Their commutes and the thoughts running through their minds in the morning could hardly be more different. A train glides along the coast of Ehime, small islands and bridges fading into the morning mist. Businessman Gavriil Paravalos mentally runs through the final points of a negotiation. Four days of talks lie behind him. In Yokohama, manager Jan Babatz has already answered his emails and is looking forward to a conversation with his senpai 先輩: an older or more experienced colleague who may also take on the role of a mentor. 

Pharmacist Hannah Miyatake stands aboard an Odakyu Line train, seemingly absorbed in her smartphone while quietly taking in every movement around her. Meanwhile, Lawrence Ryan enjoys his 30-minute commute in Tokyo. For the past five years, he has headed sales for Lufthansa Group Airlines in Japan, including SWISS.

Different as their journeys may be, they share one thing: an understanding of Japanese business etiquette. Here, success begins with how you conduct yourself.

Respect starts with body language
In Japan, respect often reveals itself first through body language. While a hug between business associates may be perfectly normal in Europe, the same gesture can quickly feel overly familiar in Japan. After a four-day business meeting, Gavriil Paravalos, a European businessman in the shipping industry, hugs a business partner from Fukuoka. For a moment, his Japanese counterpart freezes. His eyes seem to say, “That’s a little too close.”

Hannah Miyatake, a pharmacist from Tokyo, explains the thinking behind it: The more respect you want to show, the deeper you bow. The length and depth of a bow convey different degrees of sincerity. Respect here is not simply a rehearsed gesture; it is an attitude.

One particularly telling example is the exchange of business cards, or meishi. In Japan, printed, physical business cards remain essential. Jan Babatz, a manager in the beer industry who has lived and worked in Japan for more than two decades, describes the ritual this way: The card is presented and received with both hands, studied attentively, and carefully put away. Sincerity is at the heart of the exchange. You should never pretend to be more than you are. A slight bow often follows. Small gestures, such as bringing a thoughtfully chosen omiyage, or gift, also play an important role. Trust develops slowly; according to Babatz, it can sometimes take as long as two years for a business relationship to take shape. That is why he emphasizes: “Your word is worth its weight in gold. Keep even the smallest promises.”

“You can feel the honor and pride” - an attitude, not a rulebook
Doing business in Japan means entering a system in which hierarchy, harmony, and sensitivity to context are central principles. Gavriil Paravalos describes his first impression this way: “You can feel the honor and pride. It’s as though you’re moving through a movie filled with emperors and kings.” Even without prior knowledge, it quickly becomes clear that respect and restraint matter; visible in body language, seating arrangements, and tone of voice.

Meetings: direct, quiet and punctual
Meetings begin precisely on time. If you arrive at the agreed-upon time, you are already considered late. In Japan, it is customary to arrive at least five minutes early. “Japanese people are always punctual. They respect your time,” says Gavriil Paravalos. Even the most senior person in the room will apologize for the slightest delay. Meetings start promptly, with little or no small talk. The agenda takes center stage, and participants get straight to the point.

Icebreakers, if they happen at all, tend to come at the end—and only once you have proven yourself. Meetings can be demanding and require intense concentration. Jan Babatz explains that this has much to do with the rhythm of communication: People do not interrupt one another, pauses for thought are accepted, and direct confrontation is avoided. His advice: Avoid the word “no” whenever possible and adapt to your surroundings. The loudest person in the room is not necessarily the one who is heard. Standing out too much can create friction. Or, as the Japanese proverb goes: “The nail that sticks out gets hammered down.” Decisions are often shaped well before the meeting itself. Deru kugi wa utareru (出る釘は打たれる).

Communication: the power of words
“Your choice of words reveals your character and personality,” says Hannah Miyatake. Her day-to-day work in the pharmaceutical industry demonstrates just how strongly language reflects consideration for others.

A phone call follows a clear structure: gratitude, introduction, context. A typical opening might be: “Thank you very much for your continued support…” If such elements are missing, people notice immediately. A simple “Ah, yes,” or failing to use someone’s name can quickly come across as halfhearted. At the same time, Miyatake is conscious of her own role in the exchange. “If I let my frustration enter the conversation, communication becomes even more difficult,” she says. So she stays silent. After all, much of communication happens through what remains unsaid. In Japan, there is an expression for this: kūki o yomu (空気を読む) - literally, “reading the air,” or reading the room.

Between the lines: when silence is a sign of respect
Not everything left unsaid is meaningless. “I find it difficult to express my own opinion because I don’t want to hurt anyone,” says Hannah Miyatake. Lawrence Ryan has observed the same phenomenon in his role as a sales executive in the airline industry. “People in Japan are more reserved, not because they don’t have an opinion, but out of respect.” In his meetings, he first encourages discussions in small groups before inviting participants to share their thoughts with the entire room, an approach that has proven effective. Paravalos agrees: “Japanese people are very sensitive, even if they don’t show it openly.” This behavior reflects the Japanese concepts of honne and tatemae - the distinction between a person’s true feelings and the way they present themselves publicly.

Unwritten rules and new generations
Beyond language lies another layer: unspoken expectations. Traditionally, this could mean refilling a superior’s drink, setting out a seat cushion, or anticipating someone’s needs before they were voiced. Such practices are shaped by the senpai–kōhai relationship, the hierarchical dynamic between senior and junior members of a group. Hannah Miyatake, however, sees this culture changing. Younger generations have less exposure to customs such as after-work drinking sessions, a shift that was accelerated by the COVID-19 pandemic.

Work culture: discipline and adaptability
Japanese working life is characterized by intense focus and strict discipline. Even in open-plan offices, there can be an almost tangible sense of quiet. Many employees skip their lunch break, and those who do eat often do so alone. Some simply want a moment of peace; others want to avoid leaving additional work for their colleagues. Zangyō - literally “remaining work” - refers to overtime. In Japan, it is often driven not simply by workload but by social pressure. Vacation planning, too, follows a team’s unwritten rules. Taking two consecutive weeks off, something that may seem perfectly normal in the West, can still be viewed critically. Those unfamiliar with such customs may find it more difficult to be taken seriously. It is not unusual for colleagues leaving work to offer what sounds almost like an apology as  they quietly say, Osaki ni shitsurei shimasu - roughly, “Excuse me for leaving before you.”

Cultural misunderstandings are easy to come by. Ryan, for example, was once advised not to wear a pink dress shirt to work. In practice, however, such rules apply primarily to more traditional companies, where a white shirt and black suit may still be the norm. Dress codes at modern companies are far less rigid, but awareness of unwritten expectations remains ever-present.

Between adaptation and identity
As a foreigner, you may initially benefit from a certain gaijin bonus - a degree of leeway, as you are not expected to know every cultural rule. In the long run, however, integration matters. Small gestures such as saying Otsukare sama deshita - an expression of appreciation for someone’s efforts and hard work - are noticed and valued. Ultimately, the question remains: How far should you adapt, and where should you remain true to yourself and your own culture? Lawrence Ryan stresses the importance of seeing yourself as a privileged guest and behaving with the appropriate respect. His advice is simple: Learn as much of the language as possible, get to know the country and be patient.

Japan nevertheless has a way of leaving subtle traces on the people who spend time there. Its influence can surface in unexpected situations, and for many, a part of the country stays with them long after they leave. Even far from Japan, habits such as an instinctive bow or automatically allowing someone else to go first can appear almost unconsciously.

Success here depends less on assertiveness than on sensitivity. Business etiquette means putting respect, patience, and reliability into practice, all within a culture shaped by a collective mindset. Or, as Paravalos puts it: “The world can learn a lot from Japan.” And sometimes that respect reveals itself in the quietest way: At their next meeting, the same Japanese business partner is the one who initiates the hug, a sign that understanding has grown into trust.