Hello! This is Goencha! Exchanging business cards for the first time in a business setting is a crucial moment that shapes first impressions. This time, I've compiled information on how to receive business cards respectfully, behaviors that create a good impression, and how to handle common situations. Knowing basic etiquette will help you greet people calmly even in nerve-wracking situations. Please use this as a reference to help build good relationships in the future.
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Basic etiquette for receiving business cards
Business cards are treated as an important way to represent someone in the business world. First, let's learn the basics of how to receive them and the appropriate etiquette for different situations, showing respect to the other person.
The correct posture and hand movements when receiving a business card
When receiving a business card, the basic rule is to stand up straight, make eye contact with the other person, and respond calmly. At that time, be mindful of smiling and receive the card politely with both hands.
| Key points of operation | Specific procedures and points to note |
|---|---|
| stand up | Always stand up and move to face the other person directly to receive the gift, rather than across the table. |
| Receive with both hands | Receive the business card holder with both hands, placing your thumbs on top of it at chest height. |
| Add a short comment | I will accept it. Thank you very much. I will say this clearly. |
How to receive business cards when exchanging them simultaneously
When exchanging business cards at the same time, you should perform a "simultaneous exchange," where you hand over your card with your right hand and receive the other person's card with your left. Offering your card slightly lower than the other person's shows respect and modesty. Furthermore, holding the received card with both hands carefully, supporting it with your right hand, creates a more composed impression.
Order and etiquette when exchanging business cards with multiple people
When exchanging business cards with multiple people at a meeting or similar event, the general rule is to greet those with higher positions first. Getting the order wrong can be considered rude, so it's best to confirm it beforehand.
| situation | The correct order for replacement |
|---|---|
| In cases where there are multiple people in both our company and other companies. | We will exchange them in order, starting with the highest-ranking person in our company and the highest-ranking person in the other party. |
| In the case of one to many | If you are alone, exchange cards in order of the other person's rank (e.g., president, department head, staff member). |
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Points to make a good impression when receiving a business card
When receiving a business card, small gestures and considerations can create the impression that the other person is polite and someone you can talk to comfortably. To ensure a pleasant exchange between you and the other person, let's go over the basic points.
How to use a business card holder and where to place business cards
The basic rule when receiving business cards is not to put them away immediately, but to place them on top of your business card holder. If there is a table, placing your business card holder slightly to your left and slightly in front of you, and stacking the business cards on top of it, will give a polite impression. Also, if there are multiple people, arranging them on the table makes it easier to confirm names and faces as the conversation progresses. The position and arrangement of the business cards will be more smooth if you adjust them according to the number of people.
| Number of opponents | How to place business cards | point |
|---|---|---|
| For one person | Place it on top of your business card holder. | I use the business card holder as a cushion and carefully place the card on top of it. |
| Multiple cases | Place them directly on the table. | Arrange the cards from left to right, according to the seating arrangement of the other person. Place the business card of the person with the highest rank on top of the business card holder. |
How to find out how to pronounce someone’s name
When you receive a business card, you might find the kanji characters in the name unusual, or you might be unsure how to pronounce it. In such cases, it's important to confirm the pronunciation rather than leaving it as is. When confirming, ask politely with a smile, "Excuse me, but how should I pronounce your name?" This naturally conveys that you are interested in the other person. After being told the pronunciation, repeating it back to them by saying, "So it's Mr./Ms. [Name]. Thank you," will create an even more polite impression.
Examples of how to receive a business card incorrectly
Exchanging business cards is an important interaction that creates a good first impression in the business world. However, seemingly insignificant actions can sometimes unknowingly give the other person a negative impression. Here, we introduce some common mistakes to avoid when exchanging business cards. Knowing these in advance will help you have a calmer and more pleasant exchange of business cards.
Covering the logo or name on the business card with your finger
When receiving a business card, be careful not to cover the company name, the person's name, or the logo with your fingers. Business cards are treated as important representations of the person, so covering the text can sometimes give a rude impression. The basic rule for holding a business card is to gently support the unprinted margins with your fingertips. Pay a little attention to your hand movements to ensure that the other person's information is not obscured.
I immediately put the business card I received into my business card holder.
One thing to avoid is immediately putting a business card into your card holder after receiving it. Putting it away too quickly can give a cold or impersonal impression. The basic rule is to leave the received business card on the table during the meeting or interview. A good time to put it away is when the conversation is over and you are about to leave your seat. If there isn't enough space on the table, it's more polite to say, "I'll put your business card into my card holder so I don't get it dirty," before putting it away.
Other typical NG actions
Besides finger placement and the timing of putting away business cards, there are other business card exchange etiquette mistakes that are easy to make without realizing it. Please check the table below to see if these points apply to your usual behavior.
| NG Actions | The impression and impact you have on others | Points for improvement |
|---|---|---|
| Using a dirty business card holder | Sloppy, looks like they're doing a sloppy job. | Prepare a clean business card holder that is free from scratches and stains. |
| Receive a business card with one hand. | It gives the impression of being arrogant and lacking in politeness. | As a general rule, receive it with both hands, maintaining chest height. |
| Playing with the business card I received | They don't seem to be listening, and they appear restless. | Once you've placed your business card on the table, avoid touching it unnecessarily. |
| Write notes on the business card on the spot | It is as rude as drawing on someone's face. | I write down the other person's characteristics and the date in my notebook after we break up. |
We’ll also introduce some basic points on how to hand it over.
After learning the proper etiquette for receiving business cards, it's also important to know how to give them. Here are some basics to ensure a pleasant and comfortable exchange of greetings, making the other person feel comfortable.
| Basic actions when handing over items | Important points to keep in mind |
|---|---|
| Business card orientation | Prepare the text so that the recipient can easily read it. |
| How to position your hands | Hold it carefully with both hands and offer it to the recipient at chest height. |
| Content of the name given | Clearly state your company name, department name, and your full name. |
Give your business card facing in a way that is easy for the recipient to read.
When handing over a business card, it's important to arrange it so that the recipient can immediately read your name and company name. Align the cards on top of your business card holder so that they are facing the front, not upside down from your perspective, before offering them. Presenting them in an easily readable format is a thoughtful gesture. Be mindful of careful preparation and exchange business cards calmly.
He politely offered his business card with both hands.
Business cards are an important tool for introducing yourself to others. Therefore, it is considered proper etiquette to hold and present them carefully with both hands. Hold the business card gently, supporting the corners with your thumb and index finger, and naturally offer it to the recipient at chest height. It is also important to be mindful not to cover the company name, your name, or logo with your fingers. Furthermore, making eye contact and presenting the card with a calm expression will create a more polite and reassuring impression.
Hand it over while stating the company name and your own name.
When handing over a business card, it's important not only to simply present it, but also to clearly state your affiliation and name. Greeting the person with a clear, easy-to-understand voice, such as "My name is [Your Name] from [Company Name]," creates a calm and composed impression. Furthermore, coordinating the timing of stating your name and presenting your card naturally will make the interaction smoother. Let's ensure that your first encounter is a positive experience by conveying your message carefully.
We answer frequently asked questions about how to receive business cards.
Even if you know the basic procedure for exchanging business cards, you may encounter situations where you're unsure what to do. Here, we'll introduce some key points for calmly handling two common scenarios.
If you are a student and do not have a business card
If you are a student currently job hunting or do not yet have your own business cards, simply accepting the other person's business card politely is perfectly fine. There is no need to prepare handwritten cards or anything like that, so just stay calm. For more information on how to respond if you don't have a business card and what to do after receiving one, please refer to the following.
| scene | Specific countermeasures |
|---|---|
| When someone hands you their business card | "Unfortunately, I don't have a business card with me, so I'll gladly accept this," I added, and politely took it with both hands. |
| After receiving | Carefully confirm the other person's company name and name with your eyes, and then greet them by saying, "You must be Mr./Ms. [Name], thank you." |
| During interviews and meetings | When you receive a business card, place it on the left side of the table (from your perspective), or if you don't have a business card holder, place it neatly directly on the table. |
Even if you don't have a business card, there's no need to panic. A polite bow and making eye contact while expressing your gratitude will create a sincere impression.
What to do if you miss the opportunity to receive a business card
Sometimes, meetings start unexpectedly, or you might miss your chance to introduce yourself in a large meeting. In such cases, don't force your way into the conversation; instead, stay calm and wait for the next appropriate opportunity to speak.
Immediately after a meeting or discussion has ended
Try politely asking, "Excuse me, but could I have your business card for future reference?" This makes it easier to naturally ask to exchange business cards.
When contacting you later by email or phone
If you were unable to receive a business card in person, you can send an email later with a brief message such as, "Thank you for your valuable time the other day. If you don't mind, I'll include my contact information in my email signature for future communication." This makes it easier for the other person to share their contact information and affiliation with you through replies or email signatures.
summary
Receiving a business card is an important first step in conveying respect and consideration to the other person. Knowing basic etiquette makes it easier to start a pleasant exchange. Even being slightly mindful of your actions can greatly change the impression you give to the other person. Let's aim for polite responses and lead to comfortable communication. If you're unsure about business card exchange etiquette, please refer to this guide.
