Theme 7. Informal kinds of protocol contacts with business partners

1. Business card and its using

2. Presents and souvenirs

3. Business parties; its types and organisation

1. Business card and its using

Business Cards

Business cards are now recognised around the world. However, the use of them can vary significantly between cultures. How they are presented, what language should or should not be on them, what information is put on the card and how a given card is treated can is some instances clearly assist or severely jeopardise a business meeting. For example, you would never ever write on a business card presented to you by a Japanese national (at least not in front of the person). Such behaviour would be insulting as would it be to quickly pocket the card without reading it or put it in a wallet that you put in your trouser back pocket. Both actions would also be insulting. Why? Because the Japanese that their business card is a reflection/statement of their standing within the company/society. To not study it and to treat it nonchalantly is quite insulting within the Japanese culture. The business card must be respected.

Business Card Etiquette

• Never run out of business cards or be without a business card unless you are in the shower!

• They are a personal reflection of you. Make sure they are never wrinkled, scribbled upon, with lines crossed out, or splattered from baby formula or your last meal.

• Use sufficiently large print so that the information can be read easily. Your name should be the largest print on the card.

• If one person asks for a business card, the other should offer his/hers in return.

• Choose high quality paper and ink with thermography or engraving so that the printing is raised.

• Never pass out business cards like you are "dealing cards". Keep them in a business card case and present them so that the recipient can read them right side up. It is polite to comment on the card before putting it away rather than immediately stashing it in a pocket without looking at it.

• In Asian cultures, use two hands to give and receive cards, and place your counterpart's card on the tabletop during a business meeting. In cultures such as Japan, the exchange of business cards is a very formal and respectful process, taking a great deal of time.

• If traveling abroad, have your cards printed on one side in the language of the country you are visiting.

• Writing notes about the person who gave you a card is very helpful e.g. the date you met them, the occasion, and any follow-up. But don't do this in the presence of that individual, especially when you are with individuals from other countries.

• When networking, keep your business card case handy in an easily accessible pocket. It's too difficult to rummage for cards at a stand-up reception while you are balancing a plate and beverage glass!

The proper protocol for handing out a business card

Do not try to give your business card to someone if you are not doing business with them. There was a time when people used social cards. These cards declared nothing but the name, with honorific, and perhaps mailing address. If you need to leave a card with someone, and it is a purely social situation, you should use a pencil or pen to draw a line through any information on your business card having to do with your company and your title.

Giving business cards in a business situation should be more obvious. It is not necessary to exchange cards when you first meet a new associate. (Although this is how it is done in some countries, like Japan.) Business cards are either exchanged when everyone has settled down to meet, or at the end of a meeting. Make certain that your business cards are kept crisp and clean. Do not give a business card away if it is bent, smudged or otherwise damaged. This shows a certain lack of respect for the recipient of the card.

You may be asking about the practice of advertising yourself by forcing a card on unsuspecting individuals conversing with you. If, in the course of a conversation, someone demonstrates an interest in learning more about your professional services, by all means give them a card. But keep in mind that if you foist your card on someone who does not want it, you are damaging your reputation as a reliable professional.