Keigo Made Simple: Understanding Japanese Business Etiquette

Japanese business culture is known for being polite, respectful, and pretty formal, and right at the center of all that is keigo (敬語), or honorific speech. It’s a way of talking that shows hierarchy, courtesy, and professionalism, and for many people new to Japan, it can feel a little intimidating at first. More than just language, keigo gives you a glimpse into how relationships and roles work in the workplace. Talking to your boss or emailing a client, using keigo correctly can help you build trust, avoid awkward moments, and fit into Japanese work life a whole lot more smoothly.

Each year, more and more foreign professionals and interns are joining the Japanese workforce. In fact, as of October 2024, Japan had over 2.3 million foreign workers, according to the Ministry of Health, Labor, and Welfare, and that number keeps on growing. One thing many quickly learn is that even just a few well-chosen keigo expressions can really boost how you’re perceived at work. Sometimes, using the right level of politeness can make just as strong an impression as your actual skills. And it’s not just only about language, small things like bowing, handing over a business card properly, and always being on time all add up to leave a strong and respectful impression.

‍

What Is Keigo? A Brief Overview

Keigo is a linguistic system with different levels of politeness that changes the way you use verbs and nouns to show respect or humility, depending on who you’re talking to. It’s a big part of how social hierarchy plays out in everyday conversations. Unlike other languages that often rely on formal pronouns, like 'Lei' in Italian or 'Usted' in Spanish, Japanese tends to focus more on verb forms, set phrases and subtle word choices to show who’s higher up, who’s being respectful, and where you stand in the interaction.

Within keigo, there are three main types to know:

• ‍sonkeigo (尊敬語), used to elevate or honor the other person, ‍
• kenjōgo (謙譲語), does the opposite, it humbles the speaker or the speaker’s group,‍
• teineigo (丁寧語), which is a more general, polite level of formality, easy to recognize by the familiar ~ます and ~です verb endings

For example, the verb 行く (iku, to go) changes depending on who you’re talking about. In sonkeigo, it becomes いらっしゃる (irassharu) to show respect when talking about someone else. In kenjōgo, it turns into 伺う (ukagau) or 参る (mairu) when you’re talking about your own actions in a more humble way. Superiors, clients, and elders usually get the most formal language, which ties into the broader cultural value placed on respect and social harmony. A big part of this is the idea of “uchi” (inside) vs. “soto” (outside): you can be more relaxed with people in your own group (uchi), but when speaking to someone from the “outside,” the level of politeness goes up.

‍

When and Why Keigo Is Used in Business Settings

In most Japanese workplaces, there’s a pretty clear chain of command, and how you speak depends a lot on where you, and the person you’re talking to, sit in that structure. Interns and junior employees are generally expected to use sonkeigo when speaking to team leaders or higher-ups. Things like someone’s title, years of experience, or position in the company all play a role in how formal you’re expected to be. And while mistakes are usually forgiven if you’re still learning, using the wrong form, or not using keigo at all, can sometimes come off as rude, even if done unintentionally.

First impressions go a long way in Japan, where even small social cues can carry a lot of meaning. Using keigo correctly, especially when meeting a client or someone senior, can really help set the tone for a smooth conversation. But one tricky part is knowing how much is too much. If you use expressions that are too formal or outdated, it might sound stiff or forced instead of respectful. Finding the right balance takes time, and the best way to get there is through practice, paying attention to how others speak, and getting a little guidance from someone who knows the language well. Watching how native speakers shift their tone depending on the situation can teach you a lot.

‍

Essential Keigo Phrases for Business Communication

Polite phrases are a big part of daily work life in Japan, especially when it comes to emails, greetings, and meetings. One you’ll hear (and write) often is 「お世話になっております」 (O-sewa ni natte orimasu), which loosely means “Thank you for your continued support,” and it’s a go-to opening for professional emails. Another essential is「よろしくお願いいたします」 (Yoroshiku onegai itashimasu), which can be tricky to translate but is often used to show appreciation in advance or to express that you’re looking forward to working together with someone.

Within keigo, certain verbs shift to show extra respect or humility depending on the situation. For instance, “morau” (もらう, to receive) becomes “itadaku” (いただく) when humbly referring to receiving something from someone higher up. Similarly, instead of the more casual “sumimasen” (すみません, I’m sorry), you might use 申し訳ありません (moushi wake arimasen) for a more formal and respectful apology, especially in customer service or formal business settings.

When introducing yourself in a business meeting, a phrase like 「〇〇社の〇〇と申します」([Company] sha no [Name] to moushimasu) is standard. It translates to “I am [Name] from [Company].” The verb “moushimasu” (申します) is the humble form of “to say” (言う), used here to show respect and politeness in professional settings.

Keigo doesn’t have to sound stiff or robotic. A warm tone and friendly facial expressions can make formal language feel more natural and approachable.

‍

Japanese Business Etiquette Beyond Language

Bowing

Bowing is another key part of Japanese etiquette, especially in formal or business settings. The angle and length of a bow show different levels of respect: a light 15-degree bow works for casual greetings, while deeper bows (30 to 45 degrees) are reserved for superiors, clients, or serious apologies. During a deep bow, it’s common to lower your gaze rather than make eye contact, as a way of showing humility.

Posture and Body Language

Posture matters just as much as polite speech and bowing. Sitting or standing with your back straight and shoulders relaxed shows you’re attentive and respectful. In formal situations, it’s a nice touch to stand up when greeting someone or welcoming a guest. Try to avoid crossing your arms or slouching, as that might seem too casual or disengaged. Even small gestures, like a gentle nod while listening or resting your hands in front of you, can help you come across as more thoughtful and professional.

Exchanging Business Cards (名刺交換, Meishi Koukan)

Business gatherings and formal events in Japan often start with group introductions, small talk, and the exchange of meishi (business cards). The way business cards are handled reflects mutual respect: they’re presented and received with both hands, and it’s polite to take a moment to look at the details before placing the card neatly in a cardholder. Avoid writing on the card or putting it in your pocket right away, as this can be seen as disrespectful. When combined with keigo and good body language, these small gestures help create a strong and respectful first impression.

Dress Code and Punctuality

In many traditional Japanese companies, formal business attire is expected, with men typically wearing dark suits and plain ties, while women often choose conservative outfits in neutral tones. Some workplaces allow for a more relaxed dress code during the warmer months, though it’s always important to check the company’s policy in advance. Punctuality also plays a major role in professional etiquette, and arriving 10 to 15 minutes early is considered standard practice; even minor delays can affect trust, so if being late is unavoidable, it’s important to let the person you’re meeting know as soon as possible.

‍

Common Mistakes Foreigners Make with Keigo

One common challenge is the tendency to overuse overly formal or uncommon expressions in regular conversations, making interactions feel stiff or unnatural and sometimes even insincere, especially if the tone comes across as robotic or forced. Another mistake is not adjusting your speech based on who you’re talking to, using casual language with a senior manager or important client can lead to misunderstandings or unintentionally come off as disrespectful.

In addition, casual sentence-ending particles like “ね” (ne) or “よ” (yo), which are common in everyday Japanese, can sometimes slip into professional conversations, creating an awkward mix of formal and informal tones. Developing the habit of consistently using polite forms helps maintain a more professional and cohesive way of speaking.

‍

Tips for Mastering Keigo and Business Etiquette

Gradual Practice and Immersion

The best way to build keigo into your everyday speech is through regular exposure. Even small actions, like greeting coworkers or writing short emails using polite forms, can help reinforce the right patterns. Interns can also learn a lot by paying close attention to how native colleagues speak with managers and clients during meetings or phone calls. Watching Japanese news segments or business talk shows, attending language workshops, or using apps can all help you get used to the tone and structure of professional language while developing a more natural command of keigo.

Observation and Role Models

Watching how senior staff interact with clients, or how customer service teams speak, can be a great way to pick up practical keigo. These examples help you understand not just what to say, but how to say it in the right tone and situation. Some larger companies also offer etiquette manuals or in-house training sessions, which can be especially helpful for anyone looking to fine-tune their language skills and navigate business communication with more confidence.

‍

The Key to Success in Japanese Business Culture

‍

Keigo is more than just an elaborate grammar system, it’s a vital part of how trust is built, rapport is formed, and social expectations are met in Japanese workplaces. For foreign professionals navigating a new cultural environment, even a basic command of polite language shows professionalism and a readiness to adapt.

Using the right verb form when speaking to a manager, bowing at the appropriate angle, or exchanging business cards with care all show an understanding of the values that shape Japanese business culture. Instead of viewing keigo as just a language challenge, it’s more useful to see it as a tool for building respectful and lasting relationships in the workplace. In the end, mastering keigo aligns with Japan’s broader ideal of continuous self-improvement; each interaction becomes a chance to grow, strengthen communication, and succeed in one of the world’s most nuanced professional environments.

----

🗣️ If you want to intern in Japan but feel a bit intimidated by the idea of using polite speech, don’t let that hold you back! At Zentern, we not only guarantee your internship placement but also offer Japanese lessons, cultural guidance, and orientation to help you feel more prepared. So don’t wait, apply now or reach out to us and start your next adventure in Japan!