Writing Emails in Chinese: A Beginner’s Guide for Professionals

In today’s global workplace, professionals increasingly communicate with Chinese-speaking colleagues, clients, and partners. While meetings may be held in English, emails often require at least some Chinese, especially in China and Taiwan.

The good news? You don’t need to be fluent to write professional emails in Chinese. With a clear structure and a few key phrases, beginners can communicate politely and confidently.

Here’s a simple, practical guide to writing professional emails in Chinese.

1. Start with a Polite Greeting

Chinese business emails typically begin with a respectful greeting. Formality is important, especially when writing to someone senior or external.

Common greetings include:

• 您好 (Nín hǎo) – Hello (polite)
  
• 王經理您好 – Hello, Manager Wang
  
• 尊敬的王經理 – Dear Manager Wang (very formal)

If you’re unsure, using 您好 is always safe.

2. Thank the Recipient (Optional but Polite)

It’s common to show appreciation early in the email.

Useful phrases:

• 感謝您的來信 – Thank you for your email
  
• 感謝您撥冗閱讀此信 – Thank you for taking the time to read this email

This sets a respectful and professional tone.

3. Clearly State the Purpose of Your Email

Chinese business writing values clarity. Keep sentences simple and direct.

Examples:

• 此封信是想與您確認…
  (I am writing to confirm…)
  
• 關於上次會議，我想補充說明…
  (Regarding our last meeting, I’d like to add…)
  
• 我們希望安排一次會議討論…
  (We hope to schedule a meeting to discuss…)

Avoid long or complex sentences, short and clear is better.

4. Use Polite and Professional Language

Soft, respectful wording is preferred over direct commands.

Polite phrases to include:

• 請問是否方便… – May I ask if it’s convenient…
  
• 麻煩您協助… – Could you please assist…
  
• 如有需要，請隨時告知 – Please let me know if needed

This helps maintain harmony and professionalism.

5. Mention Attachments Properly

If you’re sending files, clearly note them in the email.

Common phrases:

• 附件請查收 – Please see the attached file
  
• 相關文件已附上，請參考 – The relevant documents are attached for your reference

This is standard in Chinese business communication.

6. Close the Email Politely

Professional closings are important in Chinese emails.

Common closing lines:

• 期待您的回覆 – I look forward to your reply
  
• 謝謝您的協助 – Thank you for your help
  
• 如有任何問題，歡迎與我聯繫 – Please feel free to contact me if you have any questions

Sign off with:

• 敬上 – Respectfully
  
• 謝謝 – Thank you
  
• 祝 順心 / 工作順利 – Wishing you well / Wishing you success at work

7. Keep It Simple and Polite

As a beginner, your goal isn’t perfection—it’s clarity and respect. Using correct structure and polite phrasing is far more important than using advanced vocabulary.

Build Confidence with the Right Support

Writing emails in Chinese becomes much easier with practice and guidance. Learning how professionals actually communicate helps you avoid common mistakes and sound natural.

With TutorABC Chinese, professionals can learn:

• Business email writing
  
• Workplace vocabulary
  
• Polite and professional phrasing
  
• Real-life communication scenarios

Flexible online lessons make it easy to improve your Business Chinese—without disrupting your work schedule.

Start writing professional Chinese emails with confidence. Book a free trial class with TutorABC Chinese today.

FAQ: Writing Professional Emails in Chinese

1. Do I need to be fluent in Chinese to write professional emails?

No. You can write clear and professional emails using basic vocabulary and set phrases. Many Chinese business emails follow fixed structures, so learning common expressions is often enough for effective communication.

2. Should I write emails in Simplified or Traditional Chinese?

It depends on your audience. Simplified Chinese is commonly used in mainland China, while Traditional Chinese is used in Taiwan and Hong Kong. If you’re unsure, ask politely or follow what the recipient uses.

3. Is it acceptable to mix English and Chinese in one email?

Yes, especially in international companies. Many professionals use Chinese for greetings and closings, and English for detailed content. This is widely accepted and helps maintain clarity while showing cultural respect.