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What’s This About
Business etiquette for men comes down to courtesy, preparation and reliability: introduce people clearly, be on time, give meetings your full attention, communicate clearly and dress for the setting.
This guide sets out 25 practical rules, such as:
introductions, handshakes and first impressions
punctuality and preparing for meetings
in-person, video and hybrid meeting conduct
email, phone calls, dining, networking, events and gifts
dress, grooming, workspace and professional boundaries
and many more!
Customs differ between countries, industries and employers, so treat these rules as a sound default and follow local practice where it differs.
Key Points
01Good etiquette shows respect for other people’s time and attention, which is why punctuality, preparation and putting devices away matter so much.
02Introduce people clearly, usually naming the more senior person first, and use first names only once invited where the culture is formal.
03Meetings, emails and calls should be clear, prepared and followed up promptly.
04Dress codes, gift rules and hospitality limits are set by your employer and the host, so check the policy before you act.
Etiquette is a set of habits that make working with other people easier: being on time, giving others your attention, communicating clearly and showing respect.
The rules below describe common business practice in the United States and Britain; customs vary between countries, industries and companies, so adapt them to the people you work with.
These rules are practical defaults rather than guarantees, but they help you make a considerate, reliable impression in most professional settings.
Introductions and First Impressions
Rule 1. Introductions
Stand when you are introduced or when you introduce others, and in formal settings name the more senior person first, followed by the person you are introducing, with a short detail about each.
Why It Matters
A clear introduction shows courtesy to both people and gives them something to talk about.
How to Do It
Stand up fully if you are seated and able to
Address the more senior person first, for example: “Ms Patel, may I introduce David Mitchell, who has just joined us as head of digital projects.”
Make eye contact and speak clearly
Mention one relevant detail about each person
Avoid
Staying seated without reason during an introduction
Using first names in a formal setting before you are invited to
Rushing or mumbling names
Rule 2. Handshakes
In countries where handshakes are customary, offer a firm but not crushing handshake with eye contact and a smile, lasting a moment or two.
Why It Matters
A handshake is usually the first physical greeting, and an awkward one can distract from the conversation.
How to Do It
Offer your right hand, with your palm dry
Meet the other person’s hand fully, web to web
Use moderate, comfortable pressure and one or two shakes
Make eye contact and smile
Follow the other person’s lead where customs differ, for example a bow or no physical greeting
Avoid
A limp or crushing grip
Looking away during the greeting
Keeping your other hand in your pocket
Rule 3. Standing to Greet
Stand to greet visitors who come to your desk or office, and in meetings wait for the host or the most senior person to sit before you do.
Why It Matters
Standing acknowledges someone’s arrival and shows you are giving them your attention.
How to Do It
Rise when a visitor or client arrives
Step away from your desk if there is room
Remain standing until you are invited to sit or others sit
Avoid
A half-hearted rise while still looking at your screen
Sitting before your host or guests in a formal meeting
Rule 4. Punctuality
Arrive a few minutes early for meetings and interviews, and earlier still when you are hosting.
Why It Matters
Punctuality shows respect for other people’s time and lets you start the meeting ready.
How to Do It
Plan your journey with time to spare
Join video calls a few minutes early to check your connection
Arrive early enough to set up the room when you host
Tell people as soon as you know you will be late, with a realistic arrival time
Avoid
Walking in after the meeting has started without letting anyone know
Scheduling meetings back to back with no time to travel or prepare
Rule 5. Eye Contact and Body Language
Use natural eye contact, an open posture and calm gestures so you look engaged and at ease.
Why It Matters
Body language shapes how attentive and confident you seem, alongside what you say.
How to Do It
Make regular eye contact without staring
Face the person you are speaking with
Keep your posture upright but relaxed
Keep gestures calm and open
Avoid
Looking over someone’s shoulder while they are talking
Fidgeting or checking your phone
An aggressive forward lean
Meetings and Communication
Rule 6. Meeting Preparation
Read the agenda and papers before the meeting and arrive with your notes and questions ready.
Why It Matters
Preparation keeps meetings short and useful and shows you value others’ time.
How to Do It
Review materials in good time, ideally the day before
Prepare a few relevant questions or points
Find out about unfamiliar participants or topics
Bring what you need, such as documents or a charged laptop
Avoid
Reading the papers for the first time in the meeting
Asking questions the pre-read already answers
Rule 7. Phones and Devices
Silence your phone and keep it out of sight during meetings and conversations unless you need it for the meeting.
Why It Matters
A visible or buzzing phone suggests your attention is elsewhere.
How to Do It
Silence devices before you walk in
Use a laptop only for meeting tasks
Tell the chair in advance if you are expecting an urgent call
Avoid
Checking messages during conversations
Leaving notifications audible
Putting your phone on the table at meals
Rule 8. Video Call Conduct
Treat a video meeting with the same attention as an in-person meeting.
Why It Matters
On camera, small distractions are easy to see, and poor audio makes it hard for others to follow.
How to Do It
Mute when you are not speaking
Look at the camera when you speak
Use the raise-hand feature or wait for a pause before speaking
Avoid
Eating on camera
Visibly working on something else
Rule 9. Speaking in Meetings
Speak clearly and concisely, let others finish and share the discussion.
Why It Matters
Clear, considerate speaking helps decisions get made and encourages others to contribute.
How to Do It
Speak at a measured pace and loud enough for the room
Keep points short and relevant
Allow for language and cultural differences
Avoid
Interrupting or talking over others
Dominating the discussion
Rule 10. Notes and Follow-Up
Note decisions, actions and deadlines, and follow up promptly.
Why It Matters
Good notes prevent misunderstandings and missed commitments.
How to Do It
Record decisions, owners and deadlines
Review your notes soon after the meeting
Send agreed actions to the people who need them
Avoid
Relying on memory alone
Sharing confidential notes with people outside the meeting
Meeting Formats and Correspondence
Rule 11. In-Person Meetings
Take a seat that suits your role, keep your materials tidy and stay engaged until the meeting closes.
Why It Matters
How you behave in a meeting shows colleagues and clients how you work.
How to Do It
Sit near the chair if you are presenting
Keep your papers and laptop within your own space
Contribute when you have something useful to add
Avoid
Side conversations
Packing up before the chair closes the meeting
Rule 12. Video Call Set-Up
Prepare your camera, sound, lighting, background and clothes before a video meeting.
Why It Matters
A clear picture and sound let people focus on what you say.
How to Do It
Test your camera and microphone a few minutes before
Put the camera at eye level with light in front of you
Choose a tidy or neutral background, or a company-approved virtual one
Dress as you would for an in-person meeting with the same people
Avoid
Joining from a bed or a moving car
A distracting background
Rule 13. Hybrid Meetings
When some people are in the room and others are remote, make sure everyone can follow and contribute.
Why It Matters
Remote participants can easily be left out of the conversation.
How to Do It
Repeat questions from the room for remote participants
Watch for raised hands and chat messages
Position cameras and microphones so remote participants can see and hear the speakers
Avoid
Side conversations in the room
Forgetting to check that remote participants understood
Rule 14. Email
Write clear, polite emails with an informative subject line, a clear request and an appropriate greeting.
Why It Matters
Emails are a lasting record, and unclear ones create extra work.
How to Do It
Use a subject line that says what the email is about
Keep a professional tone, even when you know the recipient well
State any action you need and when you need it
Reply within your organisation’s usual time frame, or acknowledge the email if a full answer will take longer
Avoid
Writing in capital letters or overusing exclamation marks
Blank subject lines
Forwarding confidential material without permission
Rule 15. Phone Calls
Answer promptly, speak clearly and give the caller your full attention.
Why It Matters
A phone call is often someone’s first direct contact with you.
How to Do It
Answer with your name and, where relevant, your company
Speak clearly and at a comfortable pace
Return calls promptly, ideally the same or next working day
Keep voicemails short and include your number
Avoid
Eating during a call
Putting someone on speaker without telling them
Answering other messages during the call
Business Social Etiquette
Rule 16. Business Dining
Follow your host’s lead, keep the conversation balanced and mind your table manners.
Why It Matters
Business meals mix work and hospitality, and good manners help both go smoothly.
How to Do It
Place your napkin on your lap when you sit
Wait until everyone is served, or the host begins, before you start
Pace your meal with the table
Signal that you have finished by placing your knife and fork together on the plate
Follow the host’s lead on alcohol and drink moderately if at all
Thank the host before you leave
Avoid
Reaching across the table
Using your phone during the meal
Talking with your mouth full
For what to wear, see our guide to dressing for a business dinner.
Rule 17. Networking
Approach networking as a chance to learn about people, and follow up afterwards.
Why It Matters
Professional relationships are built over many short conversations.
How to Do It
Introduce yourself clearly with your name and role
Listen more than you speak and ask questions
Exchange contact details where there is a reason to stay in touch
Follow up within a few days
Avoid
Monopolising one person
Collecting cards without a conversation
Rule 18. Events
Reply to invitations promptly, follow the dress code and thank your hosts.
Why It Matters
Work events are social, but colleagues and clients still notice how you behave.
How to Do It
Confirm whether you will attend
Check the dress code and the start time
Greet the hosts and organisers
Thank the hosts before you leave
Avoid
Drinking too much
Posting photos of others without permission
Rule 19. Corporate Hospitality
Accept or offer hospitality within your company’s policy and use it to build relationships, not to pressure them.
Why It Matters
Hospitality can strengthen relationships, but it is also covered by company rules and, in some sectors, by law.
How to Do It
Check your company’s hospitality policy first
Arrive on time and thank your host
Remember the names and roles of the people you meet
Avoid
Exceeding policy limits
Discussing confidential matters in public settings
Bringing uninvited guests
Rule 20. Gifts
Give and accept gifts within your company’s policy, and consider cultural expectations.
Why It Matters
Gifts can show appreciation, but inappropriate ones can create obligations or ethical concerns.
How to Do It
Check your company’s gift policy and any limits
Learn the customs of the person’s culture
Choose modest, thoughtful gifts
Avoid
Gifts above policy limits
Cash or cash equivalents
Overly personal gifts
Appearance and Personal Conduct
Rule 21. Professional Dress
Follow your employer’s dress code and any instructions for a particular meeting or event, and keep your clothes suited to the setting.
Why It Matters
Clothes are among the first details people notice, and clothes that suit the setting let the conversation focus on your work.
Dress codes differ between employers, so the written policy or the host’s instructions are the reference, not a universal rule.
How to Do It
Keep a small core of business garments that suit your workplace’s code
Choose suits, where your code asks for them, in conventional colours such as navy, charcoal or grey; black is also acceptable
Make sure garments fit comfortably and have simple alterations done where needed
Keep shoes clean and polished, and repair worn heels
Keep shirts clean and pressed; air and brush wool suits between wears, and press them only when they need it, following the care label
Keep accessories simple, such as a watch and belt buckle in similar metals if you like that look
Have options for hot and cold weather that still meet your code
Avoid
Creased or stained clothing
Large logos in formal business settings
Letting fashion trends override your workplace’s code
Scuffed or unpolished shoes
Ignoring the dress code stated for a meeting or event
Ignoring the weather when planning what to wear
For more detail, see our guides to business professional attire and business casual.
Rule 22. Grooming
Keep your grooming tidy and considerate of the people you work with.
Why It Matters
Tidy grooming makes shared spaces more comfortable and complements your clothes.
How to Do It
Keep your hair tidy in whatever style or length you wear it
Keep a beard or moustache trimmed if you have one, or shave neatly if you prefer
Keep nails clean and trimmed
If you wear fragrance, keep it light
Look after oral hygiene through the day
Avoid
Strong fragrance in shared spaces
Neglecting oral hygiene
Untidy hair or facial hair
Rule 23. Workspace
Keep your desk and shared spaces tidy and secure.
Why It Matters
A tidy workspace helps you find papers quickly, protects confidential papers and respects colleagues who share the space.
How to Do It
Clear your desk at the end of the day
File or lock away documents
Keep personal belongings to a modest amount
Avoid
Leaving confidential documents in view
Taking over shared spaces
Rule 24. Professional Boundaries
Be friendly with colleagues while keeping personal matters, language and social media appropriate for work.
Why It Matters
Clear boundaries protect relationships and reputations on all sides.
How to Do It
Keep language professional
Think before connecting with colleagues on personal social media
Respect your company’s reporting lines and policies
Avoid
Oversharing personal information
Gossiping about colleagues
Rule 25. Composure
Stay calm and courteous, especially under pressure.
Why It Matters
People trust colleagues who stay composed and considerate when plans go wrong.
How to Do It
Pause before responding when you are frustrated
Speak in a measured tone
Raise problems privately and constructively
Avoid
Losing your temper in public
Criticising colleagues in front of others
Conclusion
These 25 rules come down to a few habits: respect people’s time, give them your attention, communicate clearly and follow the rules your employer and hosts set.
Practised consistently, they make working with you easier and more pleasant for colleagues and clients.
Styling Beyond Etiquette
Knowing how to behave is one side of a professional impression, and The VOU offers optional tools if you would like to go further with your appearance.
Take our three quizzes: the body shape quiz for men, the seasonal colour quiz for men and the fashion style quiz for men.
Our styling services for men are paid consultations; the shop page lists what each one includes.
You can also read about The VOU’s image consultants and stylists.
Mandy Meyer’s focus at The VOU is men’s body-shape styling, garment fit and outfit proportions. Her coverage addresses the practical questions behind a wardrobe choice: how a jacket sits across the shoulders, how trousers fall and how different cuts change the silhouette a wearer wants to create.
Her subject areas include the triangle, inverted triangle, rectangle, oval, trapezoid, hourglass and diamond labels used in body-shape styling. These provide starting references for comparing visible proportions; they do not capture every body or prescribe one correct way to dress. The focus connects those observations with garment shape, construction, length and the relationship between the upper and lower parts of an outfit.
Mandy’s editorial coverage combines visual comparisons with fit checks for comfort and movement. Readers can consider whether a cut gives them the room they need, where clothing pulls or gathers and which changes might support their preferred look. The aim is to make menswear choices more understandable while keeping personal preferences and the wearer’s own styling goals central.