Email in Traditional Chinese follows a clean rhythm: clear subject → polite greeting → purpose in the first paragraph → specific request (often with a deadline) → neat closing and signature. Use the patterns below to build professional emails fast. Each example shows Traditional Chinese first, pinyin second, then a natural English gloss.
Anatomy Of A Good Chinese Email
A solid email has five parts:
- Subject (主旨 zhǔ zhǐ): precise and searchable
- Greeting (稱呼 chēng hū): match formality and role
- Purpose (目的 mù dì): state it in the first paragraph
- Request & Details (請求 qǐng qiú): polite, with a time frame
- Closing & Signature (結尾與簽名 jié wěi yǔ qiān míng): thanks, sign-off, contact info
Subjects That Get Opened
會議時間確認（3/25 10:00）
huì yì shí jiān què rèn (sān yuè èr shí wǔ shí diǎn)
Meeting Time Confirmation (3/25 10:00)
報價單附件—ABC專案
bào jià dān fù jiàn — ABC zhuān àn
Quotation Attached — Project ABC
請求協助：測試環境無法登入
qǐng qiú xié zhù: cè shì huán jìng wú fǎ dēng rù
Request For Help: Can’t Log In To Test Environment
面試邀請（4/12 下午）
miàn shì yāo qǐng (sì yuè shí èr xià wǔ)
Interview Invitation (Apr 12, Afternoon)
Greetings (From Formal To Friendly)
您好，
nín hǎo
Hello (polite; safe default)
張先生您好，／李女士您好，
zhāng xiān shēng nín hǎo / lǐ nǚ shì nín hǎo
Hello, Mr. Zhang. / Hello, Ms. Li.
王經理您好，
wáng jīng lǐ nín hǎo
Hello, Manager Wang.
老師您好，
lǎo shī nín hǎo
Hello, Teacher.
嗨，小林：
hāi, xiǎo lín
Hi, Xiaolin, (casual with colleagues you know)
First Paragraph That States The Purpose
關於上週會議的後續事項，向您簡要說明如下。
guān yú shàng zhōu huì yì de hòu xù shì xiàng, xiàng nín jiǎn yào shuō míng rú xià
Regarding follow-ups from last week’s meeting, here’s a brief update.
就貴公司提出的合作意向，想進一步確認時程與需求。
jiù guì gōng sī tí chū de hé zuò yì xiàng, xiǎng jìn yí bù què rèn shí chéng yǔ xū qiú
Concerning your collaboration proposal, I’d like to confirm the timeline and requirements.
承上信，補上缺漏的資料。
chéng shàng xìn, bǔ shàng quē lòu de zī liào
Following the previous email, I’m adding the missing files.
Making Requests Politely (Add A Deadline)
麻煩您於週五前回覆是否可行。
má fán nín yú zhōu wǔ qián huí fù shì fǒu kě xíng
Please reply by Friday to confirm feasibility.
可否協助安排下週的場地與設備？
kě fǒu xié zhù ān pái xià zhōu de chǎng dì yǔ shè bèi
Could you help arrange the venue and equipment for next week?
是否方便提供測試帳號與密碼？
shì fǒu fāng biàn tí gōng cè shì zhàng hào yǔ mì mǎ
Would it be convenient to provide a test account and password?
若能於今天下班前回覆，將十分感謝。
ruò néng yú jīn tiān xià bān qián huí fù, jiāng shí fēn gǎn xiè
A reply before end of day would be greatly appreciated.
Pointing To Attachments And Links
附件為合約草稿，請參閱第3–5頁。
fù jiàn wéi hé yuē cǎo gǎo, qǐng cān yuè dì sān dào wǔ yè
Attached is the contract draft; please see pages 3–5.
如附件所示，為最新排程表。
rú fù jiàn suǒ shì, wéi zuì xīn pái chéng biǎo
As shown in the attachment, this is the latest schedule.
下方連結為會議紀錄。
xià fāng lián jié wéi huì yì jì lù
The link below contains the meeting minutes.
Tone And Titles (Quick Rules)
Use 您 (nín, polite “you”) in business or with seniors; switch to 你 (nǐ) only when the relationship is clearly casual.
Address by surname + title: 張先生 (Mr. Zhang), 林老師 (Teacher Lin), 王經理 (Manager Wang). If uncertain, use 您好 without gender.
Complete Email Templates (Copy, Fill, Send)
主旨：＿＿（例如：合約修訂建議／會議時間確認）
zhǔ zhǐ: ______ (hé yuē xiū dìng jiàn yì / huì yì shí jiān què rèn)
Subject: ______
＿＿先生／女士您好：
______ xiān shēng / nǚ shì nín hǎo:
Hello Mr./Ms. ______,
關於＿＿一事，說明如下。
guān yú ______ yí shì, shuō míng rú xià
Regarding ______, please see details below.
第一，＿＿。第二，＿＿。若您同意，擬於＿＿（日期／時間）進行。
dì yī, ______. dì èr, ______. ruò nín tóng yì, nǐ yú ______ (rì qí / shí jiān) jìn xíng
First, ______. Second, ______. If you agree, we plan to proceed on ______.
麻煩您於＿＿（截止時間）回覆是否可行。附件為＿＿，請查收。
má fán nín yú ______ (jié zhǐ shí jiān) huí fù shì fǒu kě xíng. fù jiàn wéi ______, qǐng chá shōu
Kindly reply by ______ to confirm. Attached is ______; 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 敬禮
cǐ zhì jìng lǐ
Best regards
＿＿（姓名）／＿＿（職稱）
______ (xìng míng) / ______ (zhí chēng)
Name / Title
—
主旨：＿＿專案進度更新（週次／日期）
zhǔ zhǐ: ______ zhuān àn jìn dù gēng xīn (zhōu cì / rì qí)
Subject: ______ Project Status Update (Week/Date)
您好，
nín hǎo
Hello,
就＿＿專案進度，提供本週更新如下：
jiù ______ zhuān àn jìn dù, tí gōng běn zhōu gēng xīn rú xià
Here’s this week’s update for project ______:
目前狀態：＿＿
mù qián zhuàng tài: ______
Current status: ______
下一步：＿＿（預計時間：＿＿）
xià yí bù: ______ (yù jì shí jiān: ______)
Next step: ______ (ETA: ______)
若無異議，麻煩您於＿＿前確認。感謝。
ruò wú yì yì, má fán nín yú ______ qián què rèn. gǎn xiè
If there are no objections, please confirm by ______. Thank you.
＿＿（姓名）
______ (xìng míng)
Name
—
主旨：明天簡短同步（10:00／會議室A）
zhǔ zhǐ: míng tiān jiǎn duǎn tóng bù (shí diǎn / huì yì shì ā)
Subject: Quick Sync Tomorrow (10:00 / Room A)
嗨，小美：
hāi, xiǎo měi
Hi, Xiaomei,
檔案已更新在共用資料夾；明天想花15分鐘同步重點與分工。可以嗎？
dǎng àn yǐ gēng xīn zài gòng yòng zī liào jiā; míng tiān xiǎng huā shí wǔ fēn zhōng tóng bù zhòng diǎn yǔ fēn gōng. kě yǐ ma
The file is updated in the shared folder; can we take 15 minutes tomorrow to sync priorities and split tasks?
謝謝！
xiè xie
Thanks!
Handy One-Liners (Mix And Match)
感謝您的快速回覆。
gǎn xiè nín de kuài sù huí fù
Thanks for the quick reply.
收到，會在今天內處理。
shōu dào, huì zài jīn tiān nèi chǔ lǐ
Received; I’ll handle it today.
若時間不方便，歡迎提出其他時段。
ruò shí jiān bù fāng biàn, huān yíng tí chū qí tā shí duàn
If the time doesn’t work, please suggest another slot.
附件開啟若有問題，請告知。
fù jiàn kāi qǐ ruò yǒu wèn tí, qǐng gào zhī
If the attachment won’t open, please let me know.
Signature Block (Clean And Searchable)
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｜部門｜地址
gōng sī | bù mén | dì zhǐ
Company | Department | Address
Common Mistakes (And Easy Fixes)
Using only Chinese with no guides → Pair every line with pinyin and a short English gloss.
Vague subjects → Replace “問題” with the real topic: 發票抬頭更正 (Invoice Title Correction).
No deadline → Add 於週五前／今天下班前 to requests.
Over-casual tone in formal mail → Default to 您好 and surname+title until invited to be casual.
Forgetting to mention files → Use 附件為＿＿，請查收 to prompt the reader.
Pronunciation Pointers (Fast Wins)
您好 nín hǎo：nín is a rising tone; keep it crisp to sound respectful.
附件 fù jiàn：two falling tones—make two clean drops.
是否 shì fǒu：falling then dipping; don’t over-stretch the third tone.
敬禮 jìng lǐ：fourth followed by third; keep jìng short, then a small dip on lǐ.
Five-Minute Practice Plan
Write one real subject line in Chinese you could send today.
Draft a three-sentence body: purpose, one request with a deadline, one attachment line.
Read it aloud once with pinyin, then once without looking at pinyin.
Paste it into a doc and check if it’s searchable and polite.
Yak-Style Closing Spark
Polite hello, clear purpose, specific ask, tidy attachment, graceful exit—hit those beats and your Chinese emails read like a pressed shirt: crisp, respectful, and easy to say yes to.