7 Japanese Business Card Mistakes to Avoid (Meishi Exchange Etiquette)
When I started doing business in Japan in 2016, I had no one to ask for tips on business card exchange. I had seen a 30-second demo at a conference on the mechanics of the exchange, but I had no resource beyond that. I wish someone had presented me with a guide like this. It would have saved me a lot of pain and taught me how to avoid key Japanese business card mistakes.
The meishi exchange (business card exchange) is more than just handing out contact information, it's a reflection of Japanese business culture. If you're doing business in Japan, understanding how to exchange business cards is one of the first cultural nuances you'll encounter. While the mechanics of the actual exchange are important, getting everything else right, such as what to do with the business card afterward is even more crucial.
No one may point out your mistakes, but you can be sure they will notice. While they'll likely be understanding if you are just learning Japanese business culture, if you're like me, you would rather come prepared than be in the dark. Here are seven Japanese business card mistakes to avoid to help you build relationships effectively.
1. Don't Run Out of Business Cards
If you're traveling to Japan, print plenty of business cards in advance. Many people underestimate how many they'll need. Think through your scheduled meetings and bring extras. One executive at a startup client of mine advised a colleague before he traveled to Japan, "Think of how many business cards you need and 3x that number." If you do run out, you can print more at Kinko's or Accea (Japan's version of Kinko's).
2. Don't Treat Business Cards Casually
In Japan, a business card is more than just contact information, it symbolizes the person who gave it to you. Because respect and hierarchy are central to Japanese business culture, how you handle a business card reflects how you regard the individual and their position. Avoid writing on it in front of them, bending it, or casually sliding it into your pocket. Never put it in your back pocket and sit on it.
3. Don't Fumble When It's Time to Exchange
Have your business cards ready in advance. It's a plus if you have a dedicated business card holder. Fumbling through your wallet or bag to find and present crumpled cards shows a lack of preparation and can come across as disrespectful. Be prepared so you can focus on the exchange itself.
4. Don't Leave Cards Messily on the Table
After sitting down, lay out the business cards in an organized manner. While there's no strict rule, messily scattering them will be noticed. You'll often see Japanese professionals arranging cards neatly, sometimes placing the most senior person's card on top of their business card holder as a sign of respect. This also helps you remember who is who.
5. Don't Discard Physical Business Cards in Public
Once you've digitized them, store them in a box or another organized system. If you decide to discard them after scanning, do it in private, not in front of the person who gave it to you. In Japan, business cards hold a great deal of respect, so treating them with care even after they've been digitized is important.
6. Don't Exchange Business Cards in the Lobby
In Japan, business cards are typically exchanged after entering the meeting room. While exchanges can happen in less formal settings, the standard practice is to wait. This isn’t a matter of disrespect, but rather about creating an awkward moment that could catch your Japanese hosts offguard.
7. Don't Exchange Business Cards Again If You've Already Met
This is the least of all the others, as it's harmless to exchange cards again. But it's good to be aware of this dynamic. Once you've exchanged business cards, you generally don't exchange them again in future meetings, unless there's been a title or department change. If they've been promoted, they'll give you a new card, and you should do the same if your title has changed. If you're unsure whether you've met before, politely asking is fine.
Final Thoughts on Japanese Business Card Etiquette
If you're new to doing business in Japan, don't stress, you're not expected to get everything right. By mastering these Japanese business card etiquette tips, you show you're committed to learning the culture and dedicated to getting off on the right foot. For a more comprehensive look at how to navigate business relationships in Japan, be sure to read my full guide: