Ten Documents to Prepare Before Your First Meeting with a Japanese Importer
From a Japanese-language company profile to specifications, pricing, logistics, lead times and a practical proposal
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What the first meeting is for
A persuasive product pitch is not enough. Importers assess marketability together with regulatory compliance, price, supply terms and the ability to address problems. The ten items below are practical meeting materials—not ten universally mandatory legal documents.
1. Japanese-language company profile
Summarize the legal entity, founding year, location, business, own manufacturing or OEM model, facilities, production capacity, quality controls and key customer references. Photos of manufacturing facilities can help.
2. Japanese-language product catalog
Include names, models, product images, uses, features, packaging units and storage information. Focus on ingredients and serving details for foods, and technical dimensions and installation requirements for equipment.
3. Product specification sheet
Document relevant materials, ingredients, additives, dimensions, net weight, manufacturing process, shelf life and storage requirements. Information should match the packaging, test reports and labeling. Ingredient and manufacturing-process sheets may be requested for food imports.
4. Export price list and Incoterms
State currency, volume-based unit pricing, quotation validity, payment terms and delivery terms such as EXW, FOB or CIF, including the specified location or port. The pricing must accommodate sustainable repeat orders and local distribution costs.
5. Minimum order quantity and supply capacity
Distinguish samples, pilot orders and standard production. State MOQs, monthly output and the limits of short-notice capacity increases.
6. Certifications and test reports
List issuing bodies, expiration dates and covered models. Korean certificates are not automatically recognized in Japan; check the requirements for the specific product category.
7. Packaging and logistics specification
Provide retail-pack and master-carton dimensions, weight, units per carton, pallet load, protection from breakage and ambient/chilled/frozen transport requirements as appropriate.
8. Production and delivery schedule
Separate stocked items from made-to-order goods. Specify realistic lead times for manufacturing, inspection, packing and shipping preparations, with escalation contacts for delays.
9. Sales track record and market-test results
Share relevant customers, sales history, trade-show outcomes, pilot sales and consumer feedback. Do not imply that sales in Korea guarantee success in Japan. New exporters can present a credible validation plan instead.
10. Trade proposal and next-step plan
Set out intended channels, sample terms, initial pricing and volumes, marketing cooperation, any proposed exclusivity discussion, responsible contacts, deadlines and next meeting.
Meeting materials are not customs documents
Actual importation may separately require a commercial invoice, packing list, transport documents and category-specific notifications or permits. Food and cosmetics, in particular, have their own Japanese compliance requirements.
Documents signal readiness to trade
The goal of a first meeting is not to rush a contract but to equip the importer to evaluate the opportunity. Clear specifications, terms, timelines and responsibilities show that the supplier is ready for a reliable commercial relationship.
References: Japan National Tax Agency, MHLW and Japan Customs guidance. Check product-specific rules before trading.