Hello! This is Goencha! For all you new employees, you're probably starting to get used to your workplace and having more opportunities to hand out your business cards. Exchanging business cards, which marks the beginning of a business relationship, can be a slightly nerve-wracking situation. However, by preparing in advance and knowing the basic etiquette, you can stay calm and make a good impression on the other person.
This time, we'll cover not only how to properly exchange business cards, but also how to behave in various situations, such as when you're with your boss or when you're interacting online. Exchanging business cards is an important opportunity to show respect to the other person. Please use this as a reference to start building a pleasant relationship.
It's perfect for starting a conversation when meeting someone for the first time, or as a slightly unique alternative to a business card!
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Preparations and mindset to know before exchanging business cards
This section explains the preparations and mindset needed for a smooth business card exchange. Review these points beforehand to make a better first impression.
Understand that a business card is the face of a business person.
A business card is more than just a way to convey your name and contact information. It's an important business tool that represents both you and your company. How you handle your business card can directly reflect the impression you make on others regarding your work ethic and personality. Handing over a dirty or bent business card can give the impression of a lack of respect. Showing respect and handling clean business cards carefully is the first step in building good relationships.
Prepare neat business cards and place them in your business card holder.
Always carry your business cards in a business card holder. Taking them directly from your pocket or wallet is considered bad manners. It's smart to take your business card holder out of your bag before a business meeting or discussion begins and have it ready in an easily accessible place, such as an inner pocket of your suit jacket.
When choosing a business card holder, make sure to select one that is appropriate for business settings. Here are some key points to consider when making your selection.
| project | point |
|---|---|
| material | Genuine leather and stylish metal materials are preferred. High-quality materials convey a sense of reliability. |
| color | Basic colors such as black, navy blue, and brown are generally considered to give a sincere impression. |
| design | Choose a simple design with minimal embellishments. It's best to avoid anything flashy with large logos or other prominent designs. |
| Functionality | A type with dividers is convenient because it allows you to store your own business cards separately from the ones you receive. |
Check the number of business cards you need beforehand.
Make it a habit to check the number of business cards in your card holder before visiting someone or leaving the house. Running out of business cards when you need them most can not only cause you to miss an opportunity to introduce yourself, but also give the impression that you are unprepared. For everyday sales activities, it's a good idea to keep around 20 to 30 cards in your card holder. Even if you know the number of people you will be meeting, it's a good idea to prepare a few extra cards—"the number of people at your destination + a little extra"—in case someone unexpected joins you.
Also recommended as a secondary business card! Tea gifts include “Kyoto Gyokuro’s Goen Tea”.
What is Kyoto Gyokuro’s Goen Tea?
" Kyoto Gyokuro no Goencha " is a tea shop that delivers tea from Kyoto with the concept of "making tea more enjoyable." We strive to make high-quality tea more accessible and familiar to people, tailoring our offerings to meet their needs.
We cherish the idea of "tea that connects people," and we offer a wide variety of products perfect for your daily tea time, as well as gifts for special people and various promotional items. Our products, especially those with original designs and personalized engraving, are highly recommended as gifts !
Why not convey your feelings of "Nice to meet you!" and "I look forward to working with you in the future!" by pouring them into a cup of tea?
Here are some recommended gifts that convey your message!
A special tea packed with heartfelt sentiment. A one-of-a-kind tea with an original design from Gozaisatsucha. Custom order available.
We can also handle large orders of 3000 units or more!
[Basic Guide] How to Give and Receive Business Cards Properly
This section explains the basics of business card exchange: how to give and receive them properly. Since this is an important moment that shapes first impressions, a little thoughtfulness will help you make a good impression.
The proper etiquette for exchanging business cards is for the visitor to offer their card first.
In business negotiations and meetings, it is basic etiquette for the visiting party or the party receiving the order to offer their business card first. If the other party is preparing to offer their business card first, it is more polite to say "Excuse me for going first" or, if the other party is of higher rank, "I apologize for the delay" while handing over your card.
How to exchange business cards in a way that leaves a good impression
When handing over a business card, always stand up and move to face the recipient directly. Being mindful of sincere and polite movements will create a positive impression.
Clearly state your company name and your own name.
When handing over the documents, clearly state your company name, department, and your own name, such as, "I'm △△ from the Sales Department of 〇〇 Corporation." It's important to convey this with a bright expression and voice.
Hand it over with both hands, facing the recipient in a way that is easy for them to read.
Offer your business card with both hands at chest height, facing so the recipient can easily read it. Bowing while handing it over conveys even more respect. Offering your business card at a lower position than the other person's shows humility.
How to politely receive a business card
We also accept business cards from others with respect. There are important points to keep in mind when receiving them.
Receive carefully with both hands
Accept the business card politely with both hands, saying "Thank you very much." When doing so, be sure to hold the edge of the card so that your fingers do not cover the company name, logo, or the person's name. After receiving it, immediately confirm the name by saying "Is this Mr./Ms. [Name]?" This shows that you are interested in the person and prevents you from calling them by their name incorrectly.
How to place a business card you received
When you receive a business card, don't put it away immediately; place it on the table. It's considered good manners to use your own business card holder as a cushion and place the card on top of it. The basic place to put it is to your left. Handle it carefully until the business meeting is over, and put yours away when the other person does.
When exchanging business cards at the same time
It's common to see situations where both parties exchange business cards at the same time. In such cases, remain calm and handle the situation accordingly.
| procedure | action |
|---|---|
| 1 | You offer your business card with your right hand and simultaneously receive the other person's business card with your left hand. |
| 2 | It is more polite to receive the other person's business card on top of your business card holder. |
| 3 | When someone accepts your business card, place your right hand on their card and hold it with both hands. |
At this time, offering your business card at a lower position than the other person's can show humility.
Business card exchange etiquette by situation
This section explains how to exchange business cards in various situations, which can sometimes be confusing. By behaving appropriately in each situation, you can create a smart and professional impression.
The order of exchanging business cards when accompanied by your boss.
When accompanying your superior to a client, the basic rule for exchanging business cards is to do so in order of seniority. First, wait for your superior and the client's superior to exchange cards. Once your superior has finished, you proceed to exchange cards with the client's superior, then with the client's representative. After you have finished exchanging cards, quietly stand beside your superior.
If there are multiple people
Even when dealing with multiple people, paying attention to the order in which you exchange cards and how you handle the received cards can create a polite impression.
Exchange them in order of rank, starting with the highest-ranking person.
The proper etiquette for exchanging business cards is to do so in order of seniority, starting with the person with the highest position. This applies to both your own company and the other party; the highest-ranking person on each side should exchange cards first. If you are unsure of the other person's position, it's best to start with the person seated in the most senior position or the person who steps forward first to exchange business cards.
How to arrange the business cards you receive
When you receive a business card, don't put it away immediately; instead, arrange it on the table. The basic rule is to arrange them according to the seating arrangement of the other person. This makes it easier to match faces, names, and titles. Placing the business card of the highest-ranking person on top of your own business card holder shows even greater respect. When exchanging business cards with multiple people, the following arrangement is common:
| situation | How to arrange business cards |
|---|---|
| If there is only one opponent | Place your business card holder diagonally to the left of the table, and then place the business card you received on top of it. |
| If there are multiple people | Arrange the business cards on the table according to the seating arrangement of the other person. Place the business card of the person with the highest rank on top of your own business card holder. |
Once the business meeting is over, don't forget to put away your business cards. When putting them away, it's considered polite to put away the cards of those with higher positions last.
Do not exchange business cards across a table.
As a general rule, avoid exchanging business cards across a table. Exchanging cards with an obstacle between you and the other person is considered impolite. If it is difficult to move due to reasons such as a small meeting space, it is important to be considerate and say, "Excuse me for exchanging cards across the table."
How to exchange business cards online
With the rise of remote work, online business card exchanges are also increasing. The main methods include the following:
- This method displays a QR code containing your business card information as the virtual background in web conferencing tools that share QR codes . The other party can then scan the QR code with their smartphone, allowing for smooth information sharing.
- This method involves using an online business card creation service to generate a URL for your business card information and then sending it via chat.
- Another method is to use the online business card exchange function included in business card management tools that utilize business card exchange tools, and send a request to the other party.
Choose the method that best suits the situation and the person you're dealing with.
[When you’re in trouble] Frequently asked questions about exchanging business cards
Here, we'll explain some common questions about exchanging business cards and how to handle them, so you won't panic in a pinch.
What to do if you forget or run out of business cards
Forgetting or running out of business cards is something you'd ideally want to avoid, but if it does happen, it's important to be honest and polite. Staying calm and composed will effectively convey your sincerity.
First, honestly apologize by saying, "I'm very sorry, but unfortunately, I've run out of business cards." Saying "I've run out" is a softer way of putting it than directly saying "I forgot." After that, clearly state your company name, department name, and your name verbally.
If someone gives you their business card, accept it politely with both hands, saying, "Thank you very much." Later, send an email with an apology, or be sure to give them your own business card the next time you meet. If you don't have an appointment to meet them soon, it's also a polite gesture to send a letter of apology by mail.
If you don’t know how to pronounce the other person’s name
It's not uncommon to not be able to read the name on a business card you receive. However, it's more impolite to leave it unreadable, so be sure to confirm it on the spot.
If you check it on the spot
The most polite way to ask is when exchanging business cards. A polite question like, "Excuse me for asking, but how should I pronounce your name?" is perfectly acceptable. Asking for the pronunciation is not rude; in fact, showing an effort to remember their name accurately will leave a good impression.
To check later
If you missed the opportunity to ask at the time, there are several ways to find out.
| How to check | point |
|---|---|
| Check the company's website. | The pronunciation of names may be listed in Roman letters or other formats on pages introducing executives or in press releases. |
| Ask your colleagues or superiors. | If there are any colleagues in the company who have met the same person, let's check with them. |
| Check past emails | Your name may be written in Roman letters in the email signature field. |
Properly addressing someone by their name is the first step in building good business relationships. Make it a habit to ask for clarification without hesitation if you're unsure.
summary
This time, we introduced the basic etiquette of exchanging business cards that you should know. Exchanging business cards is one of the important forms of communication that determines the first impression. Polite behavior that shows consideration for the other person will lead to building good relationships in the future. You may feel a little nervous at first, but knowing the basic flow will allow you to handle it calmly. We hope that you can start your business with confidence and a good feeling.
