Episode #87: Formality In Doing Business In Japan

In Japan, deals stall, relationships cool, and credibility slips when formality is misread as optional. If you lead teams or clients across cultures, the real question is: are your behaviors being perceived as polite in a Japanese context? Understanding how formality works in Japan isn’t about acting “Japanese.” It’s about communicating respect in a way Japanese partners instantly recognize.

In Japan, formality and politeness are almost inseparable. What feels “normal” in countries like the U.S., Australia, or Canada can be interpreted in Japan as casual to the point of disrespect. The Japanese standard of respectful behavior is rooted in history, hierarchy, and social harmony.

Formality is not a performance. It’s a social language that signals:

• I recognize your role and status.

• I’m taking this meeting seriously.

• I respect the relationship we’re building.

Mini-summary: In Japan, higher formality = higher perceived politeness. If you lower formality too early, you may unintentionally lower trust.

What does “high formality” look like in real Japanese settings?

Japanese formality can feel astonishing, even for seasoned international professionals.

One extreme example is meeting the Emperor. There is strict protocol for how to walk, sit, speak, and even pause. Every movement communicates respect.

Another surprising example: a formal meeting with fishmongers in Osaka. Despite being in seafood trade, the hosts assembled their full senior leadership and conducted the meeting like a ceremony. The formality wasn’t about the industry — it was about honoring the visitor’s rank.

This shows a key rule in Japan:
formality rises with the perceived importance of the guest and relationship.

Mini-summary: Japanese teams often elevate formality dramatically to honor a visitor’s status — even in industries foreigners may assume are casual.

Even posture can shape interpretation.

Imagine a formal Osaka meeting:

• The Vice-Governor sits upright with space between his back and the chair — Roman-patrician level formality.

• The visiting VIP lounges back, legs stretched out, relaxed like he’s watching sports.

To many Japanese, this contrast reads as:
“The guest does not respect the host.”

Japan uses body language as part of 礼儀 (reigi — “etiquette / respectful conduct”) and 敬意 (keii — “respect / regard”). Relaxed posture can be seen as inattentive or arrogant in a formal business room.

Mini-summary: In Japan, posture and movement are part of the politeness system. Casual body language can undermine authority and trust.

Why are Japanese meeting rooms so formal — and why does that matter?

Formal meeting rooms in Japan are designed to show respect. Large heavy chairs, wide distance between sides, and fixed seating arrangements create a serious atmosphere.

But that setting makes rapport harder to build. If you need to demonstrate something or collaborate closely, you may need to move your chair forward. As a foreigner, you can do this — but only after acknowledging the protocol shift with a brief apology.

Japanese visitors usually won’t change the layout themselves. That’s why international leaders sometimes have an advantage: you can adapt the room without violating the relationship, as long as you do it respectfully.

Mini-summary: The room’s formality reflects respect. Foreigners can adjust it to build rapport — but must do so carefully and politely.

Formality isn’t only for guests. When receiving visitors, your exit and follow-through communicate rank and respect.

In Japan, walking someone to the elevator is a strong signal of courtesy. If you stop at the door, that also signals something: a lower level of formal respect.

This is part of おもてなし (omotenashi — “thoughtful hospitality”), a cultural expectation of anticipating needs and honoring relationships through behavior.

Mini-summary: Hosting etiquette in Japan is a visible respect signal. How far you escort a guest communicates their importance.

What role does “thoughtfulness” play in Japanese business?

Japan’s politeness system includes deep thoughtfulness. People often create opportunities quietly, without spotlighting themselves.

Example: inviting someone to a wedding not for status, but to help reconnect neighbors — a subtle, human act of relationship-building.

In business, the same applies:

• anticipating client needs

• preparing carefully

• showing consideration beyond the agenda

Thoughtfulness is credibility.

Mini-summary: Japanese partners value thoughtful actions as much as formal manners. Anticipation and care build long-term loyalty.

When is informality acceptable in Japan?

Japan separates environments:

• Work = formal

• After work drinking = informal

At a 飲み会 (nomikai — “after-work drinking gathering”), communication becomes relaxed and candid. But Japan usually does not mix that informality back into the office.

Foreign professionals sometimes make the mistake of blending the two: being informal in meetings because the night before felt friendly. In Japan, that can be jarring.

Mini-summary: Informality is welcome in the right context (like nomikai), but bringing it into formal meetings can harm respect.

You will never be Japanese — and you don’t need to be. What matters is being viewed as polite within Japanese cultural expectations.

If you approach meetings with:

• higher formality than your home country

• respectful posture and movement

• awareness of rank and protocol

• visible thoughtfulness

…you’ll be seen as credible, considerate, and easy to work with.

Mini-summary: Success in Japan isn’t about imitation. It’s about meeting Japanese expectations of politeness through appropriate formality.

• In Japan, formality is a core expression of politeness.

• Small behaviors (posture, seating, escorting) carry big meaning.

• Foreigners can adjust formality to build rapport — if done respectfully.

• Thoughtfulness and context-appropriate informality strengthen trust.

Founded in the U.S. in 1912, Dale Carnegie Training has supported individuals and companies worldwide for over a century in leadership, sales, presentation, executive coaching, and DEI. Our Tokyo office, established in 1963, has been empowering both Japanese and multinational corporate clients ever since.