Letter-writing in Traditional Chinese follows a friendly rhythm: who it’s for → why you’re writing → what you want → how you sign off. Master a small set of greetings, opening lines, polite requests, and closings, and both formal and casual letters fall into place. Every example below shows Traditional Chinese first, then pinyin, then a clear English gloss.
Letter Types And Tone At A Glance
Formal (business, government, school): use 您 (nín), titles like 先生／女士／老師／經理, fuller closings such as 此致 敬禮.
Semi-formal (vendors, colleagues you know): polite but shorter lines; mix 您／你 based on relationship.
Personal (friends, family): relaxed greetings like 親愛的, playful sign-offs, emojis if appropriate.
Basic Layout And Conventions
Date: Year–Month–Day (e.g., 2025年12月2日).
Recipient line: Title after surname (張先生、李老師、王經理).
Paragraphing: Short, clear paragraphs; one idea per paragraph.
Characters: Traditional Chinese; numbers can be Arabic in letters.
Punctuation: Full-width Chinese punctuation is common but not required; keep it consistent.
今天是二〇二五年十二月二日。
jīn tiān shì èr líng èr wǔ nián shí èr yuè èr rì
Today is December 2, 2025.
Greetings And Salutations
您好，
nín hǎo
Hello (polite; formal default)
張先生您好，
zhāng xiān shēng nín hǎo
Hello, Mr. Zhang,
李老師您好，
lǐ lǎo shī nín hǎo
Hello, Teacher Li,
親愛的小美：
qīn ài de xiǎo měi
Dear Xiaomei,
嗨，阿宏：
hāi, ā hóng
Hi, Ahong,
Opening Lines That State The Purpose
關於＿＿一事，向您說明如下。
guān yú ______ yí shì, xiàng nín shuō míng rú xià
Regarding ______, the details are as follows.
就上週會議結論，提出後續安排與時程。
jiù shàng zhōu huì yì jié lùn, tí chū hòu xù ān pái yǔ shí chéng
Following last week’s meeting, here are the next steps and timeline.
承上函，補充所缺資料並再次致謝。
chéng shàng hán, bǔ chōng suǒ quē zī liào bìng zài cì zhì xiè
Following the previous letter, I’m adding the missing files and thanking you again.
最近還好嗎？我想跟你分享近況。
zuì jìn hái hǎo ma? wǒ xiǎng gēn nǐ fēn xiǎng jìn kuàng
How have you been? I want to share some updates.
Polite Requests (Make The Ask And Add A Time Frame)
麻煩您於週五（12/6）前回覆是否可行。
má fán nín yú zhōu wǔ (shí èr yuè liù rì) qián huí fù shì fǒu kě xíng
Please reply by Friday (12/6) to confirm feasibility.
是否方便提供最新報價與交期？
shì fǒu fāng biàn tí gōng zuì xīn bào jià yǔ jiāo qī
Would it be convenient to provide an updated quote and lead time?
若能於下週三前安排面談，將十分感謝。
ruò néng yú xià zhōu sān qián ān pái miàn tán, jiāng shí fēn gǎn xiè
A meeting before next Wednesday would be greatly appreciated.
Helpful Transitions For The Body Paragraphs
首先／其次／最後
shǒu xiān / qí cì / zuì hòu
First / second / finally
此外／另外
cǐ wài / lìng wài
In addition / additionally
因此／所以
yīn cǐ / suǒ yǐ
Therefore / so
關於時間部分…
guān yú shí jiān bù fèn …
Regarding the timing…
Closings And Sign-Offs (From Formal To Friendly)
先行感謝您的協助。
xiān xíng gǎn xiè nín de xié zhù
Thanks in advance for your help.
再次感謝您的時間與回覆。
zài cì gǎn xiè nín de shí jiān yǔ huí fù
Thanks again for your time and response.
如有任何問題，歡迎隨時與我聯繫。
rú yǒu rèn hé wèn tí, huān yíng suí shí yǔ wǒ lián xì
If you have questions, feel free to contact me anytime.
此致
cǐ zhì
With respect
敬禮
jìng lǐ
Respectfully
祝 工作順利／平安喜樂／周末愉快
zhù gōng zuò shùn lì / píng ān xǐ lè / zhōu mò yú kuài
Wishing you smooth work / peace and joy / a happy weekend
保重，常聯絡！
bǎo zhòng, cháng lián luò
Take care—let’s keep in touch!
Signature Block (Business Or School Letters)
王小明／專案經理
wáng xiǎo míng / zhuān àn jīng lǐ
Xiaoming Wang / Project Manager
電話：02-1234-5678｜手機：0912-345-678
diàn huà: líng èr yī èr sān sì wǔ liù qī bā | shǒu jī: líng jiǔ yī èr sān sì wǔ liù qī bā
Phone | Mobile
公司名稱｜部門｜地址
gōng sī míng chēng | bù mén | dì zhǐ
Company | Department | Address
Enclosures, Attachments, And PS
附件：履歷、自傳、作品集
fù jiàn: lǚ lì, zì zhuàn, zuò pǐn jí
Attachments: résumé, statement, portfolio
隨函附上＿＿，敬請查收。
suí hán fù shàng ______, jìng qǐng chá shōu
Enclosed please find ______.
附註：面談時間若不便，可改線上會議。
fù zhù: miàn tán shí jiān ruò bù biàn, kě gǎi xiàn shàng huì yì
P.S.: If the meeting time is inconvenient, an online meeting works too.
Addressing An Envelope (Taiwan Style)
收件人：台北市信義區＿＿路＿＿號
shōu jiàn rén: tái běi shì xìn yì qū ______ lù ______ hào
Recipient: No. ____, ____ Rd., Xinyi Dist., Taipei City
收件人：王小明 先生 收
shōu jiàn rén: wáng xiǎo míng xiān shēng shōu
Recipient: Mr. Wang Xiaoming
寄件人：高雄市＿＿區＿＿街＿＿號
jì jiàn rén: gāo xióng shì ______ qū ______ jiē ______ hào
Sender: No. ____, ____ St., ____ Dist., Kaohsiung City
Formal Business Letter Template
張經理您好：
zhāng jīng lǐ nín hǎo
Hello, Manager Zhang,
關於貴公司新專案合作事宜，說明如下。
guān yú guì gōng sī xīn zhuān àn hé zuò shì yí, shuō míng rú xià
Regarding potential collaboration on your new project, details below.
首先，我方可於十二月中前完成初步評估。其次，若確認規格，預計一月啟動。
shǒu xiān, wǒ fāng kě yú shí èr yuè zhōng qián wán chéng chū bù píng gū. qí cì, ruò què rèn guī gé, yù jì yī yuè qǐ dòng
First, we can complete the initial assessment by mid-December. Second, with specs confirmed, kickoff is expected in January.
麻煩您於本週五前回覆是否方便安排一小時會議，以確認需求與時程。
má fán nín yú běn zhōu wǔ qián huí fù shì fǒu fāng biàn ān pái yì xiǎo shí huì yì, yǐ què rèn xū qiú yǔ shí chéng
Please let us know by Friday whether a one-hour meeting can be arranged to confirm requirements and timeline.
附件為初步規劃表，敬請查收。
fù jiàn wéi chū bù guī huà biǎo, jìng qǐng chá shōu
Attached is the preliminary plan; please check.
先行感謝您的協助。
xiān xíng gǎn xiè nín de xié zhù
Thanks in advance for your help.
此致
cǐ zhì
With respect
敬禮
jìng lǐ
Respectfully
王小明／專案經理
wáng xiǎo míng / zhuān àn jīng lǐ
Xiaoming Wang / Project Manager
School Or Recommendation Letter Template
李老師您好：
lǐ lǎo shī nín hǎo
Hello, Teacher Li,
我是三年甲班的王小明，就申請交換學生計畫，向您請益並敬請開立推薦信。
wǒ shì sān nián jiǎ bān de wáng xiǎo míng, jiù shēn qǐng jiāo huàn xué shēng jì huà, xiàng nín qǐng yì bìng jìng qǐng kāi lì tuī jiàn xìn
I’m Wang Xiaoming from Class 3A. Regarding my application for the exchange program, I’d like your advice and a recommendation letter.
申請截止日為一月十五日，若老師時間允許，我將於下週提供完整資料與草稿供參考。
shēn qǐng jié zhǐ rì wéi yī yuè shí wǔ rì, ruò lǎo shī shí jiān yǔn xǔ, wǒ jiāng yú xià zhōu tí gōng wán zhěng zī liào yǔ cǎo gǎo gōng cān kǎo
The deadline is January 15. If time permits, I’ll provide complete materials and a draft next week.
先致上誠摯感謝。
xiān zhì shàng chéng zhì gǎn xiè
My sincere thanks in advance.
此致 敬禮
cǐ zhì jìng lǐ
Respectfully
王小明
wáng xiǎo míng
Wang Xiaoming
Personal Letter Template (Friends And Family)
親愛的阿姨：
qīn ài de ā yí
Dear Auntie,
最近還好嗎？我搬到台南已經一個月，想跟您分享新工作的近況。
zuì jìn hái hǎo ma? wǒ bān dào tái nán yǐ jīng yí ge yuè, xiǎng gēn nín fēn xiǎng xīn gōng zuò de jìn kuàng
How have you been? I moved to Tainan a month ago and want to share how the new job is going.
同事都很照顧，新家的附近有夜市，週末一定去逛。等您來玩，我帶您吃小吃。
tóng shì dōu hěn zhào gù, xīn jiā de fù jìn yǒu yè shì, zhōu mò yí dìng qù guàng. děng nín lái wán, wǒ dài nín chī xiǎo chī
Colleagues are kind; there’s a night market nearby, and I go every weekend. When you visit, I’ll take you for street food.
祝 平安健康，常常寫信喔！
zhù píng ān jiàn kāng, cháng cháng xiě xìn o
Wishing you health and peace—write often!
小明
xiǎo míng
Xiaoming
Useful One-Liners To Drop Anywhere
收到來信，感謝指教。
shōu dào lái xìn, gǎn xiè zhǐ jiào
Thanks for your letter and guidance.
若有需要，我方可彈性調整。
ruò yǒu xū yào, wǒ fāng kě tán xìng tiáo zhěng
If needed, we can adjust flexibly.
期待您的回音。
qí dài nín de huí yīn
Looking forward to your reply.
祝 一切順心。
zhù yí qiè shùn xīn
Wishing you all the best.
Common Mistakes And Easy Fixes
Jumping in without purpose → Start paragraph one with 關於…／就… to announce the topic.
Too casual in formal letters → Use 您, surname + title, and a full 此致／敬禮 close.
No time frame → Add 於＿＿前／本週五前 so the reader knows when to respond.
Forgetting attachments → Write 附件為＿＿，敬請查收 right before the closing.
Overlong paragraphs → Split dense ideas; three to five lines per paragraph keeps it readable.
Quick Reference Table
| English | Traditional Chinese | Pinyin |
| Dear / Hello (formal) | 您好 | nín hǎo |
| Dear (personal) | 親愛的 | qīn ài de |
| Regarding… | 關於… | guān yú … |
| Following (previous letter) | 承上函／信 | chéng shàng hán / xìn |
| Please | 請／麻煩您 | qǐng / má fán nín |
| Could you…? | 是否方便… | shì fǒu fāng biàn … |
| Attachments | 附件 | fù jiàn |
| Enclosed please find | 隨函附上 | suí hán fù shàng |
| With respect | 此致 | cǐ zhì |
| Respectfully | 敬禮 | jìng lǐ |
| Best wishes | 祝… | zhù … |
| Looking forward | 期待… | qí dài … |
Five-Minute Practice Plan
Write one formal opening line using 關於＿＿一事.
Add a request with a deadline using 麻煩您於＿＿前.
Finish with a complete closing block: 此致／敬禮＋name＋title.
Rewrite the same message in a personal tone starting with 親愛的.
Yak-Style Closing Spark
A good Chinese letter is a small ceremony: greet with care, state the purpose plainly, make one clear ask, and exit gracefully. Learn the lines above, swap in your details, and every letter you send will feel like a well-folded note—crisp, warm, and easy to say yes to.