What to Know Before Partnering with Japanese Companies: The First Contact Edition

When reaching out to Japanese companies for the first time—whether by email, chat, or LinkedIn message—the initial communication carries more weight than many overseas teams expect. In Japan, the first contact often sets the tone for the entire relationship.

A poorly framed message may be ignored, while a thoughtful one can open doors to long-term collaboration.

1. First contact is about trust, not speed

In many markets, first outreach focuses on efficiency: who you are, what you want, and how fast things can move. In Japan, the priority is different.

The first message is expected to:

• Establish credibility

• Show respect for the recipient’s time

• Signal long-term intent rather than a quick transaction

An overly sales-driven opening can raise red flags.

2. Introduce yourself with context

Japanese companies generally expect more context in an initial message.

A strong first contact clearly explains:

• Who you are (company, role, background)

• Why you are reaching out to them specifically

• How the connection was found (mutual contact, event, article, recommendation)

This context helps the recipient internally justify engaging with you.

3. Tone matters across all channels

Even on informal channels like chat tools or LinkedIn, Japanese business communication tends to remain polite and measured.

Best practices include:

• Avoiding overly casual greetings in the first message

• Using complete sentences rather than fragments

• Keeping emojis and slang to a minimum

The formality can relax later, but not at the start.

4. Be indirect and considerate in requests

Direct requests such as: “Let’s schedule a call next week.”

may feel too abrupt as a first interaction.

Instead, softer phrasing is preferred:

• “If there is interest, we would be happy to explore…”

• “Please let us know if this might be relevant to you.”

This approach leaves room for the recipient to respond comfortably.

5. Make it easy to share internally

In Japanese organisations, first messages are often forwarded to managers or other departments.

Helpful messages:

• Are clearly structured

• Avoid jargon or overly promotional language

• Include links or materials that can be easily shared

Think of your first contact as something that may be read by more people than just the recipient.

6. Silence does not always mean rejection

If you do not receive an immediate reply, it does not necessarily mean disinterest.

Common reasons include:

• Internal discussion or approval processes

• Uncertainty about internal ownership

• Busy periods or competing priorities

A polite follow-up after a reasonable interval is acceptable and often effective.

Final thoughts

First contact with Japanese companies is less about making a pitch and more about building a foundation of trust. Taking the time to frame your initial message thoughtfully—regardless of channel—can significantly increase your chances of meaningful engagement.

For overseas companies looking to collaborate with Japanese businesses or enter the Japan market, YK Bridge supports first outreach strategy, local communication practices, and partner alignment to help turn initial conversations into long-term partnerships.

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