Communication Skills

Business Dinners And Lunches Etiquette




1. General Etiquette for Business Lunches and Dinners

A. Preparation

  1. Know the Purpose:

  2. Clarify the goals of the meeting: networking, pitching, celebrating, or relationship building.

  3. Choose the Right Venue:

  4. Select a location with a professional yet comfortable ambiance.

  5. Ensure it caters to dietary needs (e.g., vegetarian, gluten-free).

  6. Confirm the Details:

  7. Confirm time, location, and attendees ahead of time.

  8. Dress Appropriately:

  9. Match the venue and occasion:

    • Lunch: Business casual.
    • Dinner: Business formal if in an upscale setting.

  10. Arrive Early:

  11. Arrive 10–15 minutes early to greet guests and settle any arrangements (e.g., payment).

B. During the Meal

  1. Start with Small Talk:

  2. Begin with light topics (e.g., travel, current events) before transitioning to business.

  3. Be Mindful of Table Manners:

  4. Wait for everyone to be served before eating.
  5. Keep elbows off the table and sit up straight.

  6. Use utensils properly: Start from the outside and work inward.

  7. Order Appropriately:

  8. Choose easy-to-eat, moderately priced dishes. Avoid messy foods (e.g., spaghetti, ribs).

  9. Follow the host’s lead if you’re unsure.

  10. Focus on the Guest:

  11. Give them your full attention—make eye contact, listen actively, and avoid checking your phone.

  12. Balance Business and Social Talk:

  13. Gradually introduce business topics, ensuring the conversation remains natural.

  14. Handle the Check Discreetly:

  15. If you’re the host:
    • Inform the server ahead of time that you’ll be paying.
    • Tip appropriately (15–20% in most countries).

C. Handling Difficult Situations

  1. Awkward Silences:

  2. Prepare open-ended questions to spark conversation:

    • “What’s been your most exciting project this year?”

  3. Dietary Restrictions:

  4. If a guest mentions restrictions, suggest adaptable menu options.

  5. Mistakes with Utensils or Food:

  6. Stay calm and laugh it off if you drop something or make a minor faux pas.

  7. Unruly Guests or Disagreements:

  8. Defuse tension by redirecting the conversation to neutral topics.

D. After the Meal

  1. End with Gratitude:

  2. Thank attendees for their time and insights.

  3. Follow Up Promptly:

  4. Send a thank-you email or message summarizing key takeaways and next steps.

2. Key Do’s and Don’ts for Business Dining

Do’s

  1. Do Practice Good Hygiene:
  2. Wash your hands before the meal.
  3. Do Keep the Table Clean:
  4. Avoid leaving wrappers, papers, or belongings on the table.
  5. Do Wait Before Discussing Business:
  6. Ease into business topics after initial pleasantries.
  7. Do Use Napkins Properly:
  8. Place your napkin on your lap and use it to dab (not wipe) your mouth.
  9. Do Respect Time:
  10. Keep the meal within the agreed-upon timeframe.

Don’ts

  1. Don’t Use Your Phone:
  2. Keep your phone on silent and out of sight.
  3. Don’t Overdrink:
  4. Limit alcohol to one drink, or none if others are abstaining.
  5. Don’t Order the Most Expensive Item:
  6. Unless the host suggests it.
  7. Don’t Talk with Your Mouth Full:
  8. Wait until you’ve finished chewing to speak.
  9. Don’t Argue Over the Check:
  10. If someone insists on paying, graciously accept.

3. Examples of Business Dining Situations

Scenario 1: Hosting a Client Lunch

  1. Preparation:
  2. Choose a restaurant near the client’s office and confirm dietary preferences.
  3. During the Meal:
  4. Start with casual conversation before discussing business.
  5. Example: “How’s your team adjusting to the new software?”
  6. Closing:
  7. Summarize agreements and next steps before thanking them for their time.

Scenario 2: Networking Dinner

  1. Preparation:
  2. Research attendees and prepare questions about their work or industry.
  3. During the Meal:
  4. Balance listening and sharing insights about your own experience.
  5. Example: “What do you see as the biggest trend in your field right now?”
  6. Follow-Up:
  7. Connect with attendees on LinkedIn or send a follow-up email within 24–48 hours.

Scenario 3: Celebratory Team Dinner

  1. Preparation:
  2. Book a venue that accommodates the team’s size and dietary needs.
  3. During the Meal:
  4. Focus on appreciation and team bonding rather than formal business topics.
  5. Example: “Let’s toast to everyone’s hard work on this project!”

4. Practical Tips for Specific Cultures

  1. United States:

  2. Tipping is customary (15–20%), and casual conversation often precedes business topics.

  3. Japan:

  4. Avoid pouring your own drink; pour for others, and they will reciprocate.

  5. France:

  6. Business is rarely discussed during meals; expect it to happen afterward over coffee.

  7. India:

  8. Use your right hand for eating, even if utensils are provided.

  9. Middle East:

  10. Refrain from discussing sensitive topics such as politics or religion during meals.

5. Sample Follow-Up Email Template

Subject: Thank You for Today’s Lunch/Dinner

Hi [Name],

I wanted to thank you for joining me for [lunch/dinner] today. It was a pleasure discussing [specific topic, e.g., your team’s recent success] and learning more about [specific insight they shared].

As discussed, I’ll [recap action items or next steps, e.g., “send over the updated proposal by Friday”]. Please let me know if there’s anything else you’d like me to include.

Looking forward to staying connected!

Best regards,
[Your Name]

6. Tools for Planning Business Meals?

  1. Restaurant Reservation Apps:

  2. OpenTable, Resy, or Zomato for booking venues.

  3. Expense Tracking:

  4. Expensify or SAP Concur for managing meal expenses.

  5. Dietary Restriction Tools:

  6. AllEars or FoodAllergyBuddy for navigating dietary needs.
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