Work Email in Chinese: Easy Openings, Closings and a Template

Writing a work email in Chinese is easier than it looks. A Chinese work email has four parts: greeting, opener, main point, and closing with your name. Get the first and last lines right and you sound professional, even if the middle is simple.

One rule first: use 您 nín, the polite “you”, with clients and managers. Use 你 nǐ with close coworkers.

1. Greeting 稱呼 chēnghū

Chinese	Pinyin	English	Level
王經理您好：	Wáng jīnglǐ nín hǎo:	Dear Manager Wang,	Formal
各位好：	Gèwèi hǎo:	Hi everyone,	Both

Who gets a job title? At traditional companies such as banks, and with people you’ve only just met, use surname plus job title (王經理). At foreign companies and startups in Taiwan, most people simply go by English names.

2. Opener 開場 kāichǎng

Chinese	Pinyin	English	Level
感謝您的來信。	Gǎnxiè nín de láixìn.	Thank you for your email.	Formal
不好意思打擾了。	Bù hǎoyìsi dǎrǎo le.	Sorry to bother you.	Casual

3. Main point 正文 zhèngwén

Chinese	Pinyin	English	Level
想跟您確認一下……	Xiǎng gēn nín quèrèn yíxià…	I’d like to confirm…	Formal
附件是本週的報告。	Fùjiàn shì běn zhōu de bàogào.	Attached is this week’s report.	Formal
麻煩您了。	Máfan nín le.	Thank you for your help.	Both

4. Closing 結尾 jiéwěi and signature 署名 shǔmíng

Chinese	Pinyin	English	Level
如有任何問題，歡迎隨時與我聯絡。	Rú yǒu rènhé wèntí, huānyíng suíshí yǔ wǒ liánluò.	Feel free to contact me with any questions.	Formal
祝 一切順利	Zhù yíqiè shùnlì	All the best	Both
敬祝 商祺	Jìngzhù shāngqí	Wishing your business success	Very formal
Mitty 敬上	Mitty jìngshàng	Respectfully, Mitty	Formal

Copy-paste template

主旨：【確認】下週三會議時間

王經理您好：

感謝您的來信。想跟您確認一下下週三的會議時間。附件是本週的報告，麻煩您了。

如有任何問題，歡迎隨時與我聯絡。

祝 一切順利
Mitty 敬上

Email or LINE?

In my experience, most work communication in Taiwan still happens by email. LINE comes in once you’ve been added to a team group chat, and that’s where quick back-and-forth happens. Anything with clients, formal requests or attachments belongs in email.

What my students get wrong

1. Using 你 with their manager. In a work email, write 您 nín to anyone senior to you. Formal emails also use respectful company words:

• 貴公司 guì gōngsī: your company (polite)
• 敝公司 bì gōngsī: our company (humble)

2. Subject lines that are too long. Taiwanese coworkers scan subject lines fast. Put the key point first, inside 【】 brackets, so the reader knows what to do before opening the email:

• 【確認】下週三會議時間: [Confirm] Next Wednesday’s meeting time
• 【請協助】更新報價單: [Help needed] Update the quotation
• 【通知】週五系統維護: [Notice] System maintenance on Friday

FAQ: work email in Chinese

How do you say “email” in Chinese?
Most people in Taiwan just say “email”. You’ll also see 信 xìn (letter) and 電子郵件 diànzǐ yóujiàn.

Is 敬祝 商祺 too formal?
For a client or first contact, it fits. With coworkers, 祝 順心 or a simple 謝謝 is more natural.

Taiwan or Mainland wording?
Taiwan usually says 聯絡 liánluò (contact). Mainland China more often uses 联系 liánxì.

Heading into a meeting next? Learn the 10 meeting phrases you’ll hear in every Taiwan office.

Save the template above and reuse it for every work email in Chinese. For what comes after the email, read the 10 essential meeting phrases for Taiwan offices.

More useful phrases for a work email in Chinese

Once the opening and closing feel natural, these lines cover most of the middle of a work email in Chinese:

• 請問您什麼時候方便？ Qǐngwèn nín shénme shíhou fāngbiàn? When would be convenient for you?
• 麻煩您確認一下。 Máfan nín quèrèn yíxià. Could you please confirm?
• 如有需要，我可以再補充。 Rú yǒu xūyào, wǒ kěyǐ zài bǔchōng. I can add more details if needed.

Keep each work email in Chinese short: one main point, one clear request, and a polite closing.