Tokyo Correspondence Etiquette

As an employee of ABC International, a variety of your business contacts are neither from America nor American; therefore, knowing when and how to deliver effective and well written business correspondences, will help you avoid communication blunders and image-damaging errors that often come with cross-cultural exchanges.

In addition to the common sense etiquette that comes with using your manners and being a gentleman, use these tips on cultural differences that could impact how you communicate with business contacts in Tokyo, Japan.

Addressing Your Business Contact

Drop "Mister" or "Misses" and simply add "-sama" to the last name of your business contact in formal situations and correspondences. If you are uncertain about the pronunciation or spelling of your contacts name, ask for assistance.

Introducing Yourself

Use last names at all times and do not request that clients call or write to you by your first name. When introducing yourself, business cards are an essential part of introductions and you will not be taken seriously without them. Double-sided business cards in Japanese and English are a must because they show potential business contacts that you are serious, and that you understand and respect their culture.

Writing Effectively

Write in a polite, non-offensive and respectful manner. Do not ask a Japanese business contact a question that has been phrased negatively. Eliminate jargon and excessive information and reread your correspondences before sending them to ensure that your meaning and tone are clear. In Japan, correspondences are different -- longer letters are favored.

Solving Issues or Problems

Avoid confrontations by not getting too pushy in your correspondences. Instead, try to get a confirmed date when expecting to receive an answer. At times, it may be impossible to get a straight answer from your business contact, but more than likely you will eventually get to a situation where everyone agrees if you simply "go with the flow".

By being aware of cultural differences between Americans and Japanese, you will be able to demonstrate proper etiquette and respect for your business contacts at all times. Communicating and writing effective correspondences