In the Japan business scene, it is fundamental to exchange name cards with people one meets for the first time. It is not overstating to say that every important transaction or negotiation starts with one name card. With name cards so important, one can lose a business opportunity if they are not aware of name card handling and exchanging manners. Name cards, which are a valuable business tool to represent oneself and one’s company, can be used effectively if one properly understands them.

One’s own name cards

　□　Corners are bent 　
　□　Cards are stained 　
　□　Cards are kept in a back pocket 　
　□　Cards are in a place from which it is hard to quickly produce them
　□　One is out of cards

Other person’s name cards

　□　Bend
　□　Soil
　□　Drop
　□　Place in a back pocket
　□　Write on the card in front of other person
　
If even one of the above is true, it must be fixed!

■ When one’s own name cards are bent or soiled, it not only demeans oneself and one’s company, it gives the person to whom the card is given a feeling of discomfort, and they could very well feel that you have handled them in a half-hearted way. To bend or soil another person’s name card is unthinkable! Take care to keep name cards in a clean, presentable state.

■ To place one’s valuable name cards against one’s buttocks demeans oneself, and is very rude to the other person. Always avoid placing name cards in back pockets. Obviously, the same goes for the other person’s name card.

■ When exchanging name cards, one cannot expect a business opportunity to go smoothly if their name cards are not ready to be taken out and given. Always keep name cards in a place from which they can be produced, so that a business opportunity can come any time without worries.

■ Similarly to the above, one must be careful to not let their name cards run out, since an opportunity can come along at any time. If one has no name card to give when it’s time to exchange cards, they undoubtedly lose the trust of the other person, so one should always keep track of how many name cards they have left. In the unfortunate event that one does run out of name cards, it is best to apologize and take the other person’s card. After returning to the company, one should send their name card with a note to the other person by mail.

■ As exchanged name cards build up, one might begin to forget the person from which they have received each name card. It is convenient to write dates or information about the other person on name cards, but doing so in front of the person is rude and should be carefully avoided.

■　Order of receiving and giving
(If the other person is above oneself) - Give one’s own card first
(When visiting the other person) - The visitor offers their card first
(When accompanying one’s superior) - Exchange cards after one’s superior
(When there are multiple persons in the other party) - Give cards starting with the highest ranking person, then move down in order

■　When exchanging simultaneously
　・Give one’s card with the right hand, receiving the other’s with the left.
　・Position the card of a lower ranking person’s, or visitor’s card slightly lower
　・Don’t be silent, but say things like “[your name] to moushimasu” and “yoroshiku onegaishimasu” while exchanging.
　・Do not exchange while sitting at a table or in a chair, but be sure to stand and face the other person.

■　After exchange
After exchanging cards and being seated, one should not immediately put away the other person’s card, but instead place it on the desk or table. If one is speaking with one person, they should place the card on top of their own card holder, and if there are more people, it is usual to line up the cards according to the order that the people are sitting, with one’s own card holder in front.

Situations