Japanese manners can be tricky, especially when choosing the right words. This guide covers useful business phrases for making requests, apologizing, and more. These simple expressions will help you communicate smoothly at work. Don’t forget to check out Part 1 too!
Table of Contents
Chikako Higuchi
Expert in Etiquette and Communication;
Former Shiseido Beauty Consultant. At Shiseido, gained deep expertise in hospitality, aesthetics, and understanding customers’ needs. Moved to KidZania Tokyo, a job-experience theme park for children, to share these skills. Earned the Outstanding Supervisor Award for delivering courteous service and led staff etiquette training.
Later, trained over 20,000 people in etiquette across the country. Involved in publishing, writing columns, supervising magazine articles, and appearing in the media.
Chapter 1: Making Requests
In Japanese, when asking someone to do something, you might use “してください” (shite kudasai). However, in Japanese manners, in a business setting, this sounds too direct and is not appropriate. Instead, always phrase your request as a question:
していただけますでしょうか？ / shite itadakemasu deshou ka?
To make it even more polite, add a cushion word before your request. Cushion words help soften the tone and make your request sound more considerate.
Here are some common cushion words:
- 恐れ入りますが (Osore irimasu ga) → Can be used in any situation
- お手数ですが (Otesuu desu ga) → Used when causing inconvenience
- 申し訳ございませんが (Moushiwake gozaimasen ga) → Used when apologizing
Using these polite expressions will help you communicate smoothly in a Japanese business setting!
Example
“Excuse me, could you wait a moment?”
- Japanese: 恐れ入りますが、少々お待ちいただけますでしょうか？
- Romaji: Osore irimasu ga, shou shou omachi itadakemasu ka?
“Sorry to bother you, but could you check again?”
- Japanese: お手数ですが、もう一度確認していただけますか？
- Romaji: Otesuu desu ga, mou ichido kakunin shite itadakemasu ka?
“I’m sorry, but could you make a change?”
- Japanese: 申し訳ございませんが、変更をお願いできますか？
- Romaji: Moushiwake gozaimasen ga, henkou o onegai dekimasu ka?
Chapter 2: Asking Questions
When asking someone a question at work, it’s important to check their availability first.
1. When they are working
“Excuse me, do you have a moment?”
- Japanese: 失礼します。ただいま、お時間よろしいでしょうか？
- Romaji: Shitsurei shimasu. Tadaima, ojikan yoroshii deshou ka?
2. When they are in a conversation
“Sorry to interrupt, but I have a question. Is this a good time?”
- Japanese: お話中、失礼いたします。質問があるのですが、よろしいでしょうか？
- Romaji: Ohanashi-chuu, shitsurei itashimasu. Shitsumon ga aru no desu ga, yoroshii deshou ka?
If someone is already talking to another person, it’s best to wait. However, in urgent situations, you can use this polite phrase to ask your question.
Chapter 3: Expressing Agreement
The way you agree depends on the situation. Here are the correct phrases for business settings.
1. Polite & Professional Phrases
- Japanese: 承知しました / かしこまりました
- Romaji: Shouchi shimashita / Kashikomarimashita
These are the safest and most professional ways to say “understood.”
2. Phrases to Avoid in Business
- Japanese: なるほど / 了解です / わかりました
- Romaji: Naruhodo / Ryoukai desu / Wakarimashita
These are casual expressions and should not be used in formal business situations.
3. More Formal Ways to Agree
- Japanese: 左様でございます
- Romaji: Sayou de gozaimasu
A very polite way to say “That’s right,” suitable for speaking with customers or business partners.
- Japanese: おっしゃるとおりです。
- Romaji: Ossharu toori desu
Used to strongly agree with someone, meaning “I completely agree with you.
Chapter 4: Asking for Confirmation
1. Polite Confirmation Requests
When asking for confirmation, it’s effective to add the “cushion words” mentioned in Chapter 1 to soften your request.
- Japanese: 恐れ入りますが、ご確認いただけますでしょうか
- Romaji: Osore irimasu ga, go kakunin itadakemasu deshou ka
2. Asking for Reconfirmation
For asking for confirmation again, especially to ensure accuracy, you can use the following phrase:
- Japanese: 念のため、ご確認いただけますでしょうか
- Romaji: Nen no tame, go kakunin itadakemasu deshou ka
This means “Just to be sure, could you confirm?” and is used for extra caution.
Chapter 5: Apology
In business, there are specific phrases to use when apologizing for mistakes or inconveniences caused. Here are some examples:
1. Light Apologies
- Japanese: 失礼いたしました。
- Romaji: Shitsurei itashimashita
This phrase is used for minor mistakes, such as typos. It’s a polite way of saying “I apologize” or “Excuse me for the mistake.”
If you want to express more politeness, you can say:
- Japanese: 大変失礼いたしました。
- Romaji: Taihen shitsurei itashimashita
This is a more formal way to apologize for something minor.
2. Formal Apologies
- Japanese: 誠に申し訳ございません。
- Romaji: Makoto ni moushiwake gozaimasen
A common and polite way to apologize in formal situations, especially for more serious mistakes.
3. Deep Apologies
- Japanese: 心より、お詫び申し上げます。
- Romaji: Kokoro yori, owabi moushiagemasu
This is a very formal and sincere apology, often used in written communication like emails, especially when dealing with complaints.
In conclusion, mastering Japanese manners in business is essential for building strong relationships and creating a professional impression. By using the appropriate phrases and understanding the cultural nuances, you can navigate business interactions with confidence and respect. Remember, Japanese manners play a crucial role in effective communication, so continue learning and applying these key expressions to ensure success in your business endeavors. For more insights into Japanese manners, please find article below.
