Japanese Conversation at Work: Meetings, Requests and Keigo

Japanese conversation at work is usually built around clear meeting phrases, polite requests, and keigo that matches the relationship and setting. The safest approach is to lead with the request or decision, then soften the wording with context, because Japanese official guidance on keigo and requests emphasizes consideration for the other person and the situation. (bunka.go.jp)

Key takeaways

• In meetings, state your point first and keep the wording direct but polite. (bunka.go.jp)
• For requests, use softeners like すみませんが, お願いできますか, or していただけますか rather than sounding commanding. (bunka.go.jp)
• Keigo is not just "being fancy"; it depends on who you are honoring and whether the action points toward the other person or toward you. (bunka.go.jp)
• If you are unsure, a short, respectful sentence is usually better than a long, complicated one. (bunka.go.jp)

In this guide: Meetings, Requests, Keigo basics, Useful phrases, Checklist, Practice plan

Meetings

In a work meeting, the goal is usually clarity, not ornate language. Culture Agency examples note that formal settings such as meetings call for polite, situation-appropriate language, and they show that even a simple sentence can sound more suitable when it uses 丁寧語 like です or ます and avoids casual forms such as 僕 in business contexts. (bunka.go.jp)

A practical pattern is:

1. Signal the topic.
2. Give the main point.
3. Add a brief reason or next step.

For example:

• 先ほどの件ですが, 予定を1日ずらせますか。
• この案で進めてよろしいでしょうか。
• 会議の前に, 3点だけ確認させてください。

These are not magic formulas. They work because they are short, clear, and polite, which fits the way Japanese guidance frames communication in formal settings. (bunka.go.jp)

Requests

The clearest rule for work requests is that requests should not sound as if the speaker is simply ordering someone around. The Culture Agency says a request can sound harsh if it is stated as a demand, and it recommends softer framing such as していただけますか or a polite preface like すみませんが. (bunka.go.jp)

Here is a useful comparison:

The key difference is not only the verb form. The official guidance also shows that the speaker should consider whether they are acting like a decision-maker, whether the request burdens the other person, and whether a more indirect expression fits the relationship. (bunka.go.jp)

Keigo basics

For workplace Japanese, the most important distinction is between honoring the other person and lowering your own side appropriately. The Culture Agency explains that 尊敬語 raises the person doing the action, while 謙譲語I is used when your side performs an action toward the other person or a third party. (bunka.go.jp)

That is why 伺う can be right in one sentence and wrong in another. The agency explains that 伺う is a humble form used when your action moves toward the other person, such as visiting, asking, or hearing in the right context. But it should not be used when you are describing the other person's action. (bunka.go.jp)

Two common examples:

• 先生のところに伺います. -> your side goes to the teacher; polite and humble. (bunka.go.jp)
• 先生が会議室に伺います. -> this would be odd if you mean the teacher is the subject doing the visiting, because the verb does not fit the direction of respect. (bunka.go.jp)

This matters at work because many mistakes come from using a keigo word that is technically polite but directionally wrong. The official guidance repeatedly warns that the speaker must think about who is being raised, who is being lowered, and where the action is going. (bunka.go.jp)

Useful phrases

Use these phrases as building blocks, not as rigid scripts. They are especially helpful in meetings, Slack-style follow-ups, and quick in-person requests. The wording below follows the logic of the official keigo guidance and the request examples. (bunka.go.jp)

• すみませんが, 少しお時間よろしいでしょうか.
• こちらの案で進めてもよろしいでしょうか.
• ご確認いただけますでしょうか.
• 申し訳ありませんが, もう一度お願いできますか.
• 伺いたいのですが, 明日の会議は何時開始でしょうか.

If you want a simple rule, use this: the more work, delay, or correction you are asking for, the more you should soften the sentence. That is consistent with the agency's explanation that requests impose a burden and should be phrased with consideration. (bunka.go.jp)

For related speaking support, these internal resources may help you build the surrounding skills: Japanese Phone Call Phrases for Work and Daily Life, 50 Japanese Speaking Topics for Beginners, and BJT vs JLPT: Which Test Is Better for Work in Japan?. For extra listening and speaking practice, see 8 Best Free Japanese Conversation Apps in 2026.

Common mistakes

The most common workplace mistake is using keigo forms without checking whether the sentence still sounds natural. A second mistake is making a request too directly when the situation calls for a softer opener. A third mistake is overusing honorifics so heavily that the sentence becomes awkward. (bunka.go.jp)

Examples:

• Wrong level of directness: これ, やってよ.
• Better: すみませんが, これをお願いできますか.
• Wrong direction of respect: using a humble form for the other person's action.
• Better: choose 尊敬語 for the other person's action and 謙譲語I for your action toward them. (bunka.go.jp)

Another useful habit is to keep the sentence short. In many work situations, short and accurate beats long and overly formal. That is an inference from the official examples, which show that polite wording works best when it matches the speaker's role and the situation rather than when it is maximized for formality. (bunka.go.jp)

Action checklist

1. Decide whether you are making a request, reporting a decision, or asking a question.
2. Identify who should be respected in the sentence: the other person, your side, or both.
3. Start with a polite opener if your request creates work for someone else.
4. Use です/ます, then add keigo only where it fits the direction of the action.
5. Keep the sentence short enough that the listener can respond quickly.
6. If unsure, default to a softer request such as ご確認いただけますか or お願いできますか. (bunka.go.jp)

How to practice at work

The fastest way to improve is to rehearse the exact situations you actually face: opening a meeting, asking for confirmation, and correcting a schedule or document. The official guidance on keigo repeatedly shows that context matters, so practice should also be contextual rather than just vocabulary-based. (bunka.go.jp)

A good practice loop is: write one sentence, read it aloud, shorten it, then ask whether the respect is aimed at the right person. If you use SoraSpeak, the business-focused Ren sessions are the better fit for this kind of keigo practice, while everyday conversation is a better fit for Aoi. SoraSpeak currently offers 3 free spoken sessions per day with no credit card, which makes it easy to rehearse a short work exchange before a real meeting. /signup (bunka.go.jp)

How we researched

I checked current official Japanese-language guidance from the Agency for Cultural Affairs on keigo basics, request style, and common misuse patterns, then used those examples to build practical workplace phrasing. I also cross-checked a current NHK language-learning page for context on active Japanese learning materials. This article is a research-based editorial explanation, not a verbatim course dialogue or a firsthand product test. (bunka.go.jp)

Sources

• Agency for Cultural Affairs - Keigo basics
• Agency for Cultural Affairs - Request style in keigo
• Agency for Cultural Affairs - Common keigo misuse
• Agency for Cultural Affairs - Keigo guidance PDF
• Agency for Cultural Affairs - Meeting language context
• NHK Book - Japanese learning materials

About SoraSpeak: SoraSpeak is an AI Japanese speaking-practice web app at https://soraspeak.com. It offers 3 free spoken sessions a day with no credit card. Support: soraspeaksupport@gmail.com.

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