Your Step-by-Step Guide to the Japanese Business Card Exchange (Meishi Koukan)
In Japan, the meishi exchange (business card exchange) is more than just handing out contact information, it’s a reflection of Japanese business culture and professional hierarchy. If you're in sales and doing business in Japan, understanding how to exchange business cards is one of the first cultural nuances you'll encounter. This article provides practical tips I wish I had known from a sales perspective when entering the Japan market during my early days of business in Japan.
Step 1: Bring More Business Cards and Prepare Them in Advance
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. If you run out, you can print more at Kinko’s or Accea (Japan’s version of Kinko’s).
Before you enter the meeting room, have your business cards ready, whether in your pocket or a business card holder. You don’t want to be fumbling when it’s time to exchange.
Step 2: Exchange Business Cards in the Meeting Room, Not the Lobby
In Japan, business cards are typically exchanged after entering the meeting room, not in the lobby or elevator. While exchanges in a lobby or other venue occasionally happen in less formal settings, the standard practice is to wait until you arrive in the meeting room.
Step 3: Begin the Exchange with the Most Senior Person
If you have multiple people on your team, begin the meishi exchange with the most senior person. The Japanese side will typically do the same, so watch who makes the first move. After that, the order may not strictly follow seniority, but it generally does.
Step 4: Present and Receive the Card with Both Hands
The traditional method of the meishi exchange involves:
Holding the card with both hands, facing it toward the recipient.
Bowing slightly while exchanging.
Receiving the other person’s card with both hands and taking a moment to read it.
This part takes practice—like patting your head while rubbing your stomach. To add a personal touch, I like to shake hands after exchanging cards to reinforce that I’m American.
Step 5: Lay Cards Out Neatly and Remember Who Is Who
If you're in a meeting with multiple people, try to remember which card belongs to whom. This makes it easier to use names during the discussion. One Japanese salesperson shared their technique: “I usually line up the cards on the table to match the seating arrangement in front of me. This helps me remember who is who.”
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.
Step 6: Digitize Cards and Store Physical Copies Respectfully
After the meeting, scan the cards into a business card app (I use CamCard, but there are many options). You may also want to note or scan the Japanese side for reference.
Once you've digitized them, store the physical cards in a box or another organized system. I once asked a Japanese colleague what he did with physical business cards, and he said, “It's your choice—just ensure it's done respectfully and privately.”
Final Thoughts on Meishi Koukan (business card exchange)
If you're new to doing business in Japan, don’t stress—you’re not expected to get everything right. However, knowing the points of the meishi exchange in advance can save you from trial and error and demonstrate that you are committed to building relationships effectively.
For a more comprehensive look at how to exchange and manage business cards for success in Japan, be sure to read my full guide: