Business Etiquettes
Dr. Rajendra Barve
Training for Essar Group
Dressing up and not Dressing down
Make statement about individual personality and
organisational culture
When meeting people for the first time from
another country/organisation a team of
presenters may choose
1.Similar clothes like same-coloured shirt, tie,
tie-pin
2.Wear blazers for short meetings
3.For day-long meetings suit in the morning
Dressing up and not Dressing down
Dress formal or smart casual
Day-long meeting continues into a banquet
dinner, check with the host to change into
casual/ formal
Check whether it is a sitting dinner-dress code
for such dinners is formal
Choice of Clothes
Depends on what looks good on you and what you enjoy wearing
Trousers formal always with waist belt
Colours recommended for trousers
1. Shades of black
2. Navy blue
3. Grey
Never Brown
Navy blue blazer with gold buttons – is not a formal dress (it is worn
casually)
Pocket flaps of blazers open – casual, closed – formal
Shirt colours- white, pale blue, pinstripe shirts, long sleeved
Ties solid colour/ small self design on tie-formal
Floral pattern on tie-smart casual
Tip of the tie at the top of the waist belt
No loud colours or cartoon characters on tie
Grooming
Do
Keep hair trimmed and
cleaned
Clean shave or
moustache, beard
trimmed neatly
Keep nails trim and clean
Pressed and well-ironed
clothes
Use masculine perfumes
which have a spicy smell
as opposed to a
flowery/sweet smell
Don’t
Have flowing locks and
dandruff
Have multi-coloured hair
Have dirt underneath
nails and nails can hurt
while shaking hands
Wear more than two rings
- one on each hand
Use ANY perfume. Only
the one labeled ‘pour
homme’ (for men)
Women’s style
Choice of clothes: Indian, Western
Western: Business suit
Straight Skirt without pleats or Trousers
Colour: Navy blue, beige, black
Worn with shirt and scarf or shirt and classic jacket
Shirt must have full sleeves and scarf must be
knotted properly
No loud colours for shirts
Women’s style
Indian dress code
Preferably wear sari of a stiff material
(thick silk, starched cotton)
Pinned properly
Preferable colours beige, creams, pastels,
no loud colours and broad jari borders
Blouse must be high necked and have half
sleeves
Grooming for women
Clean, manicured nails are a must
If using nailpaint check everyday whether colour is
chipped or not
Otherwise do not paint nails
Do not use loud colours for painting nails
Avoid accessories which draw attention to yourself
(wearing payal, dangling earrings, long necklaces,
bangles, too many rings)
Simple bracelet on one wrist, watch on the other wrist,
small earrings, mangalsutra or a necklace which is not
too long, maximum of two rings
Ethnic wear a strict no for meetings-only for social
occasions
NO sport shoes, stilettos or chappals
Wear patent leather shoes with skin-coloured socks
Introductions
Colleague to colleague
No need to use titles like Mr., Ms. within organisation but use
them if in another organization or in formal organization
While doing so, use very simple adjectives to describe the
person like, its very exciting/stimulating/rewarding to work with
so and so. Never use superlatives which sound hollow and
meaningless
Junior to senior
Begin with addressing the senior by saying Mr/Ms (senior
position), may I introduce Mr/Ms. (junior position)
Colleague to customer
Always introduce the colleague (even a very senior in your
organization) to the customer, irrespective of his age, saying
“Mr.Customer, this is Mr. so-and-so, our managing director.”
Introductions
Self
Never use personal titles like Mr/ Ms, Dr, etc. to introduce yourself.
Do greet and then introduce yourself.
Speaker to audience for dinner meetings or formal speeches
At formal dinner meetings introduction of the speaker must be crisp
and brief. Welcome the speaker, mention the title/position by virtue
of which the person is the speaker and then a couple of lines about
work related to the gathering and offer toast and then request the
speaker to speak
No lengthy introductions leading people to yawn and as such
introductions make you appear in poor light (it looks as if you are
trying to ingratiate the speaker)
Search interesting phrases and don’t use often used cliches like ‘so
and so needs no introduction’ or ‘I don’t want to stand between you
and the speaker’ etc
While introducing and being introduced always stand up and do the
introduction.
Using names
Check people’s names and their spellings for clarity and
respect.
Check if you can use the correct pronunciation and not the
accent!
Write down the name the way it must be used.
Check if people tell you to call them so and so, till then
address with last name as Mr.so and so.
Don’t use nick names even if you hear them aloud being used
by his/her colleagues
If you want people to use your nickname to address you, say
so.
In formal meetings, never address your colleagues with
nicknames, but you need not use titles like Mr.
Titles are used with surnames and not first names
Offering Business Cards
Cultures differ in offering business cards
Usually you stand up and offer card holding it in both
hands’ thumbs and index fingers
When offered a card, read it and keep it on the table till the
end of the conversation
If there are multiple addresses or e-mail ids or contact
numbers ask which one is preferred (land-line or mobile)
Never interrupt a conversation to offer a business card
unless asked for
After the conversation and the guest has left make a note
on where, why and how you met the guest in brief
Remembering Names
When introduced to someone make sure you have
heard their name correctly by saying, “How are you,
Mr. Vineet Joshi?” thus ensuring that you will be
corrected if you have heard the name wrong the first
time.
If you say both the first and second names, chances
are you will at least remember one of them.
When sitting down for a meeting with unknown
people draw a map
And write the names corresponding to the places
Making Telephonic Conversation
Do s
When you call someone, say
your name and name of your
organisation and ask whether
the person is busy
While receiving a call keep
paper and pen ready to make
notes, preferably on printed
message notepaper
Be aware of your body
language, important calls
should be taken standing up
Apologize if you cough or
sneeze
If you want to think and
respond inform the other
person that you are thinking
Don’t s
Put the person you are calling on
hold E.g.You want a conversation
to take place between A and B
where A is from your organisation
and B is not, then keep A waiting
on line and then call B
Sigh, eat while on the telephone
Doodle, draw on paper or play
with things while on telephone
Voicemail
While leaving a message on your voicemail, say
your name clearly, state why you can’t take the
call and when you will call back.
While keeping a message on other’s voicemail,
state name, day and time, telephone number
and purpose of call briefly
Mobile Phones
Remember On and Off switches
In meeting follow the code of switching off, silent
mode, etc.
Keep mobile handy in a fixed place say, in the
right-hand pocket to avoid embarrassment while
searching for the mobile phone
No messaging at night
Check whether abbreviations are unambiguous
In formal messages, do not use abbreviations to
avoid confusion
Tele-conferencing
Sign in at appropriate time
Confirm time (IST or otherwise)
Use clear diction
Voice should sound enthusiastic and
energetic and not robotic
Greet briefly and restrict small talk
Decide how people will take turns to speak
like A, B, C to avoid overlapped
conversation
Tele-conferencing
Before repeating anything important, say, ‘I repeat’ and
then repeat
Avoid using colloquial words/ slang while on international
calls
Personal mobile should be switched off before
teleconference starts
Video-conferencing
Treat a video conference as a face-to-face meeting with
the others
Follow etiquettes of dress, manner, body language,
greeting, expressions, etc.
Don’t move around while conversing
Don’t talk on side or have a private conversation
Don’t fidget and draw attention to yourself
E-mails
Think before sending an e-mail. Check to whom the mail is being
sent and what is being sent, forwarded
Let it be discrete as other people may have access
Use correct grammar and appropriate words as far as possible.
Do not use lingo, slang in e-mails.
Do not e-mail unnecessarily
Your e-mail is a business letter after all so make sure it is well laid
out, follows a logical sequence and is complete. e.g. Do not send
separate e-mails for specifications of a single product
Always mention the appropriate specific subject in the subject tag
e.g. advice on transport required and not advice required
If subject changes, change subject tag, while replying to emails.
Write ‘Dear Sir/Madam’ if there is no personal relationship with the
other person
Keep everything formal by starting formally with Dear so-and-so and
ending with Yours sincerely or Regards
Behavior at Meetings
Don't
Repeatedly click pens
Shake leg in nervous-twitchy fashion
Sigh loudly
Point a pen while speaking to someone
Look at the ceiling when someone is talking
Stare at fingernails and fiddle with something
Raise eyebrows when a suggestion is made but
not follow it up by saying anything
Foreign business etiquette
Meetings











Have your own translator
Don’t assume that the other party does not know your language
Always have word with your translator about how you are going
to pace and unfold details of your messages
Always prepare well before hand. Carry copies of agenda for all
your team members
Accept business customs rather than judge them
Don’t assume or imply that your way of doing things is always
the best
Pace well with your translator. Use short sentences. Pause while
the translator conveys
Don’t lose eye to eye contact with your guest
Reciprocate emotions when appropriate
Carry note pad, and use bullet points to check the points already
covered
Avoid using tongue in cheek remarks, aside, jokes, and sarcastic
comments
Foreign business etiquette
People
Build empathy
Listen and concentrate on what is being said
Talk with your translator to convey to the other
party that you are going to confirm or reconfirm
parts of messages
Generally avoid talking about



Politics
Sex
Gender issues
Foreign business etiquette
In the Arab world
Appointments generally indicate that meeting will take
place
Major business decisions are made at the highest level
Not necessarily at the level where you are negotiating
Business card should be printed in both the languages
and presented with the right side
Shake-hands and long grips are ok. It is unfriendly to
withdraw from long grip
Avoid gifts showing pigs, dogs, or parts of human body.
High quality compass may be appreciated
Foreign business etiquette
People’s Republic of China
Punctuality is extremely important
Remember that people often hear without visible
responses
Do not interrupt your or their seniors
Bow the head slightly when introduced
Do not mention Taiwan
Do not wrap gifts in black, white or blue. Use red
Do not leave an empty bowl as it indicates that
your host did not provide you enough
Foreign business etiquette
Germany
Attention to detailed information on company,
status and long term planning and punctuality
Not comfortable with sudden or unannounced
changes
Dressing well is important
Avoid jokes and small talk. Business is
conducted earnestly.
Avoid appointments on Friday afternoons
Handshake brief and all around
Dark suits prefered
Foreign business etiquette
Japan
Introduction from mutual contact like bank etc
First meeting is supposed to get to know people and decisions are
slow to make
Bowing with eyes lowered is customary and depends on the
seniority
Respect is essential for age, rank, ideals and methodologies
Preference to meet and deal with people of equivalent ranks and
seniority
Saying ‘no’ is rude, use ‘may be’
Business cards are important. Observe how they are offered- mostly
with both hands and must be received similarly.
Positions around table are according to the decreasing order
Don’t compliment individuals but groups of people
Never be casually dressed and be ready to remove footwear.
Ritual of offering gifts is part of doing business. Don’t wrap in black
and white. Use red.
Sake is Japanese wine which is consumed at room temperature
Foreign business etiquette
Spain
Establishing close and friendly relationships is important.
Appreciate high quality business literature and polished
product demonstrations
Show respect for Spanish customs and practices .
Personal pride dignity and honor must never be
challenged
Be Mindful of siesta time 1.30 to 4.30pm. Business hours
may extend to 7pm
Stylish elegance is appreciated
Gifts may be presented at the end of successful
conclusion of a deal . Your company logo should not be
prominent
Business lunches may be long and business may not be
discussed until coffee is served.