Starting a job in Tokyo can feel like learning a second set of unwritten rules. The good news: most of what surprises newcomers is about courtesy and reading the room, not secret tests you can fail. This is a cultural orientation for people who already work here — what the everyday norms tend to mean and how to navigate them comfortably. It is not job-hunting, visa, or labour-law advice. Take it as a friendly map, then watch how your own team actually behaves; workplaces vary a lot, and a foreign-friendly startup will feel different from a traditional company.
Punctuality and the rhythm of the day
Being on time is a baseline sign of respect, and many people treat "on time" as a few minutes early — arriving five to ten minutes before a meeting starts is common and appreciated. If you are running late, a quick message ahead of time goes a long way. You may also notice colleagues who do not rush to leave the moment the clock hits the end of the day; norms around this are shifting, and you are not obliged to copy habits that do not fit you.
Hierarchy, keigo and group harmony
Japanese workplaces often run on seniority and clear roles, so who speaks, who decides, and even where people sit in a meeting room can follow rank. Polite language — keigo — is the tool for showing that respect: teineigo (general politeness, the desu/masu you already use), sonkeigo (raising the other person), and kenjougo (humbling yourself). You are not expected to master all of it overnight; using polite desu/masu forms and a sincere tone carries you a long way. Underneath it all is a strong value placed on group harmony (wa, 和) — keeping things smooth and avoiding putting others on the spot.
Nemawashi: how decisions really get made
Big meetings in Japan often confirm a decision rather than make one. The real work happens beforehand through nemawashi (literally "digging around the roots") — quietly sounding out the people involved, one by one, so everyone is comfortable before anything is proposed publicly. If a new idea of yours lands flat in a meeting, it may simply be that you skipped this groundwork. A short chat with key colleagues first is often more effective than a bold pitch on the day.
Meishi, the hanko, and after-work nomikai
- Business cards (meishi): exchanging cards is a small ritual. Offer and receive with both hands, take a moment to read the card rather than pocketing it instantly, and during a meeting it is normal to lay cards on the table in the order people are sitting. Treat the card as you would treat the person.
- The personal seal (hanko / inkan): a registered stamp still stands in for a signature on many forms and internal approvals. Many companies are moving to digital approval, but it is wise to ask whether you will need one and which type — and you can have a seal made at stationery and specialty shops.
- After-work drinks (nomikai): these social gatherings are a real part of bonding, with rituals like the opening kanpai and pouring drinks for others before yourself. They can be genuinely fun and a good way to get to know people informally — but attendance is not a duty, and it is fine to leave early or skip when you need to. You do not have to drink alcohol to take part.
Leave and overtime
You may notice that people apply for paid leave modestly or feel hesitant about taking long stretches off, and that some teams still work long hours. Attitudes here are changing, and government and many employers now actively encourage taking leave. As a cultural matter: give notice early, frame requests around the team's schedule, and you will usually be fine. Anything beyond culture — your actual entitlements, unpaid wages, or hours that feel unsafe — is a rights question, not an etiquette one, and there is free help for that (see the next section).
This article is cultural orientation only — not legal or labour advice. If you face a real work problem such as unpaid wages, excessive overtime, harassment, or what feels like unfair dismissal, do not rely on a guide or on guessing. Free, confidential consultation is available, including in multiple languages, at the Labour Consultation Corners (総合労働相談コーナー) run by the Labour Bureaus, and Houterasu (法テラス) can point you to the right support. Use the official contacts below.
- When in doubt, copy your team: watch how colleagues greet, seat themselves, and address managers, and follow their lead.
- A sincere "yoroshiku onegaishimasu" and "otsukaresama desu" at the right moments smooth almost any interaction.
- Do the nemawashi: float ideas informally before a meeting rather than springing them in the room.
- Carry meishi and handle others' cards with care; ask HR early whether you will need a hanko.
- It is okay to set boundaries on nomikai and leave — do it politely, with notice, and in good humour.
- Do I have to attend every nomikai?
- No. They are valuable for relationship-building and worth joining sometimes, but attendance is not mandatory. It is perfectly acceptable to leave early or decline politely, and you do not need to drink alcohol to take part.
- My Japanese is limited — will keigo be a problem?
- Using polite desu/masu forms, a warm tone, and set phrases like "otsukaresama desu" carries you a long way. Most colleagues appreciate the effort and do not expect perfect keigo from newcomers.
- Do I still need a hanko at work?
- It depends on the company. Many forms and approvals traditionally use a personal seal, though digital approval is spreading. Ask HR whether you need one and which type, then have a seal made at a stationery or specialty shop if required.
- I think my employer is breaking the rules — what should I do?
- That is a rights matter, not an etiquette one, so do not rely on this guide. Contact a Labour Consultation Corner at your Labour Bureau for free, confidential advice (multilingual support is available), or reach Houterasu to be pointed to the right help. See the official links below.
