How to write an Email in Chinese

Email is the most common form of business communication, so it’s important to get it right. But writing an email in Chinese is not exactly like the way you write in English. Therefore, the following words and sentences may help you do it easier.

Title

Simply use “Highest Position” and add a brief greeting like “Hello.”

Family Name + Title + 您好 + ”：“

李lǐ先生xiānshēng您好nínhǎo： 李lǐ先生xiānsheng您好nínhǎo：
Dear Mr. Lee, (don’t use comma in Chinese)

王wáng教授jiàoshòu您好nínhǎo： 王wáng教授jiàoshòu您好nínhǎo：
Dear Professor Wang,

Name unknown recipient：尊敬的 + Title + 您好 + ”：“

尊敬zūnjìng的de先生xiānshēng您好nínhǎo： 尊敬zūnjìng的de先生xiānsheng您好nínhǎo：
Dear Sir,

尊敬zūnjìng的de女士nǚshì您好nínhǎo： 尊敬zūnjìng的de女士nǚshì您好nínhǎo：
Dear Madam,

Note：The phrase 尊敬的 zūnjìng de means “respectful” in English. So, if you want to show respect to someone, you can always add 尊敬的 zūnjìng de before their name. On the other hand, if you want to show friendliness, you can use 親愛亲爱的 qīnài de.

尊敬zūnjìng的de王wáng教授jiàoshòu您好nínhǎo： 尊敬zūnjìng的de王wáng教授jiàoshòu您好nínhǎo：
Dear Professor Wang,

親愛qīnài的de李lǐ先生xiānshēng您好nínhǎo： 亲爱qīnài的de李lǐ先生xiānsheng您好nínhǎo：
Dear Mr. Lee,

Body

Opening

In Chinese emails, we don’t typically use phrases like “Sorry for my late reply” because timely responses are expected. Similarly, we don’t commonly say “Thanks for getting back to me so quickly” as it’s considered normal etiquette. Just kidding 🤪 These are simply not common openings we use. It’s better to get straight to the topic. As for expressing appreciation, we usually save it for the closing sentence.

我wǒ給gěi您nín寫xiě信xìn是shì因為yīnwèi… 我wǒ给gěi您nín写xiě信xìn是shì因为yīnwèi…
I am writing to you regarding…

我wǒ是shì代表dàibiǎoTT 公司gōngsī的de張zhāng經理jīnglǐ我wǒ是shì代表dàibiǎoTT 公司gōngsī的de张zhāng经理jīnglǐ
I am the manager of TT company, Mr. Zhang.

我們wǒmen仔細zixì考慮kǎolǜ了le您的nínde提案tíàn我们wǒmen仔细zixì考虑kǎolǜ了le您的nínde提案tíàn
We carefully considered your proposal

我們wǒmen對duì貴公司guìgōngsī的de… 很hěn感gǎn興趣xìngqù我们wǒmen对duì贵公司guìgōngsī的de… 很hěn感gǎn兴趣xìngqù
We are interested in your company’s…

我們wǒmen很hěn抱歉bàoqiàn地de通知tōngzhī您nín… 我们wǒmen很hěn抱歉bàoqiàn地de通知tōngzhī您nín…
We are sorry to inform you that…

透過tòuguòTiffany ， 我們wǒmen得知dézhī您nín… 透过tòuguòTiffany ， 我们wǒmen得知dézhī您nín…
We know you are … through Tiffany.

Request

不知bùzhī您nín是否shìfǒu介意jièyì… 不知bùzhī您nín是否shìfǒu介意jièyì…
Would you mind if…

如果rúguǒ您nín能néng…， 我wǒ將jiāng會huì非常fēicháng感激gǎnjī… 如果rúguǒ您nín能néng…， 我wǒ将jiāng会huì非常fēicháng感激gǎnjī…
It would be grateful if you could…

能néng請qǐng您nín將jiāng… 寄jì給gěi我wǒ嗎ma？ 能néng请qǐng您nín将jiāng… 发送fāsòng给gěi我wǒ吗ma？
Would you please send me…

如果rúguǒ方便fāngbiàn的話dehuà， 請qǐng… 如果rúguǒ方便fāngbiàn的话dehuà， 请qǐng…
If possible, please…

Asking for clarifications

能néng請qǐng您nín告訴gàosù我wǒ更gèng多duō關於guānyú… 的de細節xìjié嗎ma？ 能néng请qǐng您nín告诉gàosu我wǒ更gèng多duō关于guānyú… 的de细节xìjié吗ma？
Could you give us some more details on…?

我wǒ不bú太tài清楚qīngchǔ你nǐ說shuō的de… 我wǒ不bú太tài清楚qīngchu你nǐ说shuō的de…
I didn’t quite get your point about…

您的nínde意思yìsi是shì要yào我們wǒmen… 您的nínde意思yìsi是shì要yào我们wǒmen…
If I understood you correctly, you would like us to…

Attachments and information

詳情xiángqíng請qǐng見jiàn附件fùjiàn详情xiángqíng请qǐng见jiàn附件fùjiàn
Please find details attached.

麻煩máfán參閱cānyuè附件fùjiàn麻烦máfán参阅cānyuè附件fùjiàn
Kindly refer to the attached document.

隨suí信xìn已yǐ附fù上shàng… 随suí信xìn已yǐ附fù上shàng…
I’ve attached…

Getting approval

再zài麻煩máfán告訴gàosù我wǒ對duì你nǐ是否shìfǒu可行kěxíng再zài麻烦máfan告诉gàosu我wǒ对duì你nǐ是否shìfǒu可行kěxíng
Please let me know if this is OK with you.

不知bùzhī您nín覺得juéde如何rúhé？ 不知bùzhī您nín觉得juéde如何rúhé？
Please let me know what you think.

Scheduling

不知bùzhī您nín… 是否shìfǒu方便fāngbiàn？ 不知bùzhī您nín… 是否shìfǒu方便fāngbiàn？
Would you be available on…? 

我wǒ… 有空yǒukōng， 不知bùzhī您nín那時nàshí是否shìfǒu方便fāngbiàn？ 我wǒ……有空yǒukōng， 不知bùzhī您nín那时nàshí是否shìfǒu方便fāngbiàn？
I am available on…, if that’s convenient for you.

不好意思bùhǎoyìsi， 我wǒ那天nàtiān可能kěnéng沒辦法méibànfǎ， 您nín看kàn… 怎麼樣zěnmeyàng？ 不好意思bùhǎoyìsi， 我wǒ那天nàtiān可能kěnéng没办法méibànfǎ， 您nín看kàn… 怎么样zěnmeyàng？
I’m afraid I can’t make it on that day. How about…?

Closing 

In Chinese emails, we don’t commonly use phrases like “Looking forward to hearing from you soon…” Instead, a more professional and commonly used phrase is “we will wait for your reply patiently.” Similarly, “I look forward to seeing/meeting you” is not commonly used as a closing. Here are some alternative sentences that can make your email sound more professional:

我們wǒmen將jiāng靜jìng候hòu您nín的de回覆huífù我们wǒmen将jiāng静jìng候hòu您nín的de回覆huífù
Looking forward to your reply. (patiently)

再zài次cì感謝gǎnxiè您nín的de幫忙bāngmáng再zài次cì感谢gǎnxiè您nín的de帮忙bāngmáng
Thanks again for your help.

很hěn感激gǎnjī你nǐ所suǒ提供tígōng的de幫助bāngzhù很hěn感激gǎnjī你nǐ所suǒ提供tígōng的de帮助bāngzhù
I really appreciate the support you’ve given to me.

希望xīwàng您nín時間shíjiān上shàng是shì許可xǔkě的de希望xīwàng您nín时间shíjiān上shàng是shì许可xǔkě的de
Hoping for a hole in your calendar.

如果rúguǒ你nǐ有yǒu任何rènhé問題wèntí， 請qǐng隨時suíshí告知gàozhī如果rúguǒ你nǐ有yǒu任何rènhé问题wèntí， 请qǐng随时suíshí告知gàozhī
Please let me know if you have any questions.

希望xīwàng以上yǐshàng的de資料zīliào對duì您nín有yǒu幫助bāngzhù希望xīwàng以上yǐshàng的de资料zīliào对duì您nín有yǒu帮助bāngzhù
I hope the above is useful to you.

若ruò您nín需要xūyào更多gèngduō資料zīliào， 請qǐng隨時suíshí告知gàozhī若ruò您nín需要xūyào更多gèngduō资料zīliào， 请qǐng随时suíshí告知gàozhī
Should you need any further information, please feel free to contact me.

The Last Part

The traditional Chinese way of giving blessings can be quite complex, even for native Chinese speakers. Therefore, in recent times, the younger generation tends to prefer using Western-style endings in their emails. This means using phrases like “best regards,” “all the best,” or “best wishes” in English. However, if you are sending an email to a conservative company, it is advisable to use Chinese for the closing phrase to maintain a more formal tone.

Student to professor

敬祝jìngzhù敬祝jìngzhù
教安jiàoān教安jiàoān

Company to company

順頌shùnsòng顺颂shùnsòng
商祺shāngqí商祺shāngqí

An example

In recent years, influenced by the West, it’s become more common for people to place their signatures directly on the left side of a letter, rather than on the right. Also, including the date is no longer necessary, unless you’re writing to someone very, very old.😅