Business Card Etiquette & Protocol

Having business etiquette knowledge allows you to feel comfortable when dealing with friends, colleagues, customers, or prospective clients. Knowing what to do and say in the right places at the right times will help you establish and forge relationships, whilst open up new lines of communication.

Demonstrating proper business etiquette is a means of presenting yourself as best you can. One aspect of etiquette that is of great importance is the exchange of business cards. Business cards are another extension of who you are and what you represent. Below are some tips and advice to keep in mind when exchanging business cards.

Business Card Exchange

In Preparation

Your business card represents you. It should be in good shape, current, clean and never soiled or tattered.
Carry your cards in a leather or metal card case so they are protected from being bent and from corners being torn. This helps your cards remain in good condition and presents an image of organization and professionalism.
Before departing for an event, place your cards in an easily accessible pocket or in your brief case. Also, be sure to have a good supply of cards on hand also. Searching your pockets for your card is embarrassing, but running out just prior to be being introduced to an important client is even worse.
Have two cards ready to distribute when you visit an office. When meeting with a new client at their office location, present your business card to the receptionist. This will help him or her announce your arrival. A receptionist or executive assistant often plays the role of “gatekeeper,” so this also helps portray a positive image with him or her as well. Give the second to the person you are meeting.

General Protocol

Present your card so the print faces the recipient. This way, when they receive it, they can read it without having to turn it around.
The protocol of exchanging business cards should normally follow that of the handshake.
When receiving a card, take a moment and read/study it. A person’s card represents him/her, so never receive it and stuff it in your pocket. Having it out during conversation allows you to refer back to it while in conversation in case his/her name slipped your mind. Once you walk away, you may put it in your jacket pocket.
Never just stuff the business card in your pocket, particularly your back pocket, which is paramount to throwing it in the rubbish.

Etiquette

Junior executives, do not ask for a card from a senior executive. Usually the senior or higher-ranking person starts the process. It is impolite to ask for the card of someone higher in rank than you are. Let the senior executive request your card and only then should you present it.
If one person asks for a business card, the other should offer his or hers in return. Not doing so is considered rude.
During an office visit if the host does not offer a card, as the guest, you can request one before leaving. If cards are in a holder, ask first before taking one.
Never write on a person’s business card in their presence. Writing notes about the person who gave you a card is very helpful, e.g. the date you met them, the occasion, and any follow-up, but do not do this while talking with the individual.

At Events

Do not pass your cards out like you are advertising an upcoming event. Handing out your card erratically will appear aggressive. Never force your card upon anyone early in the conversation.
While attending a social function as someone’s home, and a business opportunity presents itself, it is acceptable to exchange business cards. However, it should be done discreetly in this setting. Never produce a card during a private luncheon or dinner where you run the risk of your host seeing the exchange.
Don’t hand out your card during a meal; wait until it’s over.