How to Write an Email in Chinese: The Business-ready Guide
In Chinese, emails are considered a formal method of communication. Therefore, if you ever need to write an email in Chinese, this guide will assist you.
Read this post to discover how to write an email in Chinese, whether for professional or other courteous reasons.
1. Subject Line
Business cultures worldwide value conciseness, clarity, and courtesy. If your email is related to work, your subject line should reflect these qualities.
Likewise, even for emails to a pen pal or other non-business contacts, a brief and clear subject line is typically recommended.
Example:
新钢笔需求 (xīn gāng bǐ xū qiú) Request for new pens
Note: To aid learning and pronunciation, we’ll include pinyin in these instructions. Remember that your final email should use only hanzi.
2. Addressing and Greeting
Make sure to address each reader personally and include appropriate business titles. If you are unsure of the recipient's name, the Chinese equivalent of “to whom it may concern” (provided below) is a suitable option.
While some English-speaking cultures allow for casual friendliness, Chinese culture tends to be more formal. When making requests or delivering unfavorable news, it is customary in Chinese business etiquette to apologize for any potential inconvenience, even if none exists.
Conversely, if you are writing to a Chinese pen pal, using informal yet polite language can help establish an emotional connection with your new friend.
Example:
致相关人士： (zhì xiāng guān rén shì:) To whom it may concern:
如有不便之处，敬请见谅。 (rú yǒu bú biàn zhī chù, jìng qǐng jiàn liàng.) I apologize for any inconvenience, I kindly ask your forgiveness.
Other Chinese Phrases:
| Chinese | Pinyin | English |
|---|---|---|
| 尊敬的先生/女士 | zūn jìng de xiān sheng / nǚ shì | Dear Sir/Madam |
| 尊敬的__先生/女士 | zūn jìng de __ xiān sheng / nǚ shì | Dear Mr./Ms. __ |
| 很高兴收到你们的来信。 | hěn gāo xìng shōu dào nǐ men de lái xìn. | Glad to receive your letter. |
| 很长时间没与你联系, 请原谅！ | hěn cháng shí jiān méi yǔ nǐ lián xì, qǐng yuán liàng! | Sorry for not getting in touch with you for so long. |
3. Body
The body of a business email does not need to be extremely short, but it should be concise and direct, particularly if you are making a request or the matter is urgent.
Non-business emails can be somewhat longer, depending on the situation, but beginners should aim for brevity to minimize errors that might confuse the recipient.
Example:
这是214办公室的艾米丽。 ( zhè shì 214 bàn gōng shì de ài mǐ lì.) This is Emily from office #214.
财务部门需要一些黑色钢笔。 (cái wù bù mén xū yào yì xiē hēi sè gāng bǐ.) The finance department is in need of some new black ink pens.
请问您能给我们寄500包笔吗？ (qǐng wèn nín néng gěi wǒ men jì 500 bāo bǐ ma?) Would you please send me 500 packages of pens?
请在方便时尽早将包裹寄来。 (qǐng zài fāng biàn shí jǐn zǎo jiāng bāo guǒ jì lái.) Please send us the package at your earliest convenience.
Other Chinese Phrases:
| Chinese | Pinyin | English |
|---|---|---|
| 合同文本 | hé tong wén běn | a copy of the contract |
| 很高兴和你们保持…… | hěn gāo xìng hé nǐ men bǎo chí... | It is always a pleasure to keep... with you. |
| 请您不必客气, 尽管与我们联系。 | qǐng nín bú bì kè qi, jǐn guǎn yǔ wǒ men lián xì. | Please do not hesitate to contact us. |
| 我们很乐意同您进行合作。 | wǒ men hěn lè yì tóng nín jìn xíng hé zuò. | We are happy to work together. |
| 我们确信我们的请求将…… | wǒ men què xìn wǒ men de qǐng qiú jiāng… | We trust our request will... |
| 我们希望您能…… | wǒ men xī wàng nín néng… | We hope that you will... |
| 我们希望提醒贵方注意…… | wǒ men xī wàng tí xǐng guì fāng zhù yì… | We would like to call your attention to... |
| 有任何问题, 请及时联系。 | yǒu rèn hé wèn tí, qǐng jí shí lián xì. | Please contact me in case you have any questions. |
| 详细资料请看附件。 | xiáng xì zī liào qǐng kàn fù jiàn. | Please see enclosure for details. |
| 在此方面如果能够得到您的合作我将非常感谢。 | zài cǐ fāng miàn rú guǒ néng gòu dé dào nín de hé zuò wǒ jiāng fēi cháng gǎn xiè. | Your kind cooperation in this respect is greatly appreciated. |
| 请代我向贵公司总经理问候。 | qǐng dài wǒ xiàng guì gōng sī zǒng jīng lǐ wèn hòu. | Please send my best regards to your GM! |
| 请接受我们诚挚的歉意。 | qǐng jiē shòu wǒ men chéng zhì de qiàn yì. | Please accept our sincere apologies. |
| 得知……, 我们感到很遗憾 | dé zhī …, wǒ men gǎn dào hěn yí hàn | It is regretful to hear that... |
| 我们抱歉地通知您…… | wǒ men bào qiàn de tōng zhī nín… | We are sorry to inform you that... |
4. Closing
Always express gratitude to your readers for their time. Politeness, modesty, and humility are crucial for demonstrating respect and saving face. While not every email requires an apology or excessive thanks, clearly show that you value the reader's time.
Example:
麻烦您了！ (má fán nín le!) Sorry for the trouble!
多谢！ (duō xiè!) Thanks a lot!
Other Chinese Phrases:
| Chinese | Pinyin | English |
|---|---|---|
| 我们会在最短的时间内与您联络。 | wǒ men huì zài zuì duǎn de shí jiān nèi yǔ nín lián luò. | We will contact you as soon as possible. |
| 敬请查阅。 | jìng qǐng chá yuè. | Please consult. |
| 请尽快回复！ | qǐng jǐn kuài huí fù! | Please reply as soon as possible! |
| 期待着您的复音。 | qī dài zhe nín de fù yīn. | We look forward to your reply. |
| 请保持联络。 | qǐng bǎo chí lián luò. | Please stay in touch. |
| 如有消息, 我们会提前通知你们。 | rú yǒu xiāo xī, wǒ men huì tí qián tōng zhī nǐ men. | We will inform you if we have any news. |
| 多谢合作！ | duō xiè hé zuò! | Thank you for your cooperation! |
| 祝工作顺利, 生活幸福！ | zhù gōng zuò shùn lì, shēng huó xìng fú! | We wish you a successful career and happy life! |
| 此致敬礼 | cǐ zhì jìng lǐ | Sincerely |
| 我们预祝您在新的一年里将更加辉煌和成功。 | wǒ men yù zhù nín zài xīn de yì nián lǐ jiāng gèng jiā huī huáng hé chéng gōng. | We wish you a bright and successful New Year. |
5. Signature
Business card etiquette is significant in China and Japan, so your signature should contain your contact details and relevant information. This applies to non-business emails as well; a comprehensive signature will make you appear professional.
Keep in mind that your signature should be entirely in hanzi, except for the email address. You may also write your name in English if you do not have a Chinese name.
Example:
艾米丽 (ài mǐ lì) Emily
财务专家 (cái wù zhuān jiā) Financial specialist
西猫巷1234号 (xī māo xiàng 1234 hào) 1234 West Cat Lane
555-555-555
艾米丽@sina.com (ài mǐ lì @sina.com) emily@sina.com
What Do I Need to Write an Email in Chinese?
- A hanzi keyboard. This is particularly important if you are using a smartphone or tablet. Fortunately, finding and installing a hanzi keyboard is a simple process.
- A Chinese-English dictionary that includes both hanzi and pinyin. When you encounter unfamiliar vocabulary, a reliable dictionary is essential. For instance, the comprehensive dictionary from Chinese-Tools is frequently used for its precision and contextual example sentences.
- A translation app or website. While you cannot simply paste an entire English email into a translator for an accurate Chinese version, such tools can be helpful in a pinch. Remember, Mandarin sentence structure differs from English, so you will need to apply your language skills. An app like DeepL can be a useful backup.
- A draft of your email in English. It is advisable to write your email in English first to ensure all points are covered before translating it into Mandarin. Avoid improvising as you write.
Additional Tips for Writing Emails in Chinese
- Maintain conciseness. As emails are viewed as formal in Chinese (often for business), be direct and to the point while remaining courteous.
- Practice the vocabulary listed above. These phrases are common in emails, so you will probably use several of them! Language learning platforms can also assist in acquiring more business Chinese and other practical expressions. For example, Lingflix offers Chinese videos on topics such as reserving a conference room and discussing your professional background. Lingflix uses authentic videos—such as music videos, movie trailers, news, and inspiring talks—and converts them into tailored language lessons.You can try Lingflix for free for 2 weeks. Visit the website or download the iOS app or Android app.P.S. Click here to take advantage of our current sale! (Expires at the end of this month.)
- Always review your email multiple times and proofread it carefully. Ensure your sentence structures are correct, your vocabulary is accurate, and you have used proper Chinese punctuation, such as 。or 、, instead of English periods and commas.
- For intermediate and advanced learners: Strive to follow your English draft closely and use this chance to learn more challenging Chinese vocabulary. While simplifying your email might make translation easier, embracing the challenge is more rewarding.
Do you feel more confident about writing an email in Chinese now?
It's really not difficult!
Even if your email isn't flawless, you've made significant progress in mastering Chinese emails—and the Chinese language itself.
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