# ![](media/image1.jpeg){width="0.7395833333333334in" height="0.78125in"} Doing Business in Japan: A Country Commercial Guide for U.S. Companies

# Chapter 8: Business Travel

# INTERNATIONAL COPYRIGHT, U.S. & FOREIGN COMMERCIAL SERVICE AND U.S. DEPARTMENT OF STATE, 2007. ALL RIGHTS RESERVED OUTSIDE OF THE UNITED STATES.

-   [Business Customs](#business-customs-return-to-top)

-   [Travel Advisory](#travel-advisory-return-to-top)

-   [Visa Requirements](#visa-requirements-return-to-top)

-   [Telecommunications](#telecommunications-return-to-top)

-   [Transportation](#transportation-return-to-top)

-   [Japanese Customs, Etiquette, and
    Culture](#japanese-customs-etiquette-and-culture-return-to-top)

-   [Language](#language-return-to-top)

-   [Health](#health-return-to-top)

-   [Local Time, Business Hours, and
    Holidays](#local-time-business-hours-and-holidays-return-to-top)

-   [Business Infrastructure](#business-infrastructure-return-to-top)

-   [Temporary Entry of Materials and Personal
    Belongings](#temporary-entry-of-materials-and-personal-belongings-return-to-top)

-   [Web Resources](#web-resources-return-to-top)

## Business Customs [**Return to top**](#ch8)

An understanding of Japanese business and social practices is useful in
establishing and maintaining successful business relationships in Japan.
Indifference to local business practices may indicate a lack of
commitment on the part of the exporter, and may lead to
misunderstandings and bad feelings, which could result in the loss of
business opportunities. One should not assume that because meetings and
correspondence are carried out in English that Western social and
business norms apply.

Japanese society is complex, structured, hierarchical and group-oriented
with strong emphasis on maintaining harmony and avoiding direct
confrontation. Japanese religious practice tends to be socially oriented
and selective rather than a matter of deep personal commitment; ethics
tend to be situational. In building relationships (which often precede a
first-time sale or an agreement) one should emphasize trust, confidence,
loyalty and commitment for the long term.

Group decision-making is important in Japan and has been generally
described as a bottom up exercise rather than top down. Family
businesses founded since WWII and smaller second-tier firms are
exceptions to this rule. However, even in the large family firms, where
decisions are made at the top, the process is usually managed so that
company members have a sense of participation. This type of group
decision‑making tends to be slower. Recognizing that it takes a longer
time to cultivate business relationships in Japan than in the United
States, American business executives should not expect to make a deal in
just a few days. Consistent follow-up is vital. Likewise, American
business people should recognize the importance of working with the
staff level of their Japanese counterparts and not exclusively with the
executive level.

Gift giving is expected on many business occasions in Japan. Regional
U.S. gifts or company-logo gifts are appropriate. Quality is important,
but the gift does not have to be expensive. The packaging of the gift is
as important as the gift itself and should be done professionally. In
Japan, sets of four are considered unlucky (the number four is
pronounced the same as the word for death). Gifts that can be shared
among a group are appropriate.

Business travelers to Japan should make sure to bring a large supply of
business cards (with their title) when they come to Japan; printing
bilingual cards is a nice touch. Business cards are exchanged to
formalize the introduction process and establish the status of the
parties relative to each other. Japanese bow when greeting each other
but will expect to shake hands with foreign executives. A slight bow in
acknowledgment of a Japanese bow is appreciated. Japanese executives
deal on a last name basis in business relationships, and initial
business and social contacts are characterized by politeness and
formality.

Business travelers visiting a Japanese firm for the first time should be
accompanied by an interpreter. Many Japanese executives and
decision-makers do not speak English, although many of them can greet
visitors in English and read English product literature relevant to
their business or industry expertise. Generally speaking, Japanese are
weaker at hearing and speaking English, and more adept at reading and
writing. Thus the Japanese side in a business meeting generally expects
a visitor to bring an interpreter if they are serious about doing
business. Although the cost for hiring an interpreter is high (\$400 to
\$900 per day depending on class), bringing along an interpreter shows
that a visiting firm is serious about seeking to market their
products/services in Japan.

The first visit to a Japanese firm generally serves as a courtesy call
to introduce American executives and their company, and also allows the
U.S. side to begin to evaluate a target company and its executives as
potential business partners. A request to meet only with English
speaking staff can mean missing the opportunity to become acquainted
with higher-ranking executives.

A written contract, even if less detailed than a contract between two
U.S. companies, is essential to meet legal, tax, customs and accounting
requirements. Contractual commitments are perceived as representing
long-term relationships so the terms and conditions, for example whether
to grant exclusive rights, should be considered carefully.

U.S. business travelers to Japan seeking appointments with U.S. Embassy
Tokyo officials should contact the Commercial Section in advance. The
Commercial Section can be reached by fax at 81/3/3589-4235 or by e-mail
<tokyo.office.box@mail.doc.gov>.

## Travel Advisory [**Return to top**](#ch8)

There are no State Department travel advisories for Japan. Japan is
noted for its low crime and safe streets.

Crimes against U.S. citizens in Japan are rare and usually only involve
personal disputes, theft or vandalism. Crime is at levels well below the
U.S. national average. Violent crime is rare, but does exist. Incidents
of pick-pocketing of foreigners in crowded shopping areas, on trains and
at airports have been a sporadic concern. Some Americans believe that
Japanese police procedures appear to be less sensitive and responsive to
a victim\'s concerns than would be the case in the United States,
particularly in cases involving domestic violence and sexual assault.
Few victim's assistance resources or battered women's shelters exist in
major urban areas, and are generally unavailable in rural areas.
Investigations of sexual assault crimes are often conducted without
women police officers present and typically involve inquiries into the
victim's sexual history and previous relationships. Quality of
translations can vary significantly, and has proven unsettling to some
American victims.

For additional information, please refer to the State Department's
"Consular Information Sheet" for Japan at
[travel.state.gov/travel/cis_pa_tw/cis/cis_1148.html](http://travel.state.gov/travel/cis_pa_tw/cis/cis_1148.html).

## Visa Requirements [**Return to top**](#ch8)

A valid U.S. passport is necessary to enter and travel in Japan, and by
Japanese law, non-residents are required to carry their passports at all
times. A visa is not required for short-term business visits (up to 90
days). It is not required to have a round-trip ticket, although it is
recommended. A work or investor visa may take up to two months to
obtain. Immunization and health certificates are not required.
Foreigners remaining in Japan longer than 90 days must obtain an Alien
Registration Card, available free of charge from the municipal office of
the city or ward of residence in Japan.

Upon arrival, going through both immigration and customs checks are
essentially a formality for U.S. business travelers as long as passport
and air ticket are in order. Passengers should exchange some U.S.
dollars for yen before leaving the airport.

U.S. Companies that require travel of foreign businesspersons to the
United States should allow sufficient time for visa issuance if
required. Visa applicants should go to the following links:

State Department Visa Website:
[travel.state.gov/visa/index.html](http://travel.state.gov/visa/index.html)

United States Visas.gov:
[www.unitedstatesvisas.gov/](http://www.unitedstatesvisas.gov/)

The web address for the Consular Section of the U.S. Embassy in Tokyo
is:

[tokyo.usembassy.gov/e/tvisa-main.html](http://tokyo.usembassy.gov/e/tvisa-main.html)

## Telecommunications [**Return to top**](#ch8)

Japan boasts one of the world's most advanced, state-of-the-art
telecommunications systems. Almost all Japanese own a cell phone and use
them constantly for text messaging, e-mail, and downloading information
from the Internet in addition to making phone calls. Cable Internet
services and dedicated Internet T-1 lines are not quite as common as
they are in the United States, however. Public phones, most often
card-operated, are available everywhere. To call the United States and
Canada from Japan, dial 0101 before the ten-digit U.S. telephone number.

## Transportation [**Return to top**](#ch8)

Japan has excellent, modern highways and roads linking all parts of
country. Traffic conditions are often very congested, however. Most
major intercity highways operate on a toll basis, and tolls are very
expensive, making passenger railroad service very competitive,
especially for the foreign visitor. Japan boasts the world's densest and
most modern passenger railroad system, with fast, frequent services to
all parts of the country. Japan's famous *shinkansen* high-speed rails
lines link Tokyo with Japan's major business centers at speeds of up to
185 mph. All of Japan's large cities have highly developed subway and
commuter train service. Taxi service is available everywhere.

Foreign visitors should not entertain the notion of renting a car in
Japan unless they have excellent Japanese-language skills, as streets
typically have no name and many road signs are written in Japanese only.
Combined with very high car rental fees and highway tolls, these
conditions make it far cheaper and more convenient for the majority of
visitors from overseas to use taxis and trains.

## Japanese Customs, Etiquette, and Culture [**Return to top**](#_Chapter_8:_)

The web sites listed below are recommended reading for business visitors
to Japan, especially first-time business visitors. They present an
overview of Japanese culture, customs, and etiquette. Japanese culture
is very different from the American. All aspects of Japanese life,
especially business relations, are governed by strict rules of
etiquette. A foreign business person who is either ignorant of, or
insensitive to, Japanese customs and etiquette needlessly jeopardizes
his company\'s prospects in this country. An elementary knowledge of the
language is also useful, although not required. We hope that CS clients
will find the contents of these web sites useful as they prepare for a
business trip to Japan or get ready to deal with visiting Japanese
business people in the United States.

**japan-guide.com** a very good basic guide to Japanese culture

Japanese culture [www.japan-guide.com/](http://www.japan-guide.com/)

Japanese etiquette
[www.japan-guide.com/e/e622.html](http://www.japan-guide.com/e/e622.html)

Japanese customs
[www.japan-guide.com/e/e638.html](http://www.japan-guide.com/e/e638.html)

**Japan Web Guide FAQ**

\"Japanese Culture: A Primer for Newcomers\"

[www.thejapanfaq.com/FAQ-Primer.html](http://www.thejapanfaq.com/FAQ-Primer.html)

\"Japanese Manners & Etiquette\"

[www.thejapanfaq.com/FAQ-Manners.html](http://www.thejapanfaq.com/FAQ-Manners.html)

**Planet Tokyo** [www.planettokyo.com/](http://www.planettokyo.com/)

Excellent general-purpose web site hespecially helpful for first-time
travelers to Japan, with features on "Arriving" (planes, trains, buses ,
and taxis), "Culture Notes," "Travel Basics," "Language & Culture,"
"Getting Around," and "Travel Planning Links."

## Language [**Return to top**](#ch8)

The national language of Japan is Japanese (*nihongo*) and is spoken and
understood all over the country. English is a required subject in
Japanese high schools, and it is by far the most widely known foreign
language in Japan. International business correspondence and
negotiations in Japan are almost always conducted in English. This being
said, however, most Japanese, including business executives, have only a
very imperfect understanding and command of English, although there are
of course exceptions. Japanese business executives often read English
much better than they can speak it or understand it when spoken. It is
advisable, therefore, to be accompanied by a competent professional
interpreter to all business meetings, especially an initial contact
where you might be unsure of your counterparts' mastery of English.

Overseas visitors interested in the Japanese language can visit the
following web sites:

\"Some Notes on Japanese Grammar\"
[www.csse.monash.edu.au/\~jwb/jgrammar.html](http://www.csse.monash.edu.au/~jwb/jgrammar.html)

\"Japanese for the Western Brain\"
[kimallen.sheepdogdesign.net/Japanese/index.html](http://kimallen.sheepdogdesign.net/Japanese/index.html)

Jim Breen\'s Japanese Page

[www.csse.monash.edu.au/\~jwb/japanese.html](http://www.csse.monash.edu.au/~jwb/japanese.html)

## Health [**Return to top**](#ch8)

While medical care in Japan is good, English-speaking physicians and
medical facilities that cater to Americans\' expectations are expensive
and not very widespread. Japan has a national health insurance system,
which is only available to foreigners with long-term visas for Japan.
National health insurance does not pay for medical evacuation or medical
care outside of Japan. Medical caregivers in Japan require payment in
full at the time of treatment or concrete proof of ability to pay before
treating a foreigner who is not a member of the national health
insurance plan.

For additional information, please refer to the State Department's
"Consular Information Sheet" for Japan at
[travel.state.gov/travel/cis_pa_tw/cis/cis_1148.html](http://travel.state.gov/travel/cis_pa_tw/cis/cis_1148.html).

## Local Time, Business Hours, and Holidays [**Return to top**](#ch8)

#### Local Time

Japan is 14 hours ahead of U.S. Eastern Standard Time (EST) and 13 hours
ahead of Eastern Daylight Time (EDT) from April to October.
Consequently, 8:00 a.m. EST in New York City corresponds to 10:00 p.m.
the same day in Tokyo. 8:00 p.m. EST in New York City corresponds to
10:00 a.m. *the next day* in Tokyo.

#### Business Hours

The typical Japanese workweek is Monday through Friday, 9:00 a.m. to
5:00 p.m., although many Japanese office workers put in long hours of
overtime. Flex work hours have become popular at large companies.

**Holidays**

When a national holiday falls on a Sunday, the following Monday is a
compensatory day. In addition, many Japanese companies and government
offices traditionally close during the New Year\'s holiday season
(December 28-January 3), \"Golden Week\" (April 29-May 5) and the
traditional "O-Bon" Festival (usually August 12-15).

**National Holidays in 2007**

In 2007, Japan will observe the following official holidays:

New Year\'s Day January 1 (Monday)

Adult\'s Day January 8 (Monday)

National Foundation Day February 11 (Sunday, to be observed on Monday,
Feb. 12)

Vernal Equinox Day March 21 (Wednesday)

Showa Day April 29 (Sunday, to be observed on Monday, April 30)

Constitution Memorial Day May 3 (Thursday)

Greenery Day May 4 (Friday)

Children\'s Day May 5 (Saturday)

Marine Day July 16 (Monday)

Respect for the Aged Day September 17 (Monday)

Autumnal Equinox Day September 23 (Sunday, to be observed Monday, Sep.
24)

Health & Sports Day October 8 (Monday)

National Culture Day November 3 (Saturday)

Labor Thanksgiving Day November 23 (Friday)

Emperor\'s Birthday December 23 (Sunday, to be observed Monday, Dec. 24)

## Business Infrastructure [**Return to top**](#ch8)

Japan\'s business infrastructure is on a par with that of the United
States. All business traveler services are available. For additional
information on traveling to Japan, contact the Japan National Tourist
Organization (JNTO) in New York at: phone 212-757-5640, fax
212-307-6754, or visit JNTO's website at
[www.jnto.go.jp/](http://www.jnto.go.jp/).

## Temporary Entry of Materials and Personal Belongings [**Return to top**](#ch8)

There is no restriction for temporary entry of laptop computers and
software for personal use. Regarding materials for exhibits, Japan is a
member of the International Convention to Facilitate the Importation of
Commercial Samples and Advertising Materials under the ATA *carnet*
System ([www.atacarnet.com/](http://www.atacarnet.com/)). Use of a
*carnet* allows goods such as commercial and exhibition samples,
professional equipment, musical instruments and television cameras to be
carried or sent temporarily into a foreign country without paying duties
or posting bonds. These goods cannot be sold. A *carnet* should be
arranged for in advance by contacting a local office of the United
States Council for International Business or its helpline at
800-ATA-2900.

## Web Resources [**Return to top**](#ch8)

Doing business in Japan:

U.S. Commercial Service Japan

[www.buyusa.gov/japan/en/doing.html](http://www.buyusa.gov/japan/en/doing.html)

> Venture Japan: Doing Business in Japan
>
> How to Succeed in the Japanese Market

[www.venturejapan.com/index.htm](http://www.venturejapan.com/index.htm)

Consular information & official travel advisories for Japan:

U.S. Department of State

[travel.state.gov/travel/cis_pa_tw/cis/cis_1148.html](http://travel.state.gov/travel/cis_pa_tw/cis/cis_1148.html)

U.S. visas:

U.S. Department of State

[travel.state.gov/visa/index.html](http://travel.state.gov/visa/index.html)

[www.unitedstatesvisas.gov/](http://www.unitedstatesvisas.gov/)

U.S. Embassy in Tokyo Consular Section

[tokyo.usembassy.gov/e/tvisa-main.html](http://tokyo.usembassy.gov/e/tvisa-main.html)

Japanese customs, etiquette, and culture:

[www.japan-guide.com/](http://www.japan-guide.com/)

[www.thejapanfaq.com/](http://www.thejapanfaq.com/)

[www.planettokyo.com/](http://www.planettokyo.com/)

Japanese language:

\"Some Notes on Japanese Grammar\"

[www.csse.monash.edu.au/\~jwb/jgrammar.html](http://www.csse.monash.edu.au/~jwb/jgrammar.html)

> \"Japanese for the Western Brain\"
> [kimallen.sheepdogdesign.net/Japanese/index.html](http://kimallen.sheepdogdesign.net/Japanese/index.html)

Jim Breen\'s Japanese Page

[www.csse.monash.edu.au/\~jwb/japanese.html](http://www.csse.monash.edu.au/~jwb/japanese.html)

Business infrastructure:

Japan National Tourist Organization (JNTO)

[www.jnto.go.jp/](http://www.jnto.go.jp/)

Health:

U.S. Department of State

Consular Information Sheet for Japan

[travel.state.gov/travel/cis_pa_tw/cis/cis_1148.html](http://travel.state.gov/travel/cis_pa_tw/cis/cis_1148.html)

Temporary entry of materials under the *carnet* system:

[www.atacarnet.com/](http://www.atacarnet.com/)

[Return to table of
contents](#doing-business-in-japan-a-country-commercial-guide-for-u.s.-companies)

U.S. exporters seeking general export information/assistance or
country-specific commercial information should consult with their
nearest **Export Assistance Center** or the **U.S. Department of
Commerce\'s Trade Information Center** at **(800) USA-TRADE**, or go to
the following website: [http://www.export.gov]().

To the best of our knowledge, the information contained in this report
is accurate as of the date published. However, **The Department of
Commerce** does not take responsibility for actions readers may take
based on the information contained herein. Readers should always conduct
their own due diligence before entering into business ventures or other
commercial arrangements. **The Department of Commerce** can assist
companies in these endeavors.

U.S. exporters seeking general export information/assistance or
country-specific commercial information should consult with their
nearest **Export Assistance Center** or the **U.S. Department of
Commerce\'s Trade Information Center** at **(800) USA-TRADE**, or go to
the following website: [http://www.export.gov]().

To the best of our knowledge, the information contained in this report
is accurate as of the date published. However, **The Department of
Commerce** does not take responsibility for actions readers may take
based on the information contained herein. Readers should always conduct
their own due diligence before entering into business ventures or other
commercial arrangements. **The Department of Commerce** can assist
companies in these endeavors.