Business Japanese: Essential Phrases for the Work Place

Learning business Japanese is not just about knowing words—it is about understanding how language connects with workplace values. Japanese business phrases reflect deep cultural principles like respect, teamwork, and harmony. When you use these phrases correctly, you show cultural awareness and build trust with colleagues and clients.

Business Japanese

Understanding business Japanese requires knowledge of both language and cultural context. The phrases you use at work are shaped by Japanese values that emphasize group harmony, respect for hierarchy, and careful communication.

Work Culture

Japanese work culture centers on three main principles: hierarchy, teamwork, and harmony. Companies organize themselves with clear ranks based on position and years of service. This system, called nenkojoretsu, means age and experience carry significant weight. The senpai-kohai relationship guides workplace interactions, where senior employees provide guidance and junior staff learn through observation.

Group harmony, or wa, takes priority over individual achievement. The concept of horenso—”report, inform, consult”—ensures everyone stays connected. Nemawashi involves informal discussions with stakeholders before formal meetings, ensuring consensus before implementation.

How Culture is Reflected in Business Language

Keigo, or honorific language, is the cornerstone of business communication. This formal speech system has three levels: teineigo (polite forms using desu/masu), sonkeigo (respectful language that elevates others), and kenjougo (humble language that lowers yourself). When speaking to superiors or clients, you use respectful forms for their actions and humble forms for your own.

Phrases prioritize the group over the individual. Expressions like otsukaresama desu (thank you for your hard work) acknowledge collective effort. Osaki ni shitsurei shimasu (excuse me for leaving first) recognizes that others continue working. Indirect communication patterns help avoid confrontation—instead of saying “no” directly, people might say chotto muzukashii desu (it’s a bit difficult). The phrase yoroshiku onegaishimasu builds rapport without making specific demands.

Hierarchy and Language

Same Idea, Different Words

Japanese uses completely different vocabulary depending on the relationship between speakers. When your boss came to a meeting, you say buchō ga irasshaimashita. When you went, you say watashi ga mairimashita. These are entirely different words, not just conjugations.

Nouns also change to show respect. “Company” becomes heisha (our company) when referring to your own workplace, but onsha (your company) in speech and kisha in writing when referring to another organization. Using casual language with superiors shows disrespect. Using humble forms to describe your boss’s actions reverses the hierarchy. Using respectful language to describe your own actions makes you appear arrogant.

Titles and Name Honorifics

The suffix -san serves as the standard respectful form for colleagues. Never use -san with your own name. The suffix -sama indicates higher respect for customers, clients, and distinguished guests. Position titles often replace name suffixes—employees address superiors by their roles: buchō, kachō, shachō (company president). Avoid combining internal titles with “-sama,” which can sound like a double honorific.

Apologies and Gratitude

Sumimasen serves as the all-purpose apology for minor situations. For more serious situations, use moushiwake gozaimasen. In the most serious situations, add taihen (very/extremely). Japanese culture expects acknowledgment of any inconvenience you cause—apologize more frequently than you might in Western cultures.

Arigatou gozaimasu works for most workplace thanks. When someone helps you, say tetsudatte itadaki, arigatou gozaimasu. When thanking clients or superiors, increase formality: osewa ni nari, arigatou gozaimasu. When someone thanks you, respond with iie (not at all) or tondemo nai desu (don’t mention it). When someone apologizes, respond with daijoubu desu (it’s okay).

Greetings and Salutations

Coming to the Office

Say ohayou gozaimasu to everyone upon arrival. This remains the standard greeting regardless of what time you actually arrive at work. The polite gozaimasu ending is mandatory in professional settings. This morning greeting ritual, called aisatsu, forms the foundation of workplace harmony. Failing to greet colleagues damages relationships and suggests you don’t respect the group.

Stepping Out

Use ittekimasu or itte mairimasu for temporary departures. You might specify your destination: ginkou ni itte mairimasu (I’m going to the bank). Colleagues respond with itterasshai. Upon returning, say tadaima modorimashita. Colleagues respond with okaerinasai (welcome back).

Going Home

Say osaki ni shitsurei shimasu when leaving before others. This phrase acknowledges the awkwardness of going home while colleagues continue working. Even if you’re leaving at the official quitting time, use this phrase if anyone remains. Remaining colleagues respond with otsukaresama deshita. The person leaving then responds with another otsukaresama deshita, creating a reciprocal exchange.

Favors and Asking for Help

Asking for Confirmation

Use go kakunin kudasai for basic confirmation requests. For more polite requests to superiors or clients, use go kakunin itadakemasu deshou ka. Add cushion words before confirmation requests: osore irimasu ga (I’m sorry to trouble you, but). When you want to ensure accuracy, say nen no tame, go kakunin itadakemasu deshou ka (just to be sure, could you confirm).

Asking for Approval

Request approval using go shounin itadakemasu deshou ka. For less formal situations, use yoroshii deshou ka. Provide context before asking: osore irimasu ga, kono shorui ni go shounin itadakitai no desu ga (excuse me, but I would like to receive approval for these documents). Accept responses gracefully—if approval is delayed, say shouchi itashimashita, go renraku omachi shite orimasu (I understand, I’ll wait for your contact).

Asking for Help

Begin help requests by checking availability: tadaima ojikan yoroshii deshou ka. Use tetsudatte itadakemasu deshou ka for general assistance or oshiete itadakemasu deshou ka (could you teach me) when you need instruction. After someone helps you, immediately say tetsudatte kudasatte arigatou gozaimashita or tasukarimashita.

On the Phone

The Formula

Answer the phone within three rings. Say hai instead of the casual moshi moshi. Follow immediately with your company name and your name: hai, ABC kabushikigaisha no Tanaka de gozaimasu. Use osewa ni natte orimasu after identifying yourself or the caller. End every business call with shitsurei shimasu before hanging up.

Asking for Someone

Use the pattern [name]-sama wa irasshaimasu ka when asking for someone. The -sama suffix shows high respect—never use just -san when asking for someone at another company. If the person is available, they’ll say shoushoudewa omachi kudasai (please wait a moment). If unavailable, accept this politely: sayou desu ka (I see) or kashikomarimashita (I understand).

Taking Messages

Offer to take a message when the requested person is unavailable: dengon o ukagaimashoudewa ka. Confirm all details explicitly. Repeat back the caller’s name, confirm the company name, and verify phone numbers digit by digit. After receiving everything, read it back completely: kurikaeshimasu followed by all the information.

Over Email

General Structure

Start with a clear subject line using simple nouns followed by no ken (regarding) or ni tsuite (about). Address recipients formally with their company name, department, and name followed by -sama. Structure the body with proper line breaks every 15-25 characters. Keep one topic per email when possible. End with your signature block containing your company name, department, full name, phone number, email address, and company address.

Openers

Use osewa ni natte orimasu as the standard business greeting. Introduce yourself immediately after the greeting: [company name] no [your name] to moushimasu. After meeting someone recently, acknowledge this: senjitsu wa oisogashii tokoro, kaigi ni shusseki itadaki arigatou gozaimashita (thank you for attending the meeting despite your busy schedule the other day).

Closers

Use yoroshiku onegaishimasu as the standard closing request. For extra formality, extend it to nanitozo yoroshiku onegaishimasu. When requesting responses, add go-henji o omachi shite orimasu. Before the final closing, add appropriate apology phrases: oisogashii tokoro osoreirimasu ga, yoroshiku onegaishimasu. Formal business emails add a closing salutation like keigu (respectfully).

FAQ

Q. Can I use “moshi moshi” in business phone calls?

A. No, never use “moshi moshi” in business settings. While this phrase is common for casual calls, it sounds too informal for professional contexts. Instead, answer business calls with “hai” followed by your company name and your name.

Q. What’s the difference between “-san” and “-sama”?

A. “-San” is the standard respectful suffix for colleagues and equals. “-Sama” indicates higher respect and should be used for customers, clients, and people from other companies. The key principle: “-san” for internal relationships, “-sama” for external ones.

Q. How do I know when to use humble language versus respectful language?

A. Use humble language (kenjougo) for your own actions and respectful language (sonkeigo) for others’ actions. When talking to a superior, describe what you do with humble verbs (mairu for “go,” moushimasu for “say”) and describe what they do with respectful verbs (irassharu for “go,” ossharu for “say”).

Q. Is it really necessary to apologize so frequently?

A. Yes, frequent apologies are essential in Japanese workplace culture and don’t indicate actual wrongdoing. Phrases like “sumimasen” acknowledge that you’re creating work for others or causing any inconvenience. This shows consideration and maintains harmony.

Q. Why does “yoroshiku onegaishimasu” appear so frequently?

A. “Yoroshiku onegaishimasu” is one of Japanese business language’s most versatile phrases with no direct English translation. It roughly means “please treat this favorably,” “thank you in advance,” or “I’m counting on you,” depending on context. Use it when introducing yourself, ending meetings, closing emails, making requests, or expressing general goodwill.

Conclusion

Mastering business Japanese requires understanding that language and culture are inseparable. The phrases you’ve learned reflect deeper values: hierarchy, harmony, and respect. Success comes not just from memorizing expressions but from grasping why these patterns exist. Start by using core phrases like “osewa ni natte orimasu” and “yoroshiku onegaishimasu” consistently. Practice keigo distinctions gradually. Your effort to speak properly demonstrates respect for Japanese culture and opens doors to stronger professional relationships.