Business Japanese Case Study Guide: Requests, Appointments, and Professional Terminology

Unit 1: Making Requests (依頼 — Irai)

• Fundamental Principles of Making Requests:

  • First, confirm the other person’s availability and convenience ($都合$ — Tsugou).
  • Broach the subject ($話題を切る出す$).
  • Make the request while considering the other person’s position and status.

• Step 1: Confirming Availability (声をかけ、相手の都合を聞く):

  • Formal/Polite: $今、ちょっとよろしいでしょうか$ (Do you have a moment now?) / $お時間よろしいでしょうか$ (Do you have some time?)
  • Casual/Polite: $今、ちょっといい？$ (Got a second?) / $時間がありますか？$ (Do you have time?)
  • Informal: $今、大丈夫？$ (Are you okay now?)

• Step 2: Making the Request (話題を切り出し、依頼する):

  • Structure: $じつは、 「話題」…／「話題」について…$ + [Request Phrase].
  • Polite Request Phrases:
    • $～て（お＋Vマス）いただけるとありがたいのですが……$ (I would be grateful if you could…)
    • $～いただけないかと思いまして……$ (I was wondering if I could receive…)
    • $～いただけないでしょうか$ (Could you please…?)
    • $～いただきたいんですが……$ (I would like to receive…)
    • $～いただけませんか$ (Can you give me…?)
  • Examples:
    • Reporting to a boss/client: $九州物産との新商品の取引についてご報告とご相談があるので、お時間をいただけないでしょうか$ (I have a report and consultation regarding the new product transaction with Kyushu Bussan; could I have some of your time?)
    • Requesting a pamphlet: $あのう、できましたら明後日$ $15$ $日中に着くようにお送りいただけるとありがたいのですが……$ (Um, if possible, I would be grateful if you could send it so it arrives within the $15^{\text{th}}$, the day after tomorrow…)

• Step 3: Accepting or Refusing a Request (依頼を受ける／断る):

  • Accepting (依頼を受ける):
    • To Superiors/Clients: $かしこまりました$ (Certainly/Understood).
    • To Superiors/Clients/Seniors: $承知いたしました$ (I have understood/accepted) or $承知しました$.
    • To Colleagues: $分かりました$ (Understood/I got it).
    • Definitions:
      • かしこまる: To take a reserved or humble attitude in front of a person of high status.
      • 承知（しょうち）する: A modest expression ($謙譲の表現$) used to accept a request or desire. It is better not to use $分かりました$ when accepting a request from a superior.
      • Caution: Expressions like $了解いたしました$, $了解しました$, or $了解です$ may be considered impolite by some and should be avoided in formal business settings.
  • Refusing (依頼を断る):
    • Softeners: $申し訳ございませんが$ / $申し訳ありませんが$ / $すみませんが$.
    • Structure: [Softener] + $ちょっと……$ (It's a bit… [difficult]) or $～ので／でして／まして……$ (Because…).
    • Using Reason: $実は、～んです$ or $実は、～ので／でして／まして……$ + $申し訳ありません$.
    • Grammar Note: In business, when expressing a cause/reason using the "-te" form, it is common to attach it to $です$ or $ます$ to form $～でして$ (for nouns/na-adjectives) or $～まして$ (for verbs).

• Step 4: Ending the Conversation (会話を終わらせる):

  • $ありがとうございます。お忙しいところ申し訳ありません。$ (Thank you. I am sorry for bothering you while you are busy.)
  • $申し訳ありませんが、よろしくお願いします／よろしくお願いいたします。$ (I apologize, but I look forward to your kind cooperation.)
  • $ろしくお願いします／よろしくお願いいたします。$ (Please help me / thank you in advance.)

Unit 2: Appointments (アポイントメント)

• Fundamental Principles:

  • Briefly discuss the content/purpose first.
  • Request the appointment.
  • Decide on the date, time, and location ($日時・場所$), prioritizing the other person's availability.

• Step 1: Greeting and Checking Availability:

  • Standard: $今、ちょっとよろしいでしょうか$ / $お時間よろしいでしょうか$.
  • Phone Specifics: Use $いつもお世話になっております$ (We are always in your care) even if calling a company for the first time, as other departments in your firm may already have a relationship with them.

• Step 2: Presenting the Subject (話題を提示する):

  • New Topics (Unknown to the other person): Use $～ことになりまして／なったんですが……$ (It has been decided that…) for internal plans, or $～がありまして／あるんですが……$ (There is a…) for others' plans.
    • Example (Internal): $今度、弊社のは創立$ $40$ $周年記念パーティーを開催することになりまして……$ (We have decided to hold our company’s $40^{\text{th}}$ anniversary memorial party soon…)
    • Example (Other): $今度、ABC ホールで展示会がありまして、当社も出展することになったんですが ……$ (There is an exhibition at ABC Hall soon, and our company will be exhibiting there…)
  • Existing Topics (Known to the other person): Use $～の件（なん）ですが$ or $～について（なん）ですが$.
    • Example: $先週お送りいたしました見積書の件なんですが……$ (Regarding the estimate I sent last week…)

• Step 3: Requesting the Appointment (アポイントの申し入れする):

  • $～（さ）せていただきたいんですが…$ / $～たいんですが……$ (I would like to…)
  • $～の（お）時間をいただけないかと思いまして……$ / $いただけないでしょうか$ (I was wondering if I could have some time for…)

• Step 4: Deciding Time and Place (日時・場所を決める):

  • Proposing:
    • $［日時・場所］はいかがでしょうか$ (How is [time/place]?)
    • $［日時］はご都合いかがでしょうか$ (How is your convenience on [date]?)
    • $［場所］にお伺いしましょうか$ (Shall I visit [location]? — used for visiting the client's office).
    • $［場所］でお会いしましょうか$ (Shall we meet at [location]? — used for neutral locations like hotel lobbies).
  • Asking for Preference:
    • $ご都合はいつがよろしいでしょうか$ (When would be convenient for you?)
    • $（お）日にち（と）／（お）時間（と）／場所はいかがいたしましょうか$ (What shall we do about the date/time/place?)
    • $どちらにお伺いしましょうか$ (Where should I visit you?)

• Step 5: Confirmation and Closing (確認して会話を終える):

  • $［日時］＋［場所］（でお会いする）ということで、よろしくお願いいたします。$ (So, on [date] at [place], I look forward to it.)
  • $［日時］に弊社の〇〇でお待ちしております。$ (I will be waiting for you at our [location] on [date].)

Roleplay and Dialogue Scenarios

• Scenario 1-1: Document Review (Internal):

  • Employee A has prepared materials for tomorrow's meeting but lacks confidence in the Japanese content.
  • Dialogue: A asks B, "$明日の会議の資料を作成したんですが、日本語の内容に少し自信がないので確認していただけないでしょうか$." B accepts: "$うん、いいよ$."

• Scenario 1-2: Refusing Help (Internal):

  • A asks B to help move desks for an exhibition ($机を運ばなければならないんですが、手伝っていただけないでしょうか$).
  • B refuses due to health: "$すみません。実は熱が出て寒気がするので、今から早退させてもらうことになって…お役に立てずごめんなさい$." (I'm sorry. I have a fever and chills, so I have to leave early… sorry I couldn't help.)

• Scenario 2-1: Phone Appointment (External):

  • A from Osaka Shokai calls B at Tokyo Shoji to deliver new pamphlets.
  • Details: A proposes Thursday. B has a meeting in the morning but is free in the afternoon. They agree on Thursday at $3\,\text{PM}$.

• Scenario 2-2: Cold Call for New Business (External):

  • A from Kyushu Bussan calls B at Tokyo Shoji to introduce a new product launching next month.
  • Details: B plans to visit Hokkaido from tomorrow until next Monday. They agree to meet on Tuesday at $10\,\text{AM}$ at B's office ($御社$).

• Scenario 2-α: Site Inspection (下見 — Shitami):

  • A and B need to preview an exhibition venue. A wants to go Friday, but B has a business trip ($出張$). They reschedule for next Tuesday at $10\,\text{AM}$.
  • Phrase: "$来月の展示会の下見の件ですが、そろそろ予定を決めたいと思いまして…$"

Business Terminology: Operations and Logistics

• Work Duties (業務 — Gyoumu):

  • $スキル$ (Skill): Ability/skill.
  • $身に付ける$ (Mi ni tsukeru): To acquire/develop a skill.
  • $研修（する）$ (Kenshuu): Professional training.
  • $成果$ (Seika): Results/outcomes.
  • $作業（する）$ (Sagyou): Work task/operation.
  • $案件／件$ (Anken/Ken): Project/case/assignment.
  • $担当（する）$ (Tantou): Being in charge/person in charge.
  • $調整（する）$ (Chousei): Adjustment/coordination.
  • $問い合わせる$ (Toiawaseru): To make an inquiry.
  • $手続き（する）$ (Tetsuzuki): Procedure/paperwork.

• Sales and Distribution:

  • $営業（する）$ (Eigyou): Sales activities.
  • $納入（する）$ (Nounyuu): Delivery/supplying goods.
  • $発送（する）$ (Hassou): Shipping/dispatch.
  • $欠品$ (Keppin): Out of stock item.
  • $売上$ (Uriage): Sales/income/revenue.
  • $業者$ (Gyousha): Trader/vendor/provider.
  • $見積もり$ (Mitsumori): Estimate/quotation.

• Finance and Policy:

  • $方針$ (Houshin): Policy/guideline.
  • $費用$ (Hiyou): Cost/expense.
  • $経費$ (Keihi): Operating costs.
  • $削減（する）$ (Sakugen): Reduction/cutting costs.

• Network and Transfers:

  • $人脈を築く$ (Jinmyaku o kizuku): To build a professional network.
  • $異動（する）$ (Idou): Internal company transfer.
  • $転勤（する）$ (Tenkin): Transfer to a different branch/location.

Attendance and Workplace Manners

• Attendance (出退勤 — Shuttaikin):

  • $出社（する）$ (Shussha) / $出勤（する）$ (Shukkin): Going to work/office.
  • $退社（する）$ (Taisha) / $退勤（する）$ (Taikin): Leaving work/office.
  • $外出（する）$ (Gaishutsu): Going out of the office during work hours.
  • $直行（する）$ (Chokkou): Going directly to a client/destination without stopping by the office first.
  • $直帰（する）$ (Chokki): Going directly home from a client site without returning to the office.
  • $早退（する）$ (Soutai): Leaving work early.

• Manners (マナー・礼儀):

  • $「ウチ・ソト」$: Inside-outside (in-group/out-group) distinction crucial to Japanese business culture.
  • $お辞儀（する）$ (Ojigi): Bowing.
  • $挨拶$ (Aisatsu): Greetings.

• Email Components:

  • $さしだしにん$ (Sashidashinin): Sender.
  • $あてさき$ (Atesaki): Recipient/Address.
  • $けんめい$ (Kenmei): Subject line.
  • $てんぱ／てんぷ$ (Tenpu): Attachment.
  • $しょめい$ (Shomei): Signature.
  • $かいぎょう$ (Kaigyou): Line break.
  • $さくじょ$ (Sakujo): Delete.

Colloquial/Jargon Expressions (ビジネスにふさわしい言葉)

• Naru-Haya (なるはや):

  • Abbreviation of $なるべく早く$ (Narubeku hayaku).
  • Meaning: "As soon as possible" (ASAP).
  • Note: Suzuki thought it was okay to use because it's common, but Tanaka clarified it can be considered informal/rude to superiors.

• Oshiri ga chikai (おしりが近い):

  • Literal: "The butt is close."
  • Meaning: The deadline ($締め切り$ — Shime-kiri) is approaching/very close.

• Risuke (リスケ):

  • Abbreviation of "Reschedule."
  • Meaning: To change or postpone an appointment date/time.

• Kyou no kyou (今日の今日):

  • Meaning: Suddenly; doing something on the very same day it was decided or requested.
  • Example: "$今日の今日で大阪に行くことになっちゃったんですよ$." (I ended up having to go to Osaka today/at the very last minute.)

• Asa-ichi (あさいち):

  • Meaning: First thing in the morning.

Q&A / Listening Comprehension Points: Suzuki and Tanaka

• Context: Suzuki wrote an email to Tanaka.
• True/False Concepts:
  • Should difficult words always be used in emails? (False; clarity is important, but formal register must be maintained).
  • Did Tanaka understand the meaning of "Naru-haya"? (Yes, but noted it is casual).
  • Is "Naru-haya" a polite word? (No, it is informal).
  • Does Suzuki think writing should be the same as speaking? (Suzuki initially wrote as if speaking, which Tanaka corrected as they are different in a business context).