Business Phone Etiquette in Japan: 7 Simple Rules to Know
【Koshida Accounting Firm Column Date:】
“Gratitude is the most exquisite form of courtesy.” － Jacques Maritain
Hi, my name is Taisei Koshida, and I am a certified public accountant and tax accountant in Japan.
I assist foreign business owners who may have difficulty dealing with Japanese accounting and tax procedures.
If you do business in Japan, you may sometimes wonder about the proper way to make or receive a business phone call. Japanese business phone etiquette has some customs that may be unfamiliar to people from other countries.
In this article, I will introduce some simple points to keep in mind when making business calls in Japan.
Start with a Greeting and Introduce Yourself
When making a business phone call in Japan, start with a standard greeting such as “いつもお世話になっております” (Itsumo osewa ni natte orimasu), which can be roughly translated as “Thank you for your continued support.”
Then introduce yourself and your company or organization. For example, “This is Koshida from Koshida Accounting Office.”
Ask If It Is a Good Time to Talk
Even if someone answers the phone, it does not necessarily mean that they have time to talk.
Asking a simple question such as “Is this a good time to talk?” can make a more courteous impression, especially if you expect the conversation to take some time.
Avoid Calling During Lunch Hours
Many Japanese companies have their lunch break from around 12:00 p.m. to 1:00 p.m., so it is generally better to avoid making business calls during this time.
If I do call someone around lunchtime, I sometimes joke, “Aren’t you in the middle of having ramen?”
Taking a Call When You Are With Others
If you receive a phone call while you are in a meeting or having a meal with someone, it is polite to briefly apologize before answering the call.
If possible, step away from the table or meeting area while you are on the phone.
How to End a Business Phone Call in Japan
Once you have finished discussing the main topic, you can end the call with expressions such as “よろしくお願いします” (Yoroshiku onegaishimasu) and “失礼します” (Shitsurei shimasu).
There is no exact English equivalent for these expressions, but in this situation they convey something similar to “Thank you for your time” and a polite “Goodbye.”
The Caller Usually Hangs Up First
Traditionally, Japanese business phone etiquette says that the person who made the call should hang up first.
However, this rule is not always followed strictly today, particularly by younger people.
Mobile Phone or Landline?
These days, many people in Japan use mobile phones for most of their business calls.
I still have a landline in my office, but I primarily use my mobile phone for work. Using a mobile phone for business is now quite normal in Japan.
Need Help with Accounting or Tax Matters in Japan?
Our accounting firm assists foreign business owners in Japan with accounting and tax matters.
If you are doing business in Japan and need assistance with Japanese accounting or tax procedures, please feel free to contact us through our inquiry form.