In Japan, a business meeting often begins with a short ritual before anyone says a word about the agenda: the exchange of meishi, or business cards. Done well, it shows respect and starts the relationship on the right foot. Done carelessly, it can leave an impression that no later presentation easily repairs.
How do you exchange business cards in Japan? Bring a business card case (meishi-ire) and clean, crisp cards, because handing one over from a wallet or pocket looks careless. If you are seated, stand up and step beside the table rather than reaching across it. If you do not read Japanese, consider a card with Japanese on one side and English on the other, with the reading of your name in katakana and your job title.
Our article on why Japanese business cards have their own etiquette explains the thinking behind the custom. This guide is the practical companion: what to bring, who goes first, how to hold the card, what to do during the meeting, and the mistakes to avoid.
Before the Meeting: What to Bring
Bring a business card case (meishi-ire). Handing over a card from a wallet or a pants pocket looks careless, and the card should be clean, unbent, and crisp. Bring more cards than you expect to need, since in Japan you may be introduced to several people at once and each of them will expect one.
If you do not read Japanese, consider printing a card with Japanese on one side and English on the other. Adding the reading of your name in katakana helps the other side say it correctly, and your job title is important, because it tells the other side how to address you and where you sit in the hierarchy.
Who Goes First
The general rule is that the visiting side goes first, and that junior people offer their cards before senior ones. In a group, the most senior person on each side usually exchanges first, and each person then moves through the other side in order of rank. If you are seated, stand up and step beside the table rather than reaching across it.
The Exchange in Five Steps
- Stand and prepare. Take the card from the case with both hands.
- Offer it with both hands. Hold the card at the top corners with your name facing the recipient so they can read it, with your fingers off the printed name.
- Introduce yourself. Say your company, department, and name, and bow slightly. A common phrase is 「はじめまして、〇〇社の〇〇と申します。よろしくお願いいたします」.
- Receive theirs with both hands. Say 「頂戴いたします」 (choudai itashimasu), which expresses gratitude for receiving it.
- Read it. Take a moment to look at their name and title. If you are unsure how to pronounce the name, ask politely.
When two people exchange cards at the same moment, the common technique is to offer your card with your right hand while receiving theirs with your left, then bring both hands together to hold the card you received.
During the Meeting
Place the cards you received on the table in front of you, lined up in the order the people are sitting. This is a practical help to remember names as well as a sign of respect. Keep them there for the whole meeting. Do not write on them, fold them, play with them, or place anything on top of them.
After the Meeting
Put the cards neatly into your card case, never into a back pocket, and take them with you rather than leaving them on the table. Notes about the meeting can be written on the back later, in private, once the other side is no longer in view.
Reading the Titles on the Card
Titles tell you who holds more authority, and the name of the person you are speaking to should come with the title when you address them. Common titles include 社長 (shacho, president), 部長 (bucho, department head), and 課長 (kacho, section head). In Japanese business, it is normal to say the surname with the title, for example 田中部長 (Tanaka-bucho), rather than using a first name. If you are not sure of the title, address the person with the surname plus さん (san).
Exchanging Cards in a Seated or Group Meeting
When the meeting room is already set up with everyone seated, the exchange still happens first, and it normally takes place by the door or at the side of the table before everyone sits. If there are many people on both sides, the lead on each side introduces the others, and cards are exchanged with those introduced in turn. Avoid reaching across the table, and do not hand cards to people who are seated farther away unless the host guides you.
Common Mistakes
- Handing a card over with one hand
- Offering a card with the name upside down to the recipient
- Putting a received card in a back pocket or wallet straight away
- Writing on or folding someone’s card in front of them
- Running out of cards (if it happens, apologize with 「名刺を切らしております」 and send your contact details by email afterward)
- Handing cards around casually at a party instead of at the start of a formal meeting
Online Meetings and Modern Variations
In online meetings, exchanging physical cards is not possible, so many people put their name, company, and contact details in the chat or in their email signature. Digital business card apps are also widely used in Japanese companies, and some use LinkedIn, so check what the other side prefers. Some start-ups and international firms are more relaxed, but if you are meeting a traditional Japanese company, a well-handled card exchange is still a safe way to show respect.
Frequently Asked Questions
What if I don’t have a business card?
Apologize briefly, say you have run out, and promise to send your details by email after the meeting. Even freelancers and students often carry a simple printed card to avoid this situation.
Should my card have Japanese on it?
It helps. A card with Japanese on one side and English on the other, including the katakana reading of your name, makes things easier for the other side.
Do I exchange cards with everyone in the room?
Usually with everyone you are formally introduced to. Let the other side’s lead guide the order, and do not skip anyone present in the introductions.
Is it rude to write on someone’s card?
Yes, in front of them. Notes can be added later in private, after the meeting is over.
What do I do with several cards?
Line them up on the table in the order the people are seated, and keep them there throughout the meeting.
Small Gestures, Large Impressions
The meishi exchange is a small ritual, but it sets the tone for a business relationship. It rests on the same courtesy you see in the art of bowing and in everyday workplace habits such as bowing to your desk. If you are new to Japanese work culture, why Japanese workplaces feel so different is a good next read.
Related Reading
- Why Japanese Business Cards (Meishi) Have Their Own Etiquette
- Why Bowing to Your Desk When You Arrive or Leave Work Still Matters
- What Shukatsu Reveals About Japan’s Job-Hunting System for Students
- Why Japanese Workplaces Feel So Different — What Foreign Workers Need to Know
- Japanese Etiquette and Unwritten Rules: The Complete Guide
- Working in Japan: A Complete Guide to Japanese Workplace Culture
- Why Japanese People Apologize So Much — Understanding Japan’s Culture of Apology
- Why There Are No Tips in Japan — And Why Offering One Can Cause Confusion