment marks you as someone who belongs in a professional Japanese environment.

おはようございます

おはようございます (Ohayou gozaimasu) — “Good morning.” This is the standard morning greeting and is used until around midday, or more practically, until the first break or until everyone has arrived. In many companies, it is also used when someone arrives at the office at any time (even afternoon) as a way of acknowledging that they are starting their workday.

お疲れ様です

お疲れ様です (Otsukaresama desu) — literally “You must be tired,” but actually means something like “Thank you for your hard work” or simply “Hey” as an acknowledgment. This is the default all-purpose greeting in a Japanese workplace after the morning. You say it passing someone in the hallway, when someone returns from a meeting, when you finish a call, and when someone leaves for the day. Learn this phrase first — you will use it dozens of times a day.

The shorter, more casual version お疲れ様 (Otsukaresama) or even お疲れ (Otsukare) is used between close colleagues, but stick to the full form in formal or unfamiliar settings.

失礼します

失礼します (Shitsurei shimasu) — “Excuse me” / “I am being rude (by interrupting).” Used when entering a superior’s office, when interrupting someone, when passing in front of someone, or when leaving a meeting early. Think of it as a formal, preemptive apology for any minor intrusion into someone’s space or time.

お先に失礼します

お先に失礼します (Osaki ni shitsurei shimasu) — “Excuse me for leaving before you.” Said when you leave the office before your colleagues. In Japanese work culture, leaving before others can carry a slight social weight (especially leaving before your manager), so this phrase is a polite acknowledgment of that. Colleagues typically respond with お疲れ様でした (Otsukaresama deshita).

いつもお世話になっております

いつもお世話になっております (Itsumo osewa ni natte orimasu) — “Thank you for always supporting us / for your continued support.” This is the standard opening phrase when contacting an external company — by email, phone, or in person. It has no direct English equivalent; it is simply the expected professional acknowledgment when communicating with business contacts outside your own organization. You will see it at the start of almost every business email sent to external parties.

社内 vs 社外 greetings

Greetings to avoid misusing

ご苦労様です (Gokurousama desu) is often confused with お疲れ様です. Both translate roughly as “thank you for your hard work,” but ご苦労様です is traditionally used by superiors to acknowledge those below them — not the reverse. Using it to your manager can sound patronizing. When in doubt, お疲れ様です is always safe.

Avoid using casual greetings like よ！ or やあ in formal settings. And do not translate “How are you?” as お元気ですか？ in a business context — this phrase sounds unnatural in professional Japanese. お世話になっております handles the opening acknowledgment instead.

Business Self-Introduction

Self-introduction formula (日本語で自己紹介する)

In Japanese business settings, the self-introduction (自己紹介 / じこしょうかい) follows a fairly predictable structure. Here is a reliable template:

はじめまして。[Company name]の[Name]と申します。[Department/role]を担当しております。どうぞよろしくお願いいたします。

Hajimemashite. [Company name] no [Name] to moushimasu. [Department/role] wo tantou shite orimasu. Douzo yoroshiku onegai itashimasu.

“Nice to meet you. My name is [Name] from [Company name]. I am responsible for [Department/role]. I look forward to working with you.”

The phrase どうぞよろしくお願いいたします (douzo yoroshiku onegai itashimasu) is non-negotiable in Japanese introductions. It has no direct translation — it is a formulaic expression of goodwill and a request for a good ongoing relationship. Always end your self-introduction with it.

Short version vs formal version

For a quick introduction passing someone in the hall or at an informal event, a short version works:

〇〇（名前）と申します。よろしくお願いします。
[Name] to moushimasu. Yoroshiku onegai shimasu.
“I’m [Name]. Nice to meet you.”

For a formal setting — a client meeting, a company presentation, or a job interview — expand to include your background:

はじめまして。株式会社〇〇の営業部の〇〇（名前）と申します。主に海外のお客様を担当しております。本日はどうぞよろしくお願いいたします。

Hajimemashite. Kabushikigaisha [company name] no eigyoubu no [name] to moushimasu. Omo ni kaigai no okyakusama wo tantou shite orimasu. Honjitsu wa douzo yoroshiku onegai itashimasu.

“Nice to meet you. My name is [Name], from the Sales Department at [Company]. I mainly handle overseas clients. Thank you very much for your time today.”

Common self-introduction mistakes

Avoid saying 私の名前は〇〇です (Watashi no namae wa [name] desu). This is technically correct but sounds like a textbook sentence. Native speakers almost always use 〇〇と申します or 〇〇と言います depending on the formality level.

Do not forget to hand over your business card (名刺 / めいし) with both hands and a slight bow if cards are exchanged. Accept the other person’s card with both hands, read it briefly, and place it respectfully on the table rather than stuffing it in your pocket.

Japanese Meeting Phrases

Japanese business meetings follow recognizable structures. Knowing the standard phrases for each stage of a meeting lets you participate even when your Japanese is still developing.

Starting a meeting

それでは、始めましょう。 (Sore dewa, hajimemashou.) — “Well then, let us begin.” Said by the meeting facilitator.

本日はお集まりいただきありがとうございます。 (Honjitsu wa oatsumari itadaki arigatou gozaimasu.) — “Thank you for gathering here today.” Used in more formal meetings or when external guests are present.

本日の議題は〇〇についてです。 (Honjitsu no gidai wa [topic] ni tsuite desu.) — “Today’s agenda is regarding [topic].”

Giving updates

現状をご報告いたします。 (Genjou wo go-houkoku itashimasu.) — “I will report on the current situation.”

〇〇については、現在〇〇の状況です。 ([Topic] ni tsuite wa, genzai [situation] no joukyou desu.) — “Regarding [topic], the current situation is [situation].”

進捗をお伝えします。 (Shinchoku wo oshirase shimasu.) — “I would like to update you on progress.”

Asking for clarification

確認させていただいてよろしいでしょうか。 (Kakunin sasete itadaite yoroshii deshou ka.) — “May I confirm something?”

おっしゃっている〇〇とは、どういう意味でしょうか。 (Osshatte iru [word/phrase] to wa, dou iu imi deshou ka.) — “What do you mean by [word/phrase]?”

少し詳しく教えていただけますか。 (Sukoshi kuwashiku oshiete itadakemasu ka.) — “Could you tell me a bit more detail?”

Giving opinions politely

私といたしましては、〇〇と考えております。 (Watakushi to itashimashite wa, [opinion] to kangaete orimasu.) — “As for my thinking, I believe [opinion].” This is the standard way to state a position politely in a meeting.

〇〇ではないかと存じます。 ([Statement] de wa nai ka to zonjimasu.) — “I believe it may be [statement].” The phrasing “is it not [X]?” softens the assertion considerably.

Disagreeing softly

Direct disagreement in Japanese business settings is rare. Instead, phrases signal hesitation or concern without flat refusal.

おっしゃる通りとは思いますが… (Ossharu toori to wa omoimasu ga…) — “I do think what you say is correct, but…” (trailing off to invite reconsideration)

その点については、少し検討が必要かと思います。 (Sono ten ni tsuite wa, sukoshi kentou ga hitsuyou ka to omoimasu.) — “I think that point may need a little more consideration.”

難しいかもしれません。 (Muzukashii kamoshiremasen.) — “That might be difficult.” This is a soft refusal. When a Japanese colleague says this, it often means no — not maybe.

Confirming decisions

それでは、〇〇ということでよろしいでしょうか。 (Sore dewa, [decision] to iu koto de yoroshii deshou ka.) — “Then, is it all right if we say [decision]?” A standard way to confirm agreement on something.

〇〇は〇〇さんがご担当いただくということで確認させていただきます。 ([Task] wa [name]-san ga go-tantou itadaku to iu koto de kakunin sasete itadakimasu.) — “I would like to confirm that [name] will handle [task].”

Ending a meeting

以上で本日の議題は終わりです。 (Ijou de honjitsu no gidai wa owari desu.) — “That concludes today’s agenda.”

本日はありがとうございました。 (Honjitsu wa arigatou gozaimashita.) — “Thank you very much for today.”

次回は〇〇に開催する予定です。 (Jikai wa [date/time] ni kaisai suru yotei desu.) — “The next meeting is scheduled for [date/time].”

Japanese Business Email

Japanese business email is highly formulaic, and that is good news for learners. Once you understand the structure, you can produce correct professional emails by combining standard blocks. Think of it as a fill-in-the-blanks system.

Subject lines

Japanese email subject lines are direct and descriptive. They typically state the action or topic clearly.

【ご確認のお願い】〇〇の件について — “[ Confirmation Request ] Regarding [topic]”

〇〇のご報告 — “Report on [topic]”

【重要】〇〇についてのご連絡 — “[Important] Notice regarding [topic]”

Square brackets 【 】 are commonly used in Japanese email subject lines to label the type of message (request, report, important, etc.).

Opening greetings

To an external contact you have dealt with before:
いつもお世話になっております。〇〇社の〇〇（名前）でございます。
Itsumo osewa ni natte orimasu. [Company] no [Name] de gozaimasu.
“Thank you for your continued support. This is [Name] from [Company].”

To an external contact for the first time:
突然のご連絡、失礼いたします。〇〇社の〇〇（名前）と申します。
Totsuzen no go-renraku, shitsurei itashimasu. [Company] no [Name] to moushimasu.
“I apologize for contacting you out of the blue. My name is [Name] from [Company].”

To an internal colleague:
お疲れ様です。〇〇部の〇〇（名前）です。
Otsukaresama desu. [Department] no [Name] desu.
“Good work. This is [Name] from [Department].”

Self-introduction in email

When emailing someone for the first time, always introduce yourself briefly after the opening:

私は〇〇社の〇〇部門を担当しております〇〇（名前）と申します。今後ともよろしくお願いいたします。

Watakushi wa [Company] no [Department] wo tantou shite orimasu [Name] to moushimasu. Kongo tomo yoroshiku onegai itashimasu.

“My name is [Name], and I handle [Department] at [Company]. I look forward to working with you.”

Requests

〇〇をお送りいただけますでしょうか。 ([Item] wo o-okuri itadakemasu deshou ka.) — “Would you be able to send [item]?”

〇〇についてご確認いただければ幸いです。 ([Topic] ni tsuite go-kakunin itadakereba saiwai desu.) — “I would be grateful if you could confirm [topic].”

ご多忙のところ恐れ入りますが、〇〇をご対応いただけますでしょうか。 (Go-tabou no tokoro osoreirimasu ga, [task] wo go-taiou itadakemasu deshou ka.) — “I am sorry to trouble you when you are so busy, but would you be able to handle [task]?”

Follow-ups

先日ご送付いたしました〇〇の件、その後いかがでしょうか。
Senjitsu go-soufu itashimashita [topic] no ken, sonogo ikaga deshou ka.
“Regarding the [topic] I sent the other day — how have things progressed?”

ご確認の程、よろしくお願いいたします。
Go-kakunin no hodo, yoroshiku onegai itashimasu.
“I ask that you please take a look and confirm.” (Standard follow-up closing)

Apologies

ご迷惑をおかけし、大変申し訳ございません。
Go-meiwaku wo okake shi, taihen moushiwake gozaimasen.
“We sincerely apologize for the inconvenience caused.”

ご連絡が遅くなりまして、大変失礼いたしました。
Go-renraku ga osoku narimashite, taihen shitsurei itashimashita.
“I sincerely apologize for the delay in contacting you.”

Closings

Japanese emails almost always close with a set phrase before the signature. The most common closings:

よろしくお願いいたします。 (Yoroshiku onegai itashimasu.) — “I ask for your kind assistance.” The standard, all-purpose email closing.

引き続きよろしくお願いいたします。 (Hikitsuzuki yoroshiku onegai itashimasu.) — “Thank you for your continued support.” Used when the relationship is ongoing.

何かご不明な点がございましたら、お気軽にお申し付けください。 (Nanika go-fumei na ten ga gozaimashitara, o-ki-garu ni o-moshi-tsuke kudasai.) — “If you have any questions, please don’t hesitate to ask.”

Email phrases that sound too casual

Avoid these in business email, even if you know the person reasonably well:

〇〇してください — Too direct. Replace with 〇〇していただけますでしょうか.

わかりました — Acceptable internally, but use 承知いたしました or かしこまりました in formal or client-facing email.

ちょっと確認したいんですが — Too casual. Use 確認させていただきたい点がございまして.

Apology email template:

件名：〇〇の件につきまして、お詫び申し上げます

〇〇株式会社
〇〇様

いつもお世話になっております。
〇〇社の〇〇（名前）でございます。

このたびは〇〇の件にてご迷惑をおかけいたしましたこと、
誠に申し訳ございませんでした。

原因を調査いたしましたところ、〇〇（原因）によるものと判明いたしました。
再発防止に向け、〇〇（対応策）を実施してまいります。

ご不便をおかけいたしましたことを、改めて深くお詫び申し上げます。
今後ともどうぞよろしくお願いいたします。

〇〇株式会社
〇〇部　〇〇（名前）
メール: example@company.co.jp
電話: 03-XXXX-XXXX

English translation of the template above:
Subject: Apology regarding [topic]
“Thank you for your continued support. This is [Name] from [Company]. I sincerely apologize for the inconvenience caused by [topic]. Upon investigating the cause, we determined it was due to [cause]. To prevent recurrence, we will implement [countermeasure]. Once again, I deeply apologize for the trouble caused. Thank you for your continued understanding.”

Japanese Phone Call Phrases

Phone calls in Japanese business are daunting for many learners because you lose visual cues and body language. The good news is that business phone calls follow a tight, predictable script. Learn the script and you can handle most calls.

Answering the phone

はい、〇〇株式会社でございます。
Hai, [Company name] kabushikigaisha de gozaimasu.
“Yes, this is [Company name].” — Standard way to answer an office phone.

お電話ありがとうございます。〇〇社でございます。
O-denwa arigatou gozaimasu. [Company] sha de gozaimasu.
“Thank you for calling. This is [Company].” — More formal version.

Asking for someone

〇〇部の〇〇様はいらっしゃいますか？
[Department] no [Name]-sama wa irasshaimasu ka?
“Is [Name] from [Department] available?” — Note: use 様 for the person you are calling, even if they are a peer, because you are calling their company.

Taking a message

よろしければ、ご伝言をお承りします。
Yoroshikereba, go-dengon wo o-uketamawarimasu.
“If you like, I would be happy to take a message.”

折り返しご連絡させていただきます。
Orikaeshi go-renraku sasete itadakimasu.
“We will have someone call you back.”

Asking someone to repeat

恐れ入りますが、もう一度おっしゃっていただけますか？
Osoreirima suga, mou ichido osshatte itadakemasu ka?
“I’m sorry, could you please say that once more?”

少しゆっくりおっしゃっていただけますか？
Sukoshi yukkuri osshatte itadakemasu ka?
“Could you please speak a little more slowly?”

Saying someone is unavailable

申し訳ございませんが、〇〇はただいま外出しております。
Moushiwake gozaimasen ga, [Name] wa tadaima gaishutsu shite orimasu.
“I’m very sorry, but [Name] is currently out of the office.”

〇〇は現在、電話に出られない状況でございます。
[Name] wa genzai, denwa ni derarenai joukyou de gozaimasu.
“[Name] is currently in a situation where they cannot come to the phone.”

Ending the call

よろしくお願いいたします。失礼いたします。
Yoroshiku onegai itashimasu. Shitsurei itashimasu.
“Thank you. Goodbye.” — The standard call-ending sequence. 失礼いたします is the polite way to say goodbye on a business call.

Important: do not hang up immediately after saying goodbye. Wait for the other person to hang up first, or if you are in a lower position, definitely let the more senior person end the call.

Phone-specific listening phrases

はい、承知いたしました。 (Hai, shochi itashimashita.) — “Yes, understood.” Used to confirm you have heard and understood something on a call.

はい、かしこまりました。 (Hai, kashikomarimashita.) — “Certainly.” A more formal confirmation, used especially in client calls or when receiving instructions.

On phone calls, it is also important to produce active listening sounds. はい (hai), ええ (ee), and なるほど (naruhodo) — “I see / I understand” — are the Japanese equivalents of “uh-huh” in English phone conversations. Not using them will make the other person wonder if you have hung up.

Reporting, Confirming, and Consulting (報連相)

報連相 (hourenso) is one of the most important concepts in Japanese workplace culture. The word is a contraction of 報告（ほうこく）, 連絡（れんらく）, and 相談（そうだん）— reporting, communicating, and consulting. In Japanese companies, proactively doing all three is considered a core professional skill, not just a nice-to-have. If you understand and practice 報連相, you will stand out as a capable team member.

報告する (Houkoku suru) — Reporting

Reporting means proactively informing your manager or team of progress, outcomes, and results — even when nothing has gone wrong. In Japanese workplaces, waiting to be asked for an update is considered passive behavior. Get in the habit of brief, regular updates.

〇〇の件についてご報告いたします。 ([Topic] no ken ni tsuite go-houkoku itashimasu.) — “I would like to report on [topic].”

先ほどの件ですが、無事完了いたしました。 (Sakihodo no ken desu ga, buji kanryou itashimashita.) — “Regarding what we discussed earlier — it has been completed successfully.”

連絡する (Renraku suru) — Communicating

Communicating means passing along information that others need — schedule changes, new developments, facts that affect the team’s work. The emphasis here is on not withholding information. Even small updates should be shared proactively.

〇〇の日程が変更になりましたのでご連絡いたします。 ([Event] no nittei ga henkou ni narimashita no de go-renraku itashimasu.) — “I am contacting you to let you know that the schedule for [event] has changed.”

相談する (Soudan suru) — Consulting

Consulting means asking for advice or input before making decisions, especially when the issue is uncertain or has implications beyond your role. In Japanese business culture, unilateral decision-making on ambiguous issues is generally frowned upon. It is better to over-consult than under-consult.

〇〇の件でご相談したいことがあるのですが、少しお時間をいただけますか？
[Topic] no ken de go-soudan shitai koto ga aru no desu ga, sukoshi ojikan wo itadakemasu ka?
“I have something I’d like to consult you about regarding [topic] — could I have a moment of your time?”

確認する (Kakunin suru) — Confirming

Confirming means double-checking details, decisions, and understanding. In Japanese business, this is considered due diligence, not a sign of weakness or inattention.

念のため確認なのですが、〇〇で間違いないでしょうか？
Nen no tame kakunin na no desu ga, [statement] de machigai nai deshou ka?
“Just to confirm — is [statement] correct?”

共有する (Kyouyuu suru) — Sharing

共有する (kyouyuu suru) — “to share (information)” has become a very common term in Japanese business settings, especially in the context of sharing documents, data, or updates across a team.

こちらの資料を共有させていただきます。 (Kochira no shiryou wo kyouyuu sasete itadakimasu.) — “I will share these materials with you.”

報連相 in Japanese workplaces

The concept of 報連相 dates to the 1980s and is still actively taught in corporate training programs across Japan. New employees are expected to internalize it as a daily habit. For foreign professionals working in Japanese companies, demonstrating that you understand and practice 報連相 signals cultural fluency that goes far beyond language ability.

Example workplace sentences

山田さん、今日中に〇〇の進捗をご報告いただけますか？
Yamada-san, kyoujuu ni [project] no shinchoku wo go-houkoku itadakemasu ka?
“Yamada-san, could you give me a progress report on [project] by end of day?”

クライアントから修正依頼が来ましたので、チームに共有します。
Kuraianto kara shuusei irai ga kimashita no de, chiimu ni kyouyuu shimasu.
“A revision request came in from the client, so I will share it with the team.”

Business Apologies and Problem Reporting

Apologies in Japanese business are handled with significantly more weight than in most Western professional contexts. A well-delivered apology demonstrates sincerity, accountability, and understanding of the impact on others. A poorly delivered one — or worse, a defensive response — can permanently damage a business relationship. The good news: there are standard phrases and structures that are expected, and you can learn them.

遅れて申し訳ありません

遅れて申し訳ありません (Okurete moushiwake arimasen) — “I am sorry for the delay.” Used when a deliverable, response, or meeting arrival is late. 申し訳ありません is significantly more formal and weighty than すみません. Use it whenever the situation has some professional impact.

ご迷惑をおかけしました

ご迷惑をおかけしました (Go-meiwaku wo okake shimashita) — “I have caused you inconvenience / trouble.” A standard post-incident apology acknowledging the impact on the other party. Often combined with a reason and a resolution.

確認不足でした

確認不足でした (Kakunin busoku deshita) — “There was a lack of verification on my part / I failed to check properly.” Acknowledges that the mistake was due to insufficient care. This phrase shows accountability without over-dramatizing.

今後気をつけます

今後気をつけます (Kongo ki wo tsukemasu) — “I will be more careful going forward.” The standard commitment to improvement. In formal situations, use 今後このようなことがないよう、十分に注意いたします (Kongo kono you na koto ga nai you, juubun ni chuui itashimasu) — “I will take great care to ensure this does not happen again.”

すぐに対応いたします

すぐに対応いたします (Sugu ni taiou itashimasu) — “I will respond / address this immediately.” Signals urgency and proactive resolution. Pair this with a specific action: すぐに確認して、本日中にご連絡いたします (Sugu ni kakunin shite, honjitsu juu ni go-renraku itashimasu) — “I will check immediately and contact you before end of day.”

How to avoid sounding defensive

In English, it is natural to briefly explain the reason for a problem before apologizing: “We were delayed because the vendor didn’t deliver on time. We’re sorry for the inconvenience.” In Japanese business communication, this order is different. Apologize first, then provide context. Providing the reason before the apology makes you sound like you are making excuses, which is heavily frowned upon.

Also avoid phrases like でも (demo, “but”) or ただ (tada, “however”) immediately after an apology. They undermine the sincerity of what you just said.

Apology email template

See the full apology email template in the Japanese Business Email section above. The key structure is: opening apology → acknowledgment of impact → reason (briefly stated) → resolution and prevention plan → closing apology.

Japanese Interview Phrases

Job interviews in Japan follow a structured and formal protocol. Preparation matters enormously — Japanese interviewers expect polished, well-rehearsed answers delivered in appropriate keigo. The good news is that the questions are predictable and the expected structures are learnable.

自己紹介 — Self-introduction

The interview almost always begins with 自己紹介をお願いします (Jiko shoukai wo onegai shimasu) — “Please introduce yourself.” Prepare a 60–90 second self-introduction that covers your name, background (education or previous work), and a brief statement about why you are here today. End with 本日はよろしくお願いいたします (Honjitsu wa yoroshiku onegai itashimasu) — “I look forward to today.”

志望動機 — Motivation for applying

志望動機を教えていただけますか？ (Shibou douki wo oshiete itadakemasu ka?) — “Could you tell us your reason for applying?”

A strong answer structure in Japanese: reason (why this company/role) → connection to your experience → future contribution. Avoid vague statements like “I want to grow.” Be specific about what attracted you to this particular company.

Sample: 御社の〇〇に魅力を感じ、私の〇〇の経験を活かして貢献できると考え志望いたしました。
Onsha no [X] ni miryoku wo kanji, watakushi no [skill/experience] wo ikashite kouken dekiru to kangae shibou itashimashita.
“I was attracted by [X] at your company, and I applied because I believe I can contribute by making use of my experience in [skill/experience].”

経験を説明する — Describing your experience

これまでの経験についてお聞かせいただけますか？ (Koremade no keiken ni tsuite o-kikase itadakemasu ka?) — “Could you tell us about your experience so far?”

Use the STAR structure (Situation, Task, Action, Result) but adapted to Japanese communication norms — be concrete but avoid sounding like you are bragging. Use softened language: 〇〇に取り組んでまいりました (… ni torikunde mairimashita) — “I have been engaged in / working on [X].”

強みと弱み — Strengths and weaknesses

あなたの強みはなんですか？ (Anata no tsuyomi wa nan desu ka?) — “What is your strength?”

私の強みは〇〇です。例えば、以前の職場では〇〇という場面で、〇〇することができました。
Watakushi no tsuyomi wa [strength] desu. Tatoeba, izen no shokuba de wa [situation], [action] suru koto ga dekimashita.
“My strength is [strength]. For example, at my previous workplace, in a situation like [situation], I was able to [action].”

For weaknesses, the standard approach in Japanese interviews is to mention a real, believable weakness and then immediately note how you are working to improve it: 私の弱みは〇〇ですが、〇〇することで改善に努めております (watakushi no yowami wa [weakness] desu ga, [action] suru koto de kaizen ni tsutomete orimasu) — “My weakness is [X], but I am making efforts to improve by [action].”

質問する — Asking questions

Most Japanese interviews end with 何かご質問はありますか？ (Nanika go-shitsumon wa arimasu ka?) — “Do you have any questions?” Always prepare at least one question. Saying “no” signals a lack of interest. Good questions to ask:

入社後に期待される役割についてお聞かせいただけますか？
Nyuusha go ni kitai sareru yakuwari ni tsuite o-kikase itadakemasu ka?
“Could you tell me about the role you expect of me after joining?”

Closing the interview politely

本日はお時間をいただきありがとうございました。ぜひよろしくお願いいたします。
Honjitsu wa o-jikan wo itadaki arigatou gozaimashita. Zehi yoroshiku onegai itashimasu.
“Thank you for your time today. I very much hope to hear good news.”

Bow when leaving. Retrieve your belongings quietly. Close the door gently. These physical details matter in a Japanese interview setting.

Common interview Japanese mistakes

Using casual language (〜じゃないですか, 〜なんですよね) in an interview setting sounds unprofessional. Keep all answers in formal ます/です and keigo forms throughout. Avoid starting sentences with えーと (eeto, “um”) — Japanese interviewers find it unprepared-sounding. A brief pause or 少々考えさせてください (shoushou kangaesasete kudasai) — “please allow me a moment to think” — is far more professional.

Business Small Talk

Small talk (雑談 / ざつだん) plays an important role in Japanese business relationships — particularly in building the trust and familiarity that underpin long-term partnerships. It may feel less essential than keigo or email templates, but the ability to engage in natural light conversation sets you apart as a person, not just a professional contact.

Safe topics (weather, weekends, food, travel, hobbies)

Japanese business small talk tends to stay in comfortable, neutral territory. The weather is a perennially safe opener:

今日はいい天気ですね。 (Kyou wa ii tenki desu ne.) — “It’s nice weather today, isn’t it.”

Weekends, food, and local recommendations are all warm, low-risk topics:

この辺りで美味しいランチのお店をご存知ですか？ (Kono atari de oishii ranchi no omise wo go-zonji desu ka?) — “Do you know of any good lunch spots around here?”

先週末はどこか出かけましたか？ (Senshuu-matsu wa dokoka dekakemashita ka?) — “Did you go anywhere last weekend?”

If you can mention something about Japan specifically — a place you visited, a food you tried — this typically generates immediate warmth and curiosity in Japanese conversation partners.

Topics to avoid

In Japanese business contexts, avoid personal questions about salary, marital status, religion, or political views. Also avoid direct questions about why someone chose their company or career if you don’t know the person well — these can feel intrusive. Criticism of Japan, Japanese culture, or any specific company in the industry should be approached with extreme caution if at all.

After-work nomikai phrases

The after-work drinking party (飲み会 / のみかい) is an important social institution in many Japanese companies. While participation is not always mandatory, it is often where relationships deepen. A few useful phrases:

乾杯！ (Kanpai!) — “Cheers!” Always wait for the toast before drinking.

いつもお世話になっています。今日もよろしくお願いします。 (Itsumo osewa ni natte imasu. Kyou mo yoroshiku onegai shimasu.) — “Thank you for always looking out for me. I look forward to tonight as well.”

今日は楽しかったです。またご一緒しましょう。 (Kyou wa tanoshikatta desu. Mata go-issho shimashou.) — “Today was fun. Let’s get together again.”

At a nomikai, the register typically relaxes compared to the office. Still keep an eye on seniority and let senior colleagues lead topics and drink orders. Pour drinks for others before your own.

Common Business Japanese Mistakes English Speakers Make

Being too direct

The instinct to “get to the point” can backfire badly in Japanese business communication. Stating your request or conclusion at the very start of an email or meeting, without contextual framing, can feel blunt or dismissive of the other person’s time and feelings. In Japanese, the recommendation or conclusion often comes at the end, after context and justification have been laid out. When in doubt, add a softening opener before your main point.

Using casual forms too early

Many learners relax their language too quickly with Japanese colleagues. Just because someone is friendly with you does not mean they expect casual Japanese. Even in relatively informal companies, switching to plain-form speech with someone you met three weeks ago can jar. Let the other person signal the shift — usually they will start using more casual speech first, which is your invitation to reciprocate.

Overusing すみません

すみません (sumimasen) is useful but overused by English speakers learning Japanese. In business settings, it can sound either too casual (for a formal apology) or, when used reflexively for every small thing, can make you appear uncertain or self-deprecating in ways that undermine confidence. For formal apologies, use 申し訳ありません or 大変失礼いたしました. Save すみません for casual, minor inconveniences.

Misusing keigo roles

As covered in the keigo section, applying humble forms (謙譲語) to the actions of people you are speaking to, or respectful forms (尊敬語) to your own actions, is a common error. The most important rule to remember: humble forms are for you and your group; respectful forms are for the other person and their group.

Translating English email phrases literally

“I hope this email finds you well” → このメールがあなたに届くといいですね — This is not a natural Japanese phrase. Japanese email does not have an equivalent pleasantry; instead, use いつもお世話になっております or お疲れ様です. Similarly, “Please let me know if you have any questions” should not be translated word-for-word — use ご不明な点がございましたらお気軽にお申し付けください.

Saying no too directly

できません (dekimasen) — “I cannot do it” — is grammatically correct but socially abrupt in many business contexts. A softer version: 難しい状況でございます (muzukashii joukyou de gozaimasu) — “The situation makes it difficult.” Or if time is the issue: ちょっとスケジュール的に難しいかもしれません (chotto sukejuuru-teki ni muzukashii kamoshiremasen) — “Schedule-wise, it might be a bit difficult.” These signal refusal without bluntness.

Business Japanese Practice

Reading about business Japanese is only the beginning. You need to produce it — under pressure, in real time, or in writing from scratch. Use the exercises below to practice actively.

Meeting role-play

Scenario: You are meeting a client for the first time. Practice this exchange:

Yuka

はじめまして。〇〇社の田中と申します。本日はどうぞよろしくお願いいたします。 (Hajimemashite. [Company] no Tanaka to moushimasu. Honjitsu wa douzo yoroshiku onegai itashimasu.) “Nice to meet you. My name is Tanaka from [Company]. I look forward to our meeting today.”

Rei

こちらこそ、よろしくお願いいたします。いつもお世話になっております。 (Kochira koso, yoroshiku onegai itashimasu. Itsumo osewa ni natte orimasu.) “Likewise, I look forward to it. Thank you for your continued support.”

Yuka

本日の議題は、来月のプロジェクトについてでございます。まず現在の進捗についてご報告いたします。 (Honjitsu no gidai wa, raigetsu no purojekuto ni tsuite de gozaimasu. Mazu genzai no shinchoku ni tsuite go-houkoku itashimasu.) “Today’s agenda concerns next month’s project. First, I will report on the current progress.”

Email rewriting practice (2 examples: casual → business)

Example 1:

⚠ Too casual: 明日の会議に出席します。資料、送ってください。
(“I’ll attend tomorrow’s meeting. Please send the materials.”)

✅ Business version: 明日の会議に出席いたします。大変恐れ入りますが、資料をお送りいただけますでしょうか。どうぞよろしくお願いいたします。
(“I will attend tomorrow’s meeting. I am very sorry to trouble you, but would it be possible for you to send the materials? Thank you very much.”)

Example 2:

⚠ Too casual: 今週中に見積もりを送ります。わからないことがあったら聞いてください。
(“I’ll send the estimate by end of this week. If you have questions, please ask.”)

✅ Business version: 今週中に御見積をお送りする予定でございます。ご不明な点がございましたら、何なりとお申し付けください。引き続きよろしくお願いいたします。
(“I am planning to send the estimate by end of this week. If you have any questions, please feel free to ask me anything. I look forward to continuing to work with you.”)

Phone call role-play

Scenario: You call a client’s office to confirm a meeting time.

Yuka

お電話ありがとうございます。〇〇社でございます。 (O-denwa arigatou gozaimasu. [Company] sha de gozaimasu.) “Thank you for calling. This is [Company].”

Rei

いつもお世話になっております。〇〇社の田中と申します。営業部の鈴木様はいらっしゃいますか？ (Itsumo osewa ni natte orimasu. [Company] no Tanaka to moushimasu. Eigyoubu no Suzuki-sama wa irasshaimasu ka?) “Thank you for your continued support. My name is Tanaka from [Company]. Is Ms. Suzuki from the Sales Department available?”

Keigo transformation quiz (5 questions)

Transform these casual or plain sentences into appropriate business Japanese. Answers below.

1. 社長が来ました。→ ___________________________
2. 書類を見てください。→ ___________________________
3. 今日の会議に行きます。→ ___________________________
4. わかりました。→ ___________________________
5. 資料を持ってきました。→ ___________________________

Answers:

1. 社長がいらっしゃいました。(Shachou ga irasshaimashita.) — Respectful form for the president’s action.
2. 書類をご覧いただけますでしょうか。(Shorui wo goran itadakemasu deshou ka.) — Humble + respectful form of “please look at.”
3. 本日の会議に参ります。(Honjitsu no kaigi ni mairimasu.) — Humble form of 行く (to go).
4. 承知いたしました。(Shochi itashimashita.) — Formal acknowledgment replacing わかりました.
5. 資料をお持ちいたしました。(Shorui wo o-mochi itashimashita.) — Humble form of 持ってくる.

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