How To Address Your Japanese Stakeholders

Have you ever wondered how to address your Japanese colleagues or business partners? During a recent seminar, this was a topic of discussion and it's a question that many people ask when doing business in Japan. In this short article, we will provide some context around Japanese names and how to address people, and offer some practical advice to help you navigate your daily work with your Japanese stakeholders.

"Given Name Family Name" or "Family Name Given Name"?

First of all, it's important to understand that Japanese names are written in a different order than what you might be used to in Europe or North America. The family name comes before the given name, so "John Smith" in English would be "Smith John" in Japanese. However, when written in English, Japanese names usually follow the "given name family name" order. So, if you're looking at a business card that has information written in English, for example, the email address on the card can give you a good indication of what the given and what the last name is. The email address follows the "given name last name" order, so you would see john.smith@company.com.

It's also important to note that in Japan, starting with the family name indicates the importance of the group over the individual. You will find the same in China and South Korea. When people introduce themselves in a business setting, they often start by mentioning their company name, department, section, then their family name, and finally their given name. However, it is also common not to mention one's given name.

"San", "Sama", "Kun" or "Chan"?

When working in Japan, you may hear a lot of people referring to others by their name followed by a suffix such as "-san", "-sama", "-kun", or "-chan". These suffixes are used to convey a level of respect or familiarity, depending on the situation. "-san" is the most universal suffix and can be used with both given names and family names. It's equivalent to "Mr." or "Mrs." and is a safe choice when addressing colleagues or business partners. "-sama" is reserved for customers and people who are "above" you in the hierarchy. It's only used with the person's family name and not appropriate for people in your own company or group. "-kun" and "-chan" are used with given names and last names, but are more informal and used for people who are close to you and part of your group. "-kun" is used for younger men or boys, while "-chan" is used for girls and young women. When speaking English with your Japanese stakeholders, sticking to "-san" is the best and safest option.

How to Address People

So, how do you actually address someone in Japan? It depends on the context and a lot of factors, but the safe bet is to start with the family name and add "-san". This is a polite and respectful way to address someone, especially when speaking in English. If the person is very "westernized" and even introduces themselves with their given name, you can certainly use it and potentially drop the "-san". However, it's always a good idea to check with the person and ask them how they prefer to be addressed. Even within the same organization, there may be people who are addressed by their given name and others who are addressed by their family name.

When addressing external parties such as customers or vendors, using their last name + "-san" is a safe option. Using "-sama" when speaking English just sounds odd and can come across as overly formal or even sarcastic.

While navigating the intricacies of Japanese business culture can be challenging, understanding how to address colleagues and business partners is a crucial part of building strong relationships. When in doubt, it's always best to err on the side of formality and use a person's family name with the appropriate suffix. And if you're not sure how to address someone, don't hesitate to ask - taking the time to show respect and consideration in this way can go a long way toward building trust and rapport with your Japanese stakeholders.