How to start, write and end a letter in Chinese [formal + informal]

Looking to nail your business correspondence in Chinese? Then check out this guide to writing expert letters and emails in Chinese!

Writing any formal correspondence can be daunting, especially when doing it in a foreign language. However, writing a formal email or letter in Chinese doesn’t have to be super complicated — it’s not much different from writing a letter in English! As you’ll see in this article, Chinese emails and letters use much of the same formatting and structure as English and other languages.

That said, you should be aware of some unique features of letters and emails in Chinese. In the following article, we’ll cover everything you need to know to expertly write letters and emails in Chinese, whether you’re writing to your business colleagues, family, or teachers. You could even use these strategies to write a romantic love letter in Chinese!

We’ll walk you through every step of the way, from writing the initial greeting all the way through your sign-off and signature. No matter how long you’ve been learning Chinese, you’ll be able to write a letter or email by the end of this article!

Let’s jump right in!

The importance of learning how to write a letter or email in Chinese

Most conversations in China take place on WeChat, which is the most popular instant messaging app in China. This includes professional and business conversations, so you may find yourself messaging your professors or business partners on WeChat. This is viewed as the most convenient form of communication and is used by virtually everyone in China.

With that said, you will still want to learn how to write a letter or email in Chinese if you hope to foster healthy business or professional relationships. Some topics are better addressed via email, especially at the beginning of a new relationship, where texting or calling may be less appropriate. Thus, to set yourself up for success in China, you must make the right impression by sending the perfect introductory email in Chinese.

Here are some of the essential phrases you’ll need to navigate an email in Chinese:

How to format a letter or email in Chinese

Chinese letters and emails follow similar formats to English letters and emails. You’ll generally want your letter to follow a standard format with a salutation, an initial greeting, a body, and a sign-off. We’ll cover all sections individually in the following sections.

Letter format in Chinese

Letters in Chinese follow a very similar format to English letters. The most significant difference is that the date comes at the end instead of at the top. Let’s review an example of a letter in Chinese.

Example of a letter in Chinese

中国江苏省南京市鼓楼区金银街16号
邮编：210093
王立华（收）
电话： 130-2121-3340

尊敬的XX先生：

您好！

我代表贝立兹大学奖学金委员会给您写信。很高兴通知您，您已获得杰出学生奖学金。希望这笔奖学金能帮助您取得更大的成功。有关奖学金的更多详细信息，请您登录本大学的学术网站查看。再次恭喜您！

如果您需要了解任何其他信息，请随时联系我。

祝好！

刘老师
贝立兹大学奖学金委员会

2023年10月20日

Writing an address in Chinese

A Chinese address will have many elements you’re used to, but they’ll be organized differently. Generally, Chinese goes from big to small, such as when writing dates (2023-10-25) and names (Surname-Given name). Addresses are no exception, so they always start with the largest unit and move progressively to the smallest.

This is almost the diametrical opposite of American addresses, where we start with the house number followed by the street name, then city, state, and zipcode. In China, however, you go the other way:

• Country → Province → City → District → Street → Street number → Floor → Apartment number →

So, when formatting a Chinese address, it should look something like this:

中国江苏省南京市鼓楼区金银街16号
邮编：210093
收件人：(recipient’s name in Chinese)
电话： (recipient’s Chinese mobile phone number)

By the way, here’s some helpful address vocabulary in Chinese:

Email format in Chinese

Similar to letters in Chinese, emails in Chinese follow a very similar format to English letters, except that the date goes all the way at the end. Let’s take a look at an example:

Example of an email in Chinese

主题：2023年贝立玆大学秋季选课通知

各位同学好，

2023年贝立兹大学秋季学期选课时间为北京时间9月15日（周五）上午8:00-下午3:00，请各位同学准时登录大学教务系统选课。

请大家在选课之前务必填写好登记表。

如果有任何问题，请随时联系我们。

祝好！

刘老师
贝立兹大学教学办公室
地址：江苏省南京市鼓楼区金银街16号
电话：130-2445-4321
邮箱：liu@blz.edu.cn

2023年10月20日

How to start an email or letter in Chinese

Starting your Chinese email or letter correctly is one of the most important things you can do. This will help you start with a bang and set the right expectations for your communication, whether you’re addressing someone for the first time or communicating with a longtime colleague. Let’s take a look at the most important things to consider.

How to write the subject line in an email

Writing your email’s subject line is no joke. Not only can it be the difference between someone’s anti-spam system filtering out your email or not, but it will also be the recipient’s first impression of your email. A well-written email subject line can be the best way to start an award-worthy email.

Addressing and greetings in emails/letters

After writing your subject line, you will want to open your email by addressing the recipient. If you’re writing a letter in Chinese, then this will be the very first thing you write. Finding the appropriate address for the recipient is extremely important, as this will ensure that you’re not disrespectful by being too casual with people you should be more respectful to.

In that spirit, we’ve compiled 15 greetings you can use in your emails and letters to address anyone, from your colleagues all the way to heads of state!

How to build the body for a letter or email in Chinese

Once you’ve created an expert subject line and found the perfect address for your recipient, it’s time to start with your email or letter. Although the way you start the body will vary drastically depending on the type of letter you’re writing, there are a few common starting points that will help you get started.

Sometimes, you must kindly request something from your recipient, or you may have a question to ask them. You may also write to communicate something that happened or that your recipient should know. Here are 19 ways to begin the body of your email or letter and a notes column to give you more context on when each phrase might be appropriate.

How to end an email or letter in Chinese

Finally, you’ll want a solid way to close your email or letter in Chinese. After you’ve made your requests or communicated everything you needed to share in your email, it’s customary to include a line expressing your gratitude for their time, offering any assistance if required, or simply wishing them a great rest of the week. Here are some great examples, along with individual notes, so you know how and when to use them.

How to format your signature

Signatures in Chinese are generally much simpler than signatures in the United States. All you have to include is your essential contact information, such as your name, job title, phone number, address, etc. No need to worry about formatting or adding a headshot — providing your info clearly and concisely should be the main priority. Here are a few things you can include in your signature:

Start making big moves with letters and emails in Chinese

Whether you’re looking to express your true romantic love with the perfect letter or take over the marketing industry with enticing emails, this guide has everything you need. With enough practice and the right guidance, you’ll find that learning how to write Chinese isn’t hard, even if you’re dealing with professional documents like letters and emails.

If you enjoyed this guide, then you’ll surely find some other helpful Mandarin Chinese articles in our blog. We regularly publish helpful guides to help you navigate life in Chinese, like our ultimate guide to asking and giving directions in Chinese.