Business meals can be challenging, especially when it comes to understanding all the rules and expectations. Whether it’s the dress code, business etiquette, or tax aspects, we’ve summarized the most important FAQs for you here so you can shine at your next business lunch or dinner.
Business lunches: what to know
How much can I write off for business lunches
One of the most common questions about business lunches is how much of the cost can be deducted for tax purposes. In most countries, you can generally deduct 50% of the costs. However, it’s important to check your country’s specific regulations, as these can vary. Detailed receipts are often required, documenting the date, location, attendees, and business purpose of the meal. Some countries also set caps on deductible expenses.
How to write off business lunches
To deduct the cost of a business lunch, you must keep the receipts carefully and document the business purpose of the meal. This includes the name of the attendee(s), the date, the location, and the topic discussed. Often, a brief note on the receipt is sufficient to capture this information.
Additionally, it’s important to know and follow your company’s specific guidelines, as these may include additional requirements or procedures. This ensures all expenses are correctly recorded and easily claimed for tax purposes.
Are lunches a business expense?
Yes, lunches can be deducted as a business expense as long as they serve a business purpose. Such purposes can include meetings with clients, team meetings, or discussions with business partners. It’s important that the costs are reasonable and necessary, and that the business purpose is documented.
A business dinner made simple
What to wear to a business dinner
This largely depends on the context. If it’s a formal dinner, a suit or dress is appropriate. For a more casual business dinner, business casual attire is acceptable: here you have a bit more freedom, but you should still choose professional clothing. Neat trousers or a skirt and a nice shirt or blouse are ideal. Avoid overly casual clothing like jeans or T-shirts.
Which language style should be appropriate for the given situation? Dinner with business clients
When dining with business clients, it’s important to maintain a professional and respectful tone. Proper address plays a big role. In many professional contexts, formal address (“Sie” in German) is preferred, especially with new business contacts or in conservative industries. Formal address shows respect and professionalism. If you’re unsure whether to use “du” or “Sie,” stick with the formal address until your counterpart offers a more relaxed form.
Small talk is often welcome and can help break the ice and create a pleasant atmosphere. Topics like the weather, sports, culture, or travel are generally safe and can help build a connection. However, avoid controversial topics like politics or religion, as these can quickly lead to disagreements.
Be attentive during the conversation and actively listen. This shows your counterpart that you are genuinely interested and respect what they have to say. Active listening means not only hearing the words but also paying attention to body language and tone. Ask interested questions that show you care about the person and their views.
Business meals: what to keep in mind
1. Arrive early or on time
Punctuality is crucial for business meals. By arriving early or on time, you show respect for the time the other participants are giving you. This leaves a positive first impression and signals professionalism and reliability. Additionally, arriving early gives you the opportunity to mentally prepare for the upcoming conversation and possibly choose a suitable seat.
2. Be polite but be yourself
During a business meal, it’s important to be polite and respectful while remaining authentic. Authenticity builds trust and facilitates communication. Be friendly and attentive, but don’t try to be someone you’re not. People appreciate honesty and openness, and this can help build stronger professional relationships.
3. Find ways to connect with colleagues or business partners
A business meal offers a great opportunity to connect with colleagues or business partners. Conversations about shared interests or experiences can create a relaxed atmosphere and help build a personal relationship. These connections can be beneficial in the long term as they promote cooperation and mutual understanding.
4. Stay off your cell phone as much as possible
During a business meal, it’s important to keep your phone out of sight as much as possible. This shows respect and focus on the conversation and the people present. Constantly checking your phone can be seen as rude and inattentive. By putting your phone away, you signal that the meeting and the people you’re with deserve your full attention.
5. Try not to overeat to avoid afternoon lull
A common problem at business meals is the afternoon slump caused by large portions. To avoid this, try not to eat too much. A lighter meal helps you stay alert and focused, which is especially beneficial during important conversations and negotiations. Make sure to choose balanced and healthy options to maintain your energy and concentration. You should also avoid consuming alcohol.
Business dinners and business lunches made easy
By following these tips, you can ensure that your next business meal is a complete success. Punctuality shows that you respect your counterparts’ time and act professionally. Politeness and good manners are essential for creating a pleasant and respectful atmosphere. At the same time, it’s important to remain authentic, as authenticity builds trust and facilitates the development of long-term business relationships.
Focusing on the conversation and avoiding distractions like constantly checking your phone signals to your counterparts that they have your full attention.
In addition to these basic principles, good preparation can also help you shine. Find out about your counterparts’ preferences and interests in advance to identify specific points of connection for the conversation. Also, consider a few topics you want to address to steer the conversation in the desired direction.
By following this advice, you not only leave a positive and professional impression but also build a solid foundation for successful business relationships. Business meals offer a great opportunity to strengthen personal connections and advance business goals. Use this opportunity with confidence and poise to achieve your business objectives.