Address Japanese Colleagues with ‘San’: The Art of Polite Communication

When working with Japanese colleagues, understanding how to address them respectfully is an essential part of building professional relationships. 

In Japan, the honorific suffix “san” (さん) is widely used as a polite way to refer to others. It reflects respect and consideration, which are deeply ingrained in Japanese culture. By mastering the correct use of “san,” you can foster a positive working environment and avoid cultural missteps.

What Does “San” Mean?

“San” is a Japanese honorific suffix added after a person’s name. It is similar to English titles like “Mr.,” “Ms.,” or “Mrs.” but is more versatile and universally applicable. Unlike English titles, “san” does not indicate gender, marital status, or social class. It is neutral and polite, which makes it one of the most commonly used honorifics in Japan.

For example, If your colleague’s name is Hiroshi Tanaka, you would address them as “Tanaka-san.”

Why Is Using “San” Important?

Respect Is Central to Japanese Culture

In Japan, showing respect in communication is vital. Honorifics like “san” are used to acknowledge the other person’s dignity and maintain harmony in relationships. As you can imagine, failing to use an appropriate honorific can come across as rude or dismissive.

Maintain Harmony

Japanese workplaces emphasize harmony and mutual respect, often referred to as wa (和). Using “san” helps create a polite and professional atmosphere where everyone feels acknowledged.

Avoid Cultural Missteps

If you can use “san” correctly, your Japanese colleagues will learn that you understand and respect their customs. Even if your Japanese language skills are limited, incorporating this simple honorific into your speech demonstrates cultural awareness and professionalism.

How to Use “San” Correctly

Pair It With Last Names

In professional settings, it is customary to address people by their last names followed by “san.” It ensures that your communication remains formal and respectful.

Examples:

1. A coworker named Yumi Nakamura would be called “Nakamura-san.”
2. A manager named Kenji Suzuki should be referred to as “Suzuki-san.”

Using last names with “san” is especially important during introductions or when meeting someone for the first time.

“San” is Gender-Neutral

One of the unique aspects of “san” is that it applies equally to men and women. Whether you are addressing a male colleague or a female colleague, the suffix remains the same. This neutrality helps ensure that communication is respectful without drawing attention to gender differences.

For instance:

• A male colleague named Taro Yamada would be addressed as “Yamada-san.”
• A female colleague named Akiko Yamada would also be addressed as “Yamada-san.”

When First Names Are Acceptable

While last names are the norm in professional settings, there are exceptions where first names might be used with “san.” This typically happens in informal situations or when addressing non-Japanese individuals who may not follow traditional naming conventions.

Examples:

1. A non-Japanese colleague named John might be addressed as “John-san.”
2. A Japanese coworker who explicitly asks you to use their first name could be called “Hiroshi-san.”
3. In casual team-building activities, a close colleague might suggest using their first name with “san,” like “Yumi-san.”

However, unless invited, always default to using last names with “san.”

Avoid Mixing With English Titles

Combining “san” with English titles like Mr., Mrs., or Ms. creates redundancy and sounds awkward.

Examples:

1. Incorrect: Saying “Mr. Takada-san.”
   Correct: Saying “Takada-san.”
2. Incorrect: Writing “Ms. Nakamura-san” in an email greeting.
   Correct: Writing “Nakamura-san.”
3. Incorrect: Referring to someone as “Dr. Suzuki-san.”
   Correct: Referring to them as either “Dr. Suzuki” or simply “Suzuki-san,” depending on the context.

Situations Where You Should Use “San”

Meet Colleagues for the First Time

When meeting someone for the first time, always use their last name followed by “san,” which sets a respectful tone and demonstrates that you are aware of cultural norms.

Examples:

1. During an introduction:
   • “Nice to meet you, Nakamura-san.”
2. In casual conversation:
   • “Nakamura-san mentioned an interesting idea during the meeting.”
3. When introducing yourself formally:
   • “I’m pleased to meet you, Sato-san.”

Emails and Written Communication

In emails or letters, put “san” after the recipient’s last name to make your message respectful and professional.

Examples:

1. Email greeting:
   • Correct: “Dear Tanaka-san,”
     Incorrect: “Dear Mr. Tanaka-san,”
2. Writing a thank-you note:
   • Correct: “Thank you for your assistance, Sato-san.”
3. Scheduling a meeting:
   • Correct: “Nakamura-san, could we discuss this project tomorrow?”

Group Settings

When addressing multiple colleagues during meetings or presentations, refer to each individual using their last name followed by “san.”

Examples:

1. During a team meeting:
   • “Thank you for joining us today, Sato-san and Takada-san.”
2. When acknowledging contributions:
   • “Suzuki-san raised an excellent point earlier.”
3. While delegating tasks:
   • “Nakamura-san will handle the report.”

In this way, you can ensure everyone feels respected and included.

When Not To Use “San”

Referring To Yourself

Never use “san” after your own name when introducing yourself or referring to yourself in conversation. In Japanese culture, using honorifics for oneself is considered arrogant because honorifics are meant to elevate others rather than yourself.

Examples:

1. Correct: Introducing yourself as “I am Yamada.”
   Incorrect: Introducing yourself as “I am Yamada-san.”
2. Correct: Saying “My name is Tanaka.”
   Incorrect: Saying “My name is Tanaka-san.”
3. Correct: Referring to yourself casually as “I work on this project.”
   Incorrect: Referring to yourself formally as “Yamada-san works on this project.”

Close Relationships

Over time, if you develop a close relationship with a colleague, they may suggest dropping the honorific or using a more casual one like “kun” (for younger men) or “chan” (for close friends). However, wait until they explicitly suggest this change before altering how you address them.

Examples:

1. A close friend might say: “You can just call me Hiroshi!” until then stick with “Takada-san.”
2. A senior colleague might say “No need for formalities; call me Kenji!“
3. In casual settings like after-work gatherings (nomikai), someone might suggest dropping formalities temporarily—but revert back at work!

Common Mistakes To Avoid

Even though using “san” seems straightforward at first glance, there are common mistakes that can lead to awkward interactions:

1. Skipping Honorifics Entirely
   Addressing someone without an honorific can seem abrupt or disrespectful.
   • Incorrect: Saying “Tanaka.”
     Correct: Saying “Tanaka-san.”
2. Using First Names Prematurely
   Addressing someone by their first name without permission can feel overly familiar.
   • Incorrect: Saying “Hiroshi.”
     Correct: Saying “Takada-san.”
3. Overusing Honorifics
   Combining multiple forms of address (e.g., Mr., Mrs., + san) sounds redundant.
   • Incorrect: Saying “Mr. Takada-san.”
     Correct: Saying just “Takada-san.”

Tips for Mastering “San”

1. Observe how your Japanese colleagues address each other during meetings or conversations.
2. Practice saying names with “san” out loud until it feels natural.
3. When unsure about how someone prefers to be addressed, politely ask for clarification.
4. Start every relationship on a formal note by using last names with “san.” Adjust only if invited.
5. Avoid overthinking—using “san” consistently demonstrates respect even if you’re new to Japanese etiquette!

Final Thoughts

Unlike in English, where titles are placed before the name (e.g., Mr. Smith), in Japanese, “san” always comes after the name. This simple rule makes it easy to remember how to use it correctly.