Working in Japan: Understanding Business Phrases
Managing expenses for business travel in Japan requires familiarity with proper Japanese expressions and procedures. Today's phrase will help you appropriately request advance payments for business travel expenses, an essential administrative task in Japanese corporate environments.
Learning Focus: This lesson teaches you how to formally request advance payment for business travel expenses. You'll learn vocabulary related to business trips and finance, proper grammar structures, and culturally appropriate ways to make requests in workplace settings.
Useful Japanese Phrase for Business
| Japanese | Hiragana | Romaji | English |
|---|---|---|---|
| 出張費用の前払いを申請します。 | しゅっちょうひようのまえばらいをしんせいします。 | Shutchō hiyō no maebarai o shinsei shimasu. | I'm applying for an advance payment of travel expenses. |
Today's Phrase
Let's analyze each component
This phrase uses the basic Japanese sentence pattern of "object + を + verb":
- 前払いを申請します (maebarai o shinsei shimasu) - "apply for advance payment"
The object (前払い) is marked with the particle を (o) to show that it's receiving the action of the verb (申請します).
Additionally, the phrase uses の (no) to connect the type of expense (出張費用) to what is being requested (前払い).
Industry-Specific Usage
Accounting departments process numerous 前払い申請 (maebarai shinsei - advance payment requests) daily. In large corporations, specific forms titled 「経費前払い申請書」(keihi maebarai shinseisho - expense advance payment application) are required with detailed itineraries and budget estimates.
Administrative staff often handle 出張手配 (shutchō tehai - business trip arrangements) including advance payments. They may use more formal expressions like 「出張費用の前払いを申請させていただきます」(Shutchō hiyō no maebarai o shinsei sasete itadakimasu - I would like to request permission to apply for an advance payment of travel expenses).
International business departments have established processes for 海外出張前払い (kaigai shutchō maebarai - overseas business trip advances). These typically require more lead time and documentation compared to domestic travel, often requiring application at least 2-3 weeks before departure.
Sales representatives who frequently travel to client sites often use streamlined 経費前払い (keihi maebarai - expense advance) procedures. Many companies now provide dedicated expense cards to reduce the need for cash advances, though the formal application process is still required for budgeting purposes.
Common Mistakes to Avoid
- Insufficient level of politeness: Using 「申請する」(shinsei suru) instead of 「申請します」(shinsei shimasu) is too casual for formal business communication, especially when requesting money. The polite form is essential in this context.
- Incorrect vocabulary choice: Using 「支払い」(shiharai - payment) instead of 「前払い」(maebarai - advance payment) changes the meaning entirely. The former indicates making a payment rather than receiving funds in advance.
- Omission of particles: Omitting 「の」(no) or 「を」(o) makes the phrase grammatically incorrect and can cause confusion about what is being requested. Both particles serve critical grammatical functions.
- Pronunciation errors: Not pronouncing the double consonant in 「しゅっちょう」(shutchō) correctly can make your speech sound unnatural. The slight pause in "shut-chō" is important for clear communication.
- Overly direct expression: Simply stating 「前払いが必要です」(maebarai ga hitsuyō desu - an advance payment is necessary) without using the proper request form can sound demanding rather than respectful in a Japanese office environment.
Learner Note: The term 「申請します」(shinsei shimasu) specifically refers to making a formal application or request within an organization. It conveys more formality than 「お願いします」(onegaishimasu - please), which is why it's appropriate for financial matters.
Business Etiquette Points
- Submit advance payment requests at least 7-10 business days before your scheduled trip to allow for processing time through accounting channels.
- Include specific amounts, dates, and purpose of travel in your application, supported by appropriate documentation when applicable.
- Follow your company's established workflow and use the correct internal forms for expense advances, typically requiring manager approval.
- When the advance is approved, express gratitude with 「ご対応ありがとうございます」(go-taiō arigatō gozaimasu - thank you for your assistance).
- Keep all receipts organized for final reconciliation after your business trip, as most companies require detailed expense reporting within 5-7 days of return.
- If requesting a larger than usual amount, provide brief justification to demonstrate your consideration for company finances.
Cultural Note: In Japanese business culture, advance planning is highly valued. Submitting travel expense requests well ahead of time demonstrates 先読み (sakiyomi - foresight) and 段取り力 (dandori-ryoku - planning ability), both considered important professional qualities.
Related Business Vocabulary
Role-Play Scenarios
Scenario 1: Requesting an Advance Payment from Accounting
たなか（えいぎょうぶ）：すずきさん、らいしゅうのおおさかしゅっちょうのけんですが、しゅっちょうひようのまえばらいをしんせいします。
Tanaka (Eigyōbu): Suzuki-san, raishū no Ōsaka shutchō no ken desu ga, shutchō hiyō no maebarai o shinsei shimasu.
Tanaka (Sales Dept.): Ms. Suzuki, regarding next week's Osaka business trip, I'm applying for an advance payment of travel expenses.
すずき（けいりぶ）：かしこまりました。どのくらいのきんがくになりますか？
Suzuki (Keiribu): Kashikomarimashita. Dono kurai no kingaku ni narimasu ka?
Suzuki (Accounting Dept.): Understood. Approximately how much will it be?
たなか：しゅくはくひとこうつうひでごうけいさんまんえんていどです。あしたまでにしんせいしょをていしゅつします。
Tanaka: Shukuhakuhi to kōtsūhi de gōkei san-man en teido desu. Ashita made ni shinseisho o teishutsu shimasu.
Tanaka: It will be approximately 30,000 yen in total for accommodation and transportation expenses. I'll submit the application form by tomorrow.
すずき：しょうちいたしました。しんせいしょがとどきしだい、しょりさせていただきます。
Suzuki: Shōchi itashimashita. Shinseisho ga todoki shidai, shori sasete itadakimasu.
Suzuki: Understood. I will process it as soon as I receive the application form.
Note how Suzuki responds with 「かしこまりました」(kashikomarimashita) and later 「承知いたしました」(shōchi itashimashita), both formal ways of acknowledging a request in business settings. This is more polite than the casual 「わかりました」(wakarimashita).
Scenario 2: Following Up on an Advance Payment Request
やまだ：せんしゅう、しゅっちょうひようのまえばらいをしんせいしたのですが、しんちょくじょうきょうをかくにんしたいです。
Yamada: Senshū, shutchō hiyō no maebarai o shinsei shita no desu ga, shinchoku jōkyō o kakunin shitai desu.
Yamada: I applied for an advance payment of travel expenses last week, and I'd like to check on the status.
さとう（けいりぶ）：やまださまのしんせいしょはきのうしょうにんされました。ほんじつちゅうにけいりぶからふりこみよていです。
Satō (Keiribu): Yamada-sama no shinseisho wa kinō shōnin saremashita. Honjitsu-chū ni keiribu kara furikomi yotei desu.
Sato (Accounting Dept.): Your application was approved yesterday. The accounting department is scheduled to make the transfer today.
やまだ：ありがとうございます。しゅっちょうごのけいひせいさんはいつまでにていしゅつすればよいですか？
Yamada: Arigatō gozaimasu. Shutchō-go no keihi seisan wa itsu made ni teishutsu sureba yoi desu ka?
Yamada: Thank you very much. When should I submit the expense report after the business trip?
さとう：かいしゃきていではしゅっちょうからいっしゅうかんいないにすべてのりょうしゅうしょをそえてごていしゅつください。
Satō: Kaisha kitei de wa shutchō kara isshūkan inai ni subete no ryōshūsho o soete go-teishutsu kudasai.
Sato: According to company policy, please submit all receipts within one week after your business trip.
Notice how Yamada's inquiry begins with 「〜のですが」(no desu ga) rather than a direct question. This makes the inquiry sound softer and more polite. This is a common pattern in Japanese business communication.
Similar Expressions
Japanese business requests often use these polite patterns:
- 〜をお願いします (o onegaishimasu) - "I request ~" (polite)
- 〜を希望します (o kibō shimasu) - "I hope for/wish for ~" (polite, slightly formal)
- 〜をお願いいたします (o onegai itashimasu) - "I humbly request ~" (very polite)
Using these patterns instead of more direct expressions shows respect and maintains professional communication.
Quick Quiz
Pronunciation Tips
Shutchō
Pay attention to the double consonant "tch" sound, which requires a brief pause between "shut" and "chō". The "ō" is a long vowel that should be sustained longer than a short "o".
Practice: shut-chō (しゅっ・ちょう) not shu-tcho (しゅ・っちょう)
Hiyō
Pronounce "hi" with a short, clear sound. The "yō" combines "y" with a long "o" sound, elongated slightly. Don't break it into separate syllables like "hi-yo-u".
Practice: hi-yō (ひ・よう) not hi-yo-u (ひ・よ・う)
Maebarai
"Mae" consists of two distinct sounds: "ma" followed by "e". "Barai" should flow with consistent rhythm: "ba-ra-i". The "r" sound is closer to an English "d" with a slight flick of the tongue.
Practice: ma-e-ba-ra-i (ま・え・ば・ら・い) with clear pronunciation of each syllable
Shinsei shimasu
The "shin" has a nasal "n" that should be pronounced clearly. "Sei" has a long "e" sound. "Shimasu" begins with a soft "sh" sound, not a hard "s". Maintain a consistent pitch until the final "su" which drops slightly in tone.
Practice: shin-sei-shi-ma-su with a slight drop in pitch on the final "su"
Pronunciation Tip: Practice saying this phrase with proper intonation by slightly dropping your pitch on the final です (desu). Japanese business speech typically has a more restrained, formal intonation pattern compared to casual conversation.
Cultural Context
Understanding the cultural context behind advance payment requests in Japanese business settings can help you navigate the process more effectively.
Japanese business culture places high value on thorough planning and preparation. Requesting advance payments demonstrates your foresight in anticipating expenses and handling financial matters responsibly. This reflects positively on your professional capabilities and organizational skills.
Corporate Japan typically maintains strict procedures for financial matters. Following the proper channels and forms for expense advances shows respect for established systems. The formal language of "申請します" (shinsei shimasu) acknowledges the official nature of the request rather than making it appear as a personal favor.
By applying for advances properly and with sufficient notice, you show consideration for the accounting department's workflow. This demonstrates your awareness of how your requests impact others, a highly valued trait in Japanese organizational culture where group harmony is important.
Receiving advance payments creates an expectation for proper accounting and timely settlement after your business trip. This responsibility reflects the trust-based nature of Japanese business relationships, where fulfilling obligations in a timely manner maintains your professional reputation.
Cultural Insight: In Japanese companies, financial procedures like advance payments are not just administrative tasks but reflections of broader cultural values around responsibility, planning, and mutual trust. Handling these processes correctly demonstrates your understanding of and respect for these values.
Quiz Answers
Practice Challenge
Practice using today's phrase and vocabulary by creating your own business conversations about advance payments for different situations. Include the following elements:
For each scenario, incorporate appropriate levels of formality, correct grammar structures, and proper expressions of gratitude to demonstrate cultural awareness.
Practice Tip: When practicing these phrases, pay particular attention to the rhythm and intonation patterns. Recording yourself and comparing with native speakers can help you develop more natural-sounding business Japanese.
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