Any advice on how to propose a partnership with a Japanese firm?

Fascinating question! I asked my colleague Allen Williams for his advice on this subject: he lived in Japan for years and has worked with Japanese firms on various business deals. Here's what he had to suggest...

If you have the name/address of the direct contact person, your chances of success are likely higher with a letter. The Japanese do a lot of business via mail, and rely heavily on letters, paperwork, and formality. Do your best to send it directly to the appropriate person.

Here's where a phone call might be the best starting point. Most Japanese companies employ secretaries and front desk workers who can speak English, and if you contact them and explain who you are and why you are calling, then ask them for the name and contact information of the best person for directing your inquiries, you have a good chance of getting that information.

While English language classes are now a part of the everyday curriculum from elementary school and onwards, most students look at these classes much the same as Latin was once viewed. That is, it's schoolwork, not helpful for their everyday lives, and there are just too many other things taking up their time and interest.

Also, most of the people in business today in Japan were not subjected to steady English language classes during their elementary school days. They have however often been forced to attain certain levels on standardized English language skills tests such as TOEIC and TOEFL in order to gain positions, admittance into universities in Japan and abroad, and to be considered for advancement within their organizations.

That means chances are good that anyone in this position has some fairly strong skills at understanding English, especially within the given context, and more especially when it is delivered in writing.

Written language is still much easier to comprehend and the stress factor greatly reduced. Oral communication brings with it a various assortment of added influences, which also act as deterrents to understanding for those less skilled, ie body language, intonation, accenting, and pace. These factors greatly increase the possibilities for not understanding, for feeling a fear of not understanding, and the worse case scenario of misunderstanding, and therefore looking foolish.

Delivering your proposal in writing will also give the recipient the leisure of working through it if necessary or even seeking outside help for understanding. This is not going to happen in a phone conversation where you run the risk of not only having miscommunications but also of having your offer rejected as the easiest way to end what might be an uncomfortable situation.

That said, here are a few tips for submitting your proposal:

• A4 size on your letterhead (unfolded),
• include your letter of introduction, an outline of your proposal, and a 'resume' for your business
• mark the outside of the envelope with "business proposal enclosed" or "US business partnership proposal enclosed" (this part only in red ink, carefully hand written, and placed below their address) should get it opened, and likely a fairly quick response time depending on the above mentioned 'language factor.'

I would include return contact email address, phone, and snail mail and the usual encouragement to reply to you in whichever manner is most convenient for them.

I wouldn't go out of my way to make the language easier to understand, but I would be as straightforward with what you hope to work out with them as possible.

Avoid using long introductory dependent clauses, or conditional statements when possible.

Send it registered mail with a return receipt. Nothing says I'm serious in Japanese correspondence like needing a signature.

This not only makes you and your proposal look more important, it makes the recipient look and feel more important.

Be patient.

Follow up with a "did you get my proposal?" if you don't hear from them for 2 weeks. (Remember that with the turn-around time for just the mail alone, it could take up to 10 days for a reply to reach you via mail.)

Don't give up too easily should you receive a negative response.

Not only in Japan, but Korea and other Asian countries as well, the practice of "saying No" is a part of the culture. Sometimes it is just a test to see how serious you are in your request or to buy some thinking time. The general rule is "less than 3 times 'no' equals 'maybe.'

Follow up with a "I really believe our companies can benefit each other" letter and ask for specific reasons why your offer was rejected. Ask if there are things they need clarified or changed in order to make your proposal more acceptable.

If your offer is rejected a third time, it's time to move on.

Above all, represent yourself and your business honestly and professionally.

Allen Williams is a professional educator, marketer, speaker and writer. You can find out more of what he's up to by visiting : kNow Thinking Aloud or PowerMeUp.com