The Ultimate Guide to Business Meeting Etiquette Rules
In the global corporate world, business meetings are essential for building relationships, making decisions, and driving collaboration. Whether you're attending an in-person meeting, a virtual conference, or a business lunch, understanding international etiquette can help you leave a strong impression. This guide covers all aspects of business meetings, from punctuality and dress codes to communication styles and cultural nuances.
1. Time Matters: Punctuality Across Cultures
Understanding Time Expectations
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Germany & Switzerland: Being on time is a must. Arriving even a few minutes late is considered unprofessional.
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Japan: Punctuality is highly valued. Arrive at least 5 minutes early.
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United States & Canada: A slight delay (5-10 minutes) is usually acceptable, but being on time is preferred.
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Brazil & Middle East: Business meetings may start later than scheduled. Flexibility is expected.
How Long Should a Meeting Be?
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Keep meetings under 30 minutes for quick updates.
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Aim for 45-60 minutes for standard business discussions, and ensure productivity by following the meeting agenda closely.
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Strategy or negotiation meetings may run 90 minutes or more.
2. What to Wear to a Business Meeting
Business Meeting Dress Codes
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Formal (Suits & Dresses): Required in finance, law, and corporate sectors (e.g., New York, London, Tokyo).
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Business Casual (Blazers, Slacks, Smart Dresses): Common in tech and creative industries (e.g., Silicon Valley, Berlin).
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Cultural Adaptations:
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In Middle Eastern countries, dress conservatively, with long sleeves and covered shoulders.
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In Asia, neutral colors and well-fitted attire are preferred.
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3. Business Meeting Introductions & Greetings
Self-Introductions
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Formal: "Good morning, my name is [Your Name], and I’m the [Your Position] at [Company Name]. It’s a pleasure to meet you."
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Casual: "Hi, I’m [Your Name]. I handle [your role] at [Company]. Looking forward to our discussion."
Handshake, Bow, or Nod?
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Handshake: Common in Western countries but should be firm, not overly strong.
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Bow: Expected in Japan; deeper bows show greater respect.
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Nod or Hand-on-Heart Gesture: Used in some Asian and Middle Eastern cultures.
4. Global Corporate Meeting Communication Tips
Tone & Body Language
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United States & Canada: Direct but polite. Eye contact is a sign of confidence.
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Japan & China: Indirect and respectful. Avoid strong eye contact.
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France & Italy: Expressive and animated. Interruptions can be part of the discussion.
Business Meeting Words & Vocabulary
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Always use professional language, avoiding slang.
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In multilingual meetings, speak slowly and clearly.
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Use phrases like "Could you clarify?" or "Let’s revisit this point" to maintain professionalism.
5. Online Business Meetings: Video Calls & Virtual Etiquette
Scheduling & Time Zone Considerations
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Use tools like World Time Buddy to find a convenient time for all participants.
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Send invites at least one week in advance for international calls.
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Confirm time zones in meeting emails (e.g., "Meeting scheduled for 10 AM EST / 3 PM GMT").
Professional Online Meeting Setup
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Background: Keep it clean and neutral. Use virtual backgrounds if needed.
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Lighting: Face a natural light source for a clear image.
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Mute when not speaking: Prevents background noise.
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Use a strong internet connection: Lag disrupts communication.
6. Business Meetings at Restaurants: Dining Etiquette
Business Lunch/Dinner Tips
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Choosing the Right Restaurant: Quiet, professional setting with diverse menu options. Selecting the ideal venue is essential for fostering good business relationships.
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Ordering: Let the host order first; follow their lead.
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Table Manners:
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Keep elbows off the table.
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Use cutlery properly (continental vs. American style differs) to avoid being disrespectful during business meals.
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Wait for the host to start eating.
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Who Pays the Bill?
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Host Pays: Common in corporate settings; clarify beforehand.
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Splitting the Bill: Accepted in casual meetings.
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Tipping Etiquette:
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USA: 15-20% standard.
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Europe: 5-10% (sometimes included in the bill).
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Japan & China: Tipping is not expected.
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7. Post-Meeting Etiquette: Follow-Up & Thank You Notes
Business Meeting Follow-Up Email
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Send within 24 hours.
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Example:
Subject: Thank You for Today’s Meeting
Dear [Name],
It was a pleasure meeting with you today. I appreciate your insights on [topic discussed] and look forward to our next steps. Please find attached [relevant documents]. Let me know if you need any additional information.
Best regards,
[Your Name]
8. Cultural Business Meeting Etiquette Around the World
Business Meeting Etiquette in Japan
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Bring business cards (exchange with both hands).
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Silence during meetings is a sign of thinking, not disengagement.
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Bowing is expected in introductions and farewells.
Business Meeting Etiquette in China
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Address people using their title and last name.
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Avoid aggressive negotiations; relationships matter more.
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While handshakes are becoming more common, a slight nod is still a customary way to greet someone, especially in more formal or conservative settings. Handshakes, if offered, tend to be light and not as firm as in some Western cultures.
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Building good guanxi (关系), or relationships, is key in Chinese business culture, as it can help ensure smoother interactions and negotiations.
Business Meeting Etiquette in Korea
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Bring business cards (exchange with both hands).
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Address people using their title and last name.
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Bowing is common; handshakes are light.
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Respect hierarchy and seniority.
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Punctuality is crucial; arrive a few minutes early.
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Indirect communication; be attentive to non-verbal cues.
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Build personal relationships through social gatherings.
Business Meeting Etiquette: Making the Right Impression
Navigating business meeting etiquette can be challenging, especially when working across different cultures and settings. From understanding punctuality expectations to mastering virtual meetings and business dining, every detail matters in leaving a professional impression.
Berlitz Singapore offers expert-led training in business etiquette, cross-cultural communication, and corporate language learning. Whether you're preparing for international negotiations, virtual conferences, or global business expansions, Berlitz can help you and your team build confidence and success in every business interaction. Join us today and confidently excel in any professional setting!