How to Write Emails in Chinese Properly?

Email communication in Chinese requires a different approach than in Western languages. From formal salutations to culturally appropriate closings, mastering Chinese email etiquette can significantly improve your professional relationships. This guide provides actionable techniques, real-world examples, and structured best practices to help you craft polished and effective emails in Chinese.

1. Understanding Chinese Email Structure

A well-structured Chinese email follows a logical flow while adhering to cultural norms. Here’s the standard framework:

1. Subject Line (主题) – Keep it concise and clear. Example: "会议安排确认 (Meeting Arrangement Confirmation)"
2. Greeting (称呼) – Use formal titles unless the relationship is informal. Example: "尊敬的张经理 (Respected Manager Zhang)"
3. Opening (开头) – Start with a polite phrase. Example: "希望您一切顺利 (I hope all is well with you)"
4. Body (正文) – Present key points logically with numbered lists if needed.
5. Closing (结尾) – End with gratitude. Example: "感谢您的关注 (Thank you for your attention)"
6. Signature (署名) – Include your full name, title, and contact details.

Example Email Structure Table:

Section	Chinese Example	English Translation
Subject Line	项目进度更新	Project Progress Update
Greeting	尊敬的李总监	Respected Director Li
Opening	感谢您百忙之中查阅此邮件	Thank you for reviewing this email despite your busy schedule
Body	以下是本周的主要进展...	Below are the key updates this week...
Closing	期待您的回复	Looking forward to your reply
Signature	王伟 项目经理 ABC公司	Wang Wei Project Manager ABC Company

2. Key Differences Between Chinese and Western Emails

Chinese emails emphasize hierarchy and politeness more than Western emails. Key distinctions include:

1. Formality Levels – Chinese emails often use honorifics (e.g., 您 instead of 你 for "you").
2. Indirect Requests – Direct demands are avoided; suggestions are phrased politely. Example: "能否请您确认？" (Could you please confirm?)
3. Cultural Nuances – Compliments and humility are common. Example: "拙见供参考" (My humble opinion for your reference).
4. Use of Proverbs – Occasionally, classical phrases add depth. Example: "事半功倍" (Achieve more with less effort).

3. Common Mistakes to Avoid

1. Overly Casual Tone – Never use slang or abbreviations like "嗨" (hi) in formal emails.
2. Incorrect Titles – Misusing 先生 (Mr.), 女士 (Ms.), or 经理 (Manager) can offend.
3. Long Paragraphs – Dense text is harder to read; break content into short sections.
4. Ignoring Holidays – Reference festivals like 春节 (Chinese New Year) for seasonal greetings.
5. Poor Translation – Machine-translated phrases often sound unnatural.

Case Study: A foreign executive mistakenly began an email with "你好" (neutral "hello") instead of "尊敬的" (respected), causing the recipient to perceive it as disrespectful. Correcting this improved response rates by 40%.

4. Step-by-Step Guide to Writing a Business Email

Follow these steps for a professional Chinese email:

1. Research the Recipient – Verify their title and company hierarchy.
2. Draft a Clear Subject – Include keywords like "申请" (application) or "合作" (collaboration).
3. Open with Respect – Use 尊敬的 for superiors or 亲爱的 for peers.
4. State the Purpose – Begin with phrases like "我写邮件是想..." (I am writing to...).
5. Provide Context – Briefly explain background details if needed.
6. End Politely – Use "谢谢" (thank you) or "祝好" (best regards).
7. Proofread – Check for tone and grammar errors.

5. Industry-Specific Email Examples

A. Sales Email

Subject: 合作提案 (Collaboration Proposal)
Body:
"尊敬的客户，
我们很高兴为您介绍我们的新产品...期待与您进一步讨论。
此致，
销售团队"

B. Job Application

Subject: 应聘市场营销经理职位 (Application for Marketing Manager Position)
Body:
"尊敬的人力资源部，
我对贵公司的职位深感兴趣...随附我的简历以供审阅。
谢谢您的考虑。
申请人：刘芳"

6. FAQs About Chinese Emails

Q1: How formal should I be with a new contact?
A: Always start formally. Transition to a casual tone only if the recipient does so first.

Q2: Is it okay to use emojis?
A: Avoid them in formal emails. In informal settings, simple symbols like :) are acceptable.

Q3: What’s the best way to follow up?
A: Wait 3-5 days, then send a polite reminder: "冒昧提醒一下..." (Apologies for reminding you...).

7. Advanced Tips for Fluent Emails

• Use Templates – Save time with pre-written blocks for common scenarios.
• Study Native Examples – Analyze emails from Chinese colleagues for phrasing.
• Leverage Tools – Apps like Pleco or Hanping help verify idioms.

Mastering Chinese email writing enhances professionalism and builds trust. By applying these techniques, you’ll communicate effectively in any business context.