To: New World Design Employees, American office

From: Maddy Bloomer

Date: March 21, 2016

Subject: Intercultural Issues

Hello, everyone!

I am writing to you in regards to the miscommunication between our office in America and the satellite
office in Japan. Since our cultures are very different from each other, it is crucial that we understand
how to treat one another and properly show respect.

I know there are a lot of manners to remember, but they are necessary to know, especially if you are
travelling to the satellite office. Here are some communication guidelines.

Email
Unlike many Americans, Japanese people aim to communicate with the long-term goal of establishing
a relationship with an individual or company. In order to show that we understand and appreciate this
concept, it is recommended that you do not get straight to your point with your initial method of
communication.

We must begin showing our respect for them and their culture by talking about something simple like
the weather or a common cultural interest, such as baseball, and sincerely wishing them well. Do some
research on appropriate topics if you feel it necessary.

Always consider your language. While they are fluent in American English, most Japanese natives have
no knowledge of American slang or idioms. A few common business idioms include the following:

On the same page

Through the roof
24/7
Start off on the wrong foot
Think outside the box

Try empathizing with the Japanese and think about whether you would understand the expression if
you were them. It is recommended to avoid idioms entirely.

In-Person
Greeting
Age means seniority in Japan, so be sure to greet the eldest person before you greet the others.

The most common form of greeting in Japan is to bow, so it is only recommended to shake their hand if
they greet you with a welcoming handshake. If they do, be sure to add a slight bow of your head toward
them to show respect.
If they give you a bow instead, be sure to return with a bow as low as the one you received. How low
you bow determines the status of your relationship with one another. As you are bowing, keep your
eyes low and your palms flat to your sides.

Immediately after greeting someone, give them your business card, also known as a meishi
(pronounced MAY-SHEE) in Japanese. This is very important. Always carry business cards with your
information in English on one side and translated in Japanese on the other. Present the cards with their
native language facing up and toward that person.

Interaction
The general norm for greeting someone in Japan is to add -san to the end of their last name.
First names are never used unless people are very good friends.
Never be loud or have a boisterous tone.
Always try to avoid fillers such as uh in your speech because it hurts the overall flow of your
words.
Do not overuse your hands.
Avoid crossing your legssit up straight and be attentive in meetings, such as you would in a job
interview. Being too relaxed can be a sign of disrespect.
Silence is greatly valued. It speaks loudly about wisdom and emotional self-control, so allow
your host to sit in silence.

Appearance
Never wear anything that makes you stand out.
For men, always wear dark conservative attirebusiness suits are most suitable. It is
recommended to avoid a black suit, white shirt, and black tie because this is represented as
funeral attire.
For women, it is advised to wear a long skirt and low-heeled shoes, if not flat. Always avoid
excessive jewelry or makeup to win respect. It is recommended to wear your hair tied back if
long

Etiquette
If you need a non-disclosure agreement signed, send it well in advance of the meeting. It is not
common to make written agreements in Japan.
Arrive 10 minutes early to your meeting. It is recommended to arrive even earlier if you are
meeting with senior executives.
In the meeting room, wait to be seated because there is a custom regarding who sits on each
side of the table.
Along with business cards, gift exchange is an important tradition in Japan, especially at the
first meeting.
o Stay away from flowers and anything in a set of four because it is seen as unlucky; also
avoid the number nine and the color red.
o A pair of items are seen as lucky.
o Top-choice beef, fruit, alcohol, and expensive candies are always good gift choices.
o Always wrap your gifts with a simple color that is neither white nor bright.
 o Do not surprise them with it. Tell them at the beginning that you will present them with
a gift at the end of the meeting.
o Give it to them in both hands with a bow, saying that it is a small thing to compare its
insignificance with the importance of the relationship.
o When given a gift, politely refuse once or twice, and accept it with both hands, saving it
to open later.
When handing a Japanese person anything, make sure you always give it to them with both
hands.
Whenever you are receiving something from another Japanese person, make sure to always
accept it with both hands.
When your Japanese colleague hands you their business card, be sure to read it briefly.
o If you are standing, place it in your business card holder.
o If you are seated when given the business card, be sure to place it on the table for the
duration of your meeting until you stand again, and then place it in your business card
holder.
Never fidget with or write on a business card.
Take lots of notes because it indicates interests.
Never blow your nose in a public place or in a meeting room.
Never pat a Japanese man on the back or shoulder.
Never make derogatory remarks about anyone.
Ask a lot of questions about your customers company and never about their private life.
Never rush anything, as it is seen as disrespectful.

I hope this advice is helpful to you all in order to effectively communicate and show reverence to one
another. Do not hesitate to contact me with any questions or concerns.