When to Use Keigo
Keigo should be used based on social relationships, situations, and contexts. Understanding when to use keigo is as important as knowing the forms themselves. Use keigo to show respect to superiors, maintain professional distance, and navigate formal situations appropriately.
With boss: 部長がおっしゃいました (keigo)
"The director said"
With friend: 友達が言った (casual)
"My friend said"
Context determines usage
Based on Relationship
Superior to you
Boss/Manager: Use keigo
先生 (teacher): Use keigo
先輩 (senior): Use keigo
お客様 (customer): Use keigo
年上 (elders): Use keigo
Higher status requires respect
Equal or lower
同僚 (colleague): Polite form usually sufficient
後輩 (junior): Polite or casual
友達 (friend): Casual
家族 (family): Casual (except formal occasions)
Less formality needed
Workplace Situations
Always use keigo for
Speaking to superiors
部長、この資料をご覧になりますか。
"Director, will you look at this document?"
Speaking about superiors to others
部長がおっしゃっていました。
"The director was saying..."
Client/customer interactions
お客様がお待ちです。
"The customer is waiting."
When representing company
To external people
弊社の山田が参ります。
"Our Yamada will come." (humble)
Lower your company
Raise other company
Professional standard
Customer Service
Always use keigo
Retail: お客様、こちらでございます。
"Customer, it's this one."
Restaurant: ご注文をお伺いします。
"I'll take your order."
Hotel: お部屋へご案内いたします。
"I'll guide you to your room."
Service = keigo
Formal Situations
Use keigo in
Job interviews
Presentations
Ceremonies
First meetings
Official events
Business negotiations
Formal context = keigo
Age and Seniority
Generally use with
Significantly older people
Your seniors (先輩)
People you just met
Authority figures
Age/seniority → respect
Can be casual with
Close friends (same age)
Younger siblings
Close colleagues (after rapport)
Very casual settings
Relationship allows casual
When NOT to Use Keigo
Family at home
お母さん、ご飯食べた？
Unnatural with parents at home
お母さん、ご飯食べた？
Natural casual form
Home = casual usually
Close friends
Unnatural: 友達がいらっしゃった
Natural: 友達が来た
"Friend came"
Over-keigo creates distance
About yourself
Wrong: 私がいらっしゃる ⚠️
Correct: 私が行く/参る ✓
"I go"
Don't elevate yourself
Social Distance
First meeting
初めまして。田中と申します。
"Nice to meet you. I'm called Tanaka." (humble)
Start formal
Adjust based on cues
After building rapport
With colleagues:
Formal → Polite → Casual (over time)
With friends:
Can shift to casual faster
Relationship evolves
In-group vs Out-group
Talking to outsiders
About your boss to client:
部長の山田が参ります (humble)
"Our director Yamada will come"
Lower your in-group
Raise out-group
Internal communication
Within company to boss:
部長がおっしゃいました (respectful)
"The director said"
Maintain internal hierarchy
Written Communication
Emails to superiors
件名: 報告書について
部長、お疲れ様です。
資料をお送りいたします。
Use keigo in business emails
Formal documents
Reports
Applications
Official letters
Written formality = keigo
Service Industries
Always required
Restaurants
Hotels
Retail stores
Banks
Hospitals
Customer = superior
Always use keigo
Educational Settings
Students to teachers
先生、質問がございます。
"Teacher, I have a question."
Always use keigo
Shows respect
Teachers to students
Can use polite form
Less keigo required
But maintain dignity
Between Companies
Business meetings
お時間をいただき、ありがとうございます。
"Thank you for your time."
ご検討いただけますでしょうか。
"Could you consider it?"
Professional keigo essential
Public Speaking
Presentations
本日はお集まりいただき、
ありがとうございます。
"Thank you for gathering today."
Formal audience = keigo
When Visiting
Guest in home/office
Use polite language
Don't be too casual
Show respect as guest
お邪魔します
"Excuse me for intruding"
Telephone Calls
Business calls
お世話になっております。
"Thank you for your continued support."
Always use keigo
Can't see status
Be safe with formality
Online Communication
Business contexts
Emails: Use keigo
Slack/Teams: Polite minimum
With superiors: Full keigo
Context matters
Adjustment Over Time
Reading the room
Start formal
Observe others
Match their level
Don't shift too quickly
空気を読む (read the air)
Common Situations
Safe to use keigo
✓ Job interviews
✓ Meeting clients
✓ Speaking to strangers
✓ Formal events
✓ Service interactions
✓ Business emails
When in doubt, use keigo
Can be casual
✓ Close friends
✓ Family (usually)
✓ Peers after rapport
✓ Very informal settings
Clear casual relationship
Practice Scenarios
Basic
Meeting boss:
部長、おはようございます。
"Director, good morning."
Helping customer:
お客様、こちらへどうぞ。
"Customer, this way please."
With friend:
昨日、何した？
"What did you do yesterday?"
Intermediate
ビジネスミーティング:
本日はお忙しいところお時間を
いただき、誠にありがとうございます。
弊社の新しい企画についてご説明
させていただきます。
"Business meeting:
Thank you very much for your time today
despite being busy. I will explain
about our company's new project."
同僚との会話:
昨日の会議、どうだった？
部長、何かおっしゃってた？
"Conversation with colleague:
How was yesterday's meeting?
Did the director say anything?"