Vietnam business etiquette for first meetings

Vietnam business etiquette starts with respect. In a first meeting, greet the most senior person first, use names and titles with care, and arrive on time. Small gestures show you take the relationship seriously. This guide covers greetings, names, business cards, punctuality and a few habits that help in the room.

Source: editorial summary of the sources listed at the end.

Why respect and rank matter

Many Vietnamese families and workplaces are organised around age and position. Cultural reference works describe kinship as important in Vietnam, and they say that children are not expected to disagree with their elders. Researchers who study culture use the term power distance for how far people accept that power is unequal. Hofstede's cultural dimensions framework defines it in this way.

You do not need to study theory. The practical lesson is simple. Show respect to older people and senior people. Let them speak first, sit first and start the meal first. Do not joke about rank or contradict a senior person in front of their team.

Source: Culture of Vietnam (kinship and respect for elders, as the article stood in September 2016); Hofstede's cultural dimensions theory (definition of power distance).

Greetings and first impressions

A handshake is normal in business. Wait for the senior person to offer a hand, and keep your grip light. Some people, and many women, may prefer a nod and a smile. Follow their lead.

Greet the most senior person first, then move down the table. If you are the visitor, you may be introduced by a go-between. Let the introduction happen. It helps build trust.

Dress neatly. A dark suit or smart shirt and trousers work for most first meetings. The climate is hot, so bring a spare shirt if you travel between meetings.

Source: editorial guidance based on common practice among business visitors to Vietnam.

Names and titles

Vietnamese names usually have three parts, with the family name first. Nguyen is the most common family name. In daily speech, people are called by their given name, which comes last, with a title in front. For example, a man named Nguyen Van Minh is often addressed as "Mr. Minh."

Using the family name alone, as in "Mr. Nguyen," is the usual mistake. When you are unsure, ask: "How should I address you?" Include any professional title, such as Director or Doctor, when you speak to someone formally.

Write names in full on your meeting notes. Check the spelling and the order of the name before you send any email.

Source: Vietnamese name (Wikipedia), the section on forms of address.

Business cards

Bring plenty of cards. Offer yours with both hands, with the text facing the person who receives it. Take the other person's card with both hands too. Read it for a moment before you put it away.

Do not write on a card in front of the giver, and do not stuff it in a back pocket. Set it on the table near you for the whole meeting, or keep it in a card holder. If you can, have one side of your card printed in Vietnamese. It is a courtesy that people notice.

Source: editorial guidance based on common practice among business visitors to Vietnam.

Punctuality, tea and the meeting itself

Arrive on time, or a few minutes early. Traffic in Ho Chi Minh City and Hanoi can be slow, so leave extra time. If you will be late, call ahead.

The first meeting is often about getting to know each other. Expect tea and small talk before business. Do not rush to a contract or a hard sell. Questions about your family or your journey are friendly, not rude.

Decisions may take time and may be made by senior people after the meeting. A "yes" can mean "I hear you" rather than "I agree." Follow up in writing the next day, thank your hosts and confirm what was discussed.

If a gift is offered, accept it with both hands. Giving something small from your own country in return is a good habit. This is general information on social custom, not legal advice. Check any company rules on gifts before you give or accept one.

Source: editorial guidance based on common practice among business visitors to Vietnam.

A short checklist

Greet the senior person first. Ask how to address each person. Use both hands with cards. Arrive on time. Spend time on the relationship. Write to confirm. Each of these takes little effort, and together they set a respectful tone for a first meeting.

Sources

Culture of Vietnam, en.wikipedia.org/wiki/Culture_of_Vietnam. Hofstede's cultural dimensions theory, en.wikipedia.org/wiki/Hofstede%27s_cultural_dimensions_theory. Vietnamese name, en.wikipedia.org/wiki/Vietnamese_name. Practical etiquette points are editorial guidance drawn from common practice and are not attributed to a single source.