Business Trip to China: First Timer Guide (2025)

Your company is sending you to China. Or you're meeting Chinese partners for the first time. Either way, business travel to China requires specific preparation that leisure travel doesn't.

This guide covers what business travelers specifically need to know.

Before You Go

Visa

Business visitors need an M visa (commercial/trade) or an F visa (exchange/visits):

M visa: For business meetings, trade fairs, negotiations F visa: For visits, exchanges, non-commercial activities

Required documents typically include:

• Invitation letter from Chinese company
• Company letter explaining trip purpose
• Flight and hotel bookings
• Passport with 6+ months validity
• Visa application form

Processing time: 4-7 business days (regular), 2-3 days (expedited)

Note: Some nationalities now qualify for visa-free short stays. Check current policy.

VPN: Critical for Business

This cannot be overstated: Gmail, Google Drive, Slack, WhatsApp, Zoom—all blocked in China.

Before departure:

1. Subscribe to a reliable VPN (ExpressVPN, Astrill)
2. Install on all devices
3. Test it works
4. Download offline files you'll need

Plan for VPN failures:

• Have company email forwarded to non-Google address
• Use Microsoft products when possible (usually work better)
• Establish WeChat contact with colleagues who can relay urgent messages

Setting Up WeChat

WeChat is essential for business in China:

• Everyone uses it
• It's how you'll communicate with Chinese contacts
• Sharing contacts = exchanging WeChat IDs
• Some meetings arranged via WeChat

Setup before arrival:

1. Download WeChat
2. Register and verify
3. Add company logo/professional photo
4. Be ready to scan QR codes

Business Cards

Still important in China. Bring plenty.

Etiquette:

• Present with both hands
• Receive with both hands
• Look at the card (don't pocket immediately)
• Place on table during meeting
• Don't write on received cards
• Consider cards with Chinese on reverse side

Connectivity While There

Mobile Phone

Options:

1. International roaming: Expensive but easy; some carriers bypass firewall
2. Chinese SIM: Cheaper, need passport to buy
3. eSIM: Convenient, some bypass firewall
4. Pocket WiFi: Rent at airport, some include VPN

Recommendation: Get eSIM with VPN capability or reliable roaming.

Hotel WiFi

• International business hotels have good WiFi
• Still subject to firewall (VPN needed)
• Speed varies
• Some hotels have business center backup

Data on the Go

You'll need data for:

• Didi (ride-hailing)
• Maps (Baidu or Apple)
• Translation apps
• WeChat communication
• Email (via VPN)

Business Meetings

Scheduling

What to expect:

• Meetings may be scheduled quickly
• Or take multiple follow-ups to confirm
• Be flexible with timing
• Confirm 24 hours before

Timing considerations:

• Avoid Monday mornings (internal meetings)
• Lunch meetings less common than West
• After-work dinners more common

Punctuality

Be on time. Chinese business culture values punctuality.

Arrive 10-15 minutes early. Being late is disrespectful.

Meeting Room Dynamics

Seating:

• Host typically faces the door
• Senior people sit in middle positions
• Don't sit until directed

Business card exchange:

• Happens at start
• Senior person first
• Use both hands

Introductions:

• Titles matter—use them
• Senior person introduced first
• Small talk before business is normal

Conversation Tips

Do:

• Prepare thoroughly (shows respect)
• Use interpreters if needed (even if they speak English)
• Ask questions (shows interest)
• Express appreciation for the meeting
• Reference long-term relationship potential

Don't:

• Rush to the point
• Interrupt
• Criticize publicly
• Make people lose face
• Expect immediate decisions

Decision-Making

Understand:

• Decisions often made by consensus
• Senior approval may be needed after meeting
• "We'll consider it" may mean no
• Multiple meetings are normal for big decisions
• Relationship-building is part of the process

Business Dining

The Business Dinner

Dinners are where deals often progress:

• Expect to be invited to dinner
• Or host a dinner yourself
• Alcohol often involved (can decline politely)
• Multiple courses, lots of food
• Relationship-building opportunity

Seating at Dinner

• Host faces the door
• Guest of honor to host's right
• Don't sit until directed
• Don't start eating until host starts

Drinking Culture

Toasting (干杯 gānbēi):

• Means "bottoms up"
• May happen frequently
• Usually with baijiu (strong liquor) or beer
• Can toast with tea or juice if you don't drink

Declining alcohol:

• "I'm on medication" works well
• "Doctor's orders" is respected
• Having a "designated drinker" colleague is acceptable
• Don't make a big deal about it

Paying

Who pays:

• Host pays (whoever invited)
• Fight over the bill is common (show effort to pay)
• Graciously accept if they insist
• Reciprocate hospitality next time

Gift Giving

When to Give

• First meeting: Optional but appreciated
• Building relationship: Helpful
• After hospitality: Expected reciprocation

Good Gifts

• Quality items from your home country
• Company-branded items (premium only)
• Whiskey or wine (for drinkers)
• Food items from your region
• Practical, quality items

Bad Gifts

• Clocks (sounds like "death" in Chinese)
• Umbrellas (sounds like "breaking up")
• Sharp objects (symbolize cutting ties)
• Anything in sets of 4 (unlucky number)
• Cheap or tacky items

Presentation

• Present with both hands
• Gift may be declined initially (polite refusal)
• Insist gently
• Gifts usually opened later, not in front of you

Practical Logistics

Hotels

Stay at:

• International chains (Marriott, Hilton, Hyatt)
• Business hotels with good WiFi
• Near your meeting locations
• With business center facilities

What to request:

• Non-smoking room (if preferred)
• High-floor room (better air)
• Western breakfast available
• Airport shuttle

Transportation

Getting around:

• Didi (Chinese Uber) for most trips
• Hotel can arrange cars
• Metro for some cities
• Don't rent a car (foreign licenses not valid)

To meetings:

• Allow extra time
• Traffic can be severe
• Have address in Chinese characters
• Hotel concierge can help communicate with drivers

Working While There

Time zone challenges:

• China is GMT+8
• No daylight saving time
• Plan calls with home office carefully
• Let colleagues know your availability

Working spaces:

• Hotel business centers
• Some cafes (Starbucks reliable)
• WeWork locations in major cities
• Client offices

Key Business Cities

Beijing

• Political center
• State-owned enterprises
• Government relations
• More formal business culture

Shanghai

• Financial and commercial hub
• International business center
• More Western business styles
• Diverse industry presence

Shenzhen

• Tech capital
• Hardware manufacturing
• Startup scene
• Younger, faster business culture

Guangzhou

• Trade and manufacturing
• Canton Fair location
• Export-oriented businesses
• Southern business culture

Common Challenges

Language Barrier

• Many businesspeople speak English (varying levels)
• Technical discussions may need interpreters
• Written English often better than spoken
• Bring professional interpreter for important negotiations

Different Business Pace

• Relationships before transactions
• Multiple meetings for big decisions
• "Yes" may mean "I hear you" not agreement
• Patience is essential

Follow-Up

• Add contacts on WeChat immediately
• Send thank-you message same day
• Follow up on commitments promptly
• Maintain regular contact

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Business Trip Checklist

Documents:

• Passport (6+ months validity)
• Business visa
• Invitation letter copies
• Business cards (50+)
• Company materials (translated if possible)

Technology:

• VPN installed and tested
• WeChat set up
• Offline documents downloaded
• Translation app
• Power adapter

Gifts:

• Appropriate gifts for hosts
• Nothing on "bad gifts" list
• Quality wrapping

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Need to prepare for business in China? The China Survival Kit includes business etiquette guides, communication tools, and connectivity solutions.