How to Exchange and Manage Business Cards in Japan: A Key to Understanding Japanese Business Culture

Mar 21

By Mike Kim, Founder of Gradient Consulting

In Japan, business cards are more than just contact information—they're a reflection of Japanese business culture and professional hierarchy. If you want a deep dive into etiquette, there are videos and articles that explain the mechanics of the exchange. This article focuses on the context of business meetings in an office setting but it also covers how to manage business cards—before, during, and after meetings—to help you stay organized and build relationships effectively.

This article provides practical tips I wish I had known from a sales perspective when I first started doing business in Japan. If you’re new to the market, no one expects you to get everything perfect—but knowing these points in advance can save you from trial and error.

It’s also worth noting that while Japanese professionals are often familiar with Western culture and may adapt to your style, it's still valuable to follow local business norms. Here’s what you need to know:

1. Bring More Business Cards Than You Think You'll Need

If you're traveling to Japan, print plenty of business cards in advance. Many people underestimate how many they’ll need. Think through your scheduled meetings and bring extras.

If you run out, you can print more at Kinko’s or Accea (Japan’s version of Kinko’s, with locations in major cities). If you have a digital file of your business card or one remaining card on-hand, you can submit it online or bring a USB drive. If the staff doesn’t speak English, use a translation app. Turnaround time can be as quick as a few hours.

2. Prepare Your Business Cards Before Entering the Meeting Room

Have your business cards ready—whether in your pocket or a business card holder. You don’t want to be fumbling when it’s time to exchange.

3. Exchange Business Cards in the Meeting Room, Not the Lobby

In Japan, business cards are typically exchanged after entering the meeting room, not in the lobby or elevator. While lobby exchanges occasionally happen in less formal settings, the standard practice is to wait until you arrive in the meeting room.

4. Start With the Most Senior Person

If you have multiple people on your team, begin with the most senior person. The Japanese side will typically do the same, so watch who makes the first move. After that, the order may not strictly follow seniority, but it generally does.

5. Business Card Exchange and Its Role in Japanese Business Culture

The traditional method involves:

Holding the card with both hands, facing it toward the recipient.
Bowing slightly while exchanging.
Receiving the other person’s card with both hands and taking a moment to read it.

This part takes practice—like patting your head while rubbing your stomach. To add a personal touch, I like to shake hands after exchanging cards to reinforce that I’m American. Again, this article isn’t about covering the mechanics—there are plenty of resources for that.

6. Try to Remember Who Is Who

If you're in a meeting with multiple people, try to remember which card belongs to whom. This makes it easier to use names during the discussion and when following up afterward. I try to keep the cards in order as I receive them. One Japanese salesperson shared their technique: “I usually line up the cards on the table to match the seating arrangement in front of me. This helps me remember who is who.”

7. Treat Business Cards With Care

In Japan, a business card is more than just contact information—it symbolizes the person who gave it to you. Because respect and hierarchy are central to Japanese business culture, how you handle a business card reflects how you regard the individual and their position. Avoid writing on it in front of them, bending it, or casually sliding it into your pocket. Never put it in your back pocket and sit on it.

Instead, place it neatly on the table during the meeting and handle it with care. If you need to put it away, do so carefully—one option is to use a business card holder rather than stuffing it into a wallet or bag. How you treat the card reflects how you treat the person.

8. Arrange Business Cards Neatly on the Table

After sitting down, lay out the business cards in an organized manner. While there’s no strict rule, messily scattering them will be noticed.

You’ll often see Japanese professionals arranging cards neatly, sometimes placing the most senior person’s card on top of their business card holder (higher than the others, symbolizing respect for their position) as a sign of respect (but this isn’t required).

9. Take Notes on Who’s Who

During the meeting, make notes about titles, seniority, and speaking order. This will help when it comes time for follow-ups. Be sure to send a thank-you email, expressing gratitude for their time and outlining the agreed-upon next steps (I send my follow-up email within 24 hours from the meeting).

I’ve noticed that Japanese professionals have an excellent memory when it comes to previous meetings. If you try to hand someone a business card later, they may remind you that you’ve already met, or they’ll simply accept it again without issue.

10. Don't Exchange Business Cards Again If You’ve Already Met

Once you've exchanged business cards, you generally don’t exchange them again in future meetings—unless there’s been a title or department change. If they’ve been promoted, they’ll give you a new card, and you should do the same if your title has changed. That said, I’ve occasionally seen Japanese professionals exchange cards again, even if you've met before, though this is more rare. If unsure whether you’ve met before, politely asking is fine.

11. Digitize Business Cards for Easy Reference

After the meeting, scan the cards into a business card app (I use CamCard, but there are many options). You may also want to note or scan the Japanese side for reference. Be mindful of privacy preferences when saving contact details.

This helps when checking in at office lobbies, where reception often asks for the department in addition to the name. Having a digital record makes things easier.

12. What Should You Do With Physical Business Cards?

Once you've digitized them, store them in a box or another organized system. I once asked a Japanese colleague what to do with physical business cards, and he said, “It's your choice—just ensure it's done respectfully and privately.”

That said, if you decide to discard them after scanning, do it in private—not in front of the person who gave it to you. In Japan, business cards hold a great deal of respect, so treating them with care, even after they’ve been digitized, is important.

13. What to Do If You Forget or Run Out of Business Cards

Forgetting business cards—or unexpectedly running out—happens, especially if you’re new to doing business in Japan. If this happens, here’s how to handle it professionally:

Accept the other person’s card as usual.
Apologize politely and briefly explain—something like, “I ran out of business cards and didn’t realize how many I would need.”
Offer to send your information or a digital business card after the meeting if this is something you plan to do.

It’s not ideal but a simple acknowledgment shows professionalism.

Final Thoughts

If you're new to doing business in Japan, don’t stress—you’re not expected to get everything right. However, understanding Japanese business culture and the etiquette surrounding business cards will go a long way in building credibility and trust.

Mike Kim