WORKING WITH JAPANESE CLIENTS
Reschedule a meeting with a Japanese client
Rescheduling is easier when your message helps the client make one decision. Identify the existing meeting, give a short explanation if useful and offer a concrete alternative. When you and your client work in different countries, include the date and time zone even if the original calendar invitation already contains them. These examples use Japan Standard Time to keep the proposed times explicit.
Name the meeting you want to move
“Can we move tomorrow's call?” can become unclear after an overnight time difference or a delayed reply. Write the calendar date and the purpose of the call instead. A brief apology recognises the inconvenience; it does not need to become a long explanation of your personal schedule.
Example 1: Propose a different time
English: I am sorry, but could we move our design review on 15 October from 14:00 to 16:00 Japan Standard Time?
日本語：申し訳ありませんが、10月15日のデザイン確認のお打ち合わせを、14時から16時（いずれも日本時間）に変更していただくことは可能でしょうか。
The Japanese message keeps the original time and proposed time separate. It asks whether the change is possible rather than announcing a decision. If the meeting length is changing too, make that a separate request.
Offer a second option without assuming availability
Two useful options can reduce another round of scheduling. Check your own calendar before offering them, and include the planned duration where it helps. Your client's working hours may differ from yours; use their stated availability rather than making assumptions based on location.
Example 2: Check another date
English: If 15 October is difficult, would 11:00 Japan Standard Time on 16 October work? I expect the meeting to take 30 minutes.
日本語：10月15日のご都合が悪い場合は、10月16日11時（日本時間）はいかがでしょうか。所要時間は30分を予定しております。
Read “I expect” as a planned duration, not a guarantee that every question will be resolved. If neither option works, ask the client for two suitable times. Keep all alternatives in one thread so a reply clearly refers to the same meeting.
Confirm only after receiving agreement
A proposed time and an agreed time are different states. Once the client accepts, repeat the date, time zone and duration, then update the invitation. Check the meeting link and guest list too. If you say the invitation has been updated, complete that action before sending the message.
Example 3: Confirm the agreed change
English: Thank you for confirming. Our design review is now scheduled for 16 October, 11:00–11:30 Japan Standard Time. I have updated the calendar invitation.
日本語：ご確認ありがとうございます。デザイン確認のお打ち合わせは、10月16日11時〜11時30分（日本時間）で承りました。カレンダーの招待を更新いたしました。
Before sending
- Check the original meeting and both proposed slots.
- Use your calendar to verify your local equivalent for the exact date.
- Preserve the time zone and duration in both language versions.
- Replace a tentative invitation with the agreed details.