Before and After Your Presentation
Before your presentation
Send invitations to your presentation attendees
Create bilingual business cards
After your presentation
Send thank-you messages for attending the presentation
Respond to questions and comments
When inviting Japanese asset owners to your presentation, it should be more polite to send invitations in their native language. As institutional investors are already overwhelmed with invitations to various webinars and conferences, sending emails or letters only in English is unlikely to improve the rate of getting responses from them.
A proper Japanese invitation looks like below.
When in Rome ...
The Japanese generally write business letters horizontally. They usually use A4 paper. The example below illustrates the common format.
The addressee. Put the organization's name first, then the recipient's title and name. The sequence is in reverse order in Japanese.
A document ID (if needed). It specifies the department and the document type. (This is omitted in greeting cards.)
１． 日時 平成〇年8月〇日（金）午後2時～4時
２． 場所 東京ホテル会議室（別紙地図参照）
The date. It is the date you will send the letter.
The addresser. The statuses of the sender and receiver of the letter should be roughly equivalent. For instance, when sending an invitation to a top executive, you write the letter in the name of your company's CEO.
The subject line. It is centered.
An opening salutation.
Seasonal greetings followed by pleasantries. Literal translation: “It is getting more and more like spring every day these days. I am pleased to hear that your company is thriving. We would like to express our sincere appreciation for your continued support."
The main body. Rough translation: "We are pleased to announce that the Alterna Summit, which we have been hosting over the years, will be held again in 2034. We will discuss strategies to achieve absolute returns in a volatile market, emphasizing risk management. We look forward to seeing you to share our knowledge with you."
Ending sentence. Literal translation: “Please allow me to inform you in writing instead of in person.”
A sign-off at the end similar to “Sincerely Yours.” It's a formal way of showing your respect towards the recipient.
A special word that marks the beginning of a bulleted or numbered list.
A special word that marks the end of the list.
The date, time, and place of your event. It will be more courteous to attach a map.
Contact information: The division, name of the investor relations personnel, phone number, and email address.