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Learn a practical structure for Chinese work emails, from the subject line to a natural modern sign-off.
Writing to a Chinese client, supplier or colleague? A professional Chinese email usually follows six steps: a specific subject, a suitable greeting, a short opening, a clear request, an attachment note if needed, and a closing. This guide gives you practical wording for each part and a complete template to adapt. It also explains why 祝好 (zhù hǎo) is often a better everyday sign-off than the traditional 此致，敬礼 (cǐzhì, jìnglǐ).
Chinese business email format: subject and greeting
Keep the subject short and specific. 会议时间确认 (huìyì shíjiān quèrèn) means “Meeting time confirmation”. If the message concerns a document, 合同修改意见 (hétong xiūgǎi yìjiàn) means “Comments on the contract changes”. Avoid a vague subject such as “Hello”.
For a first or more formal email, address the person by surname and title: 尊敬的王经理： (Zūnjìng de Wáng jīnglǐ:) means “Dear Manager Wang”. A colon is conventional after the greeting. If you know the person well, a simpler 王经理，您好： (Wáng jīnglǐ, nín hǎo:) can feel less ceremonious. Match the greeting to the relationship rather than adding formality to every line.
Write the request and mention attachments
A brief opening can set a polite tone: 感谢您的来信。 (Gǎnxiè nín de láixìn.) means “Thank you for your email.” Then get to the point. For a request, 麻烦您确认一下会议时间。 (Máfan nín quèrèn yíxià huìyì shíjiān.) means “Could you please confirm the meeting time?” 麻烦 softens the request without hiding what you need.
If you attach a file, say so clearly: 详情请见附件。 (Xiángqíng qǐng jiàn fùjiàn.) means “Please see the attachment for details.” Before sending, check that the file is actually attached. One short paragraph is often easier to act on than several layers of formal wording.
How to end a Chinese business email: 祝好 or 此致，敬礼?
A traditional letter and a modern work email can call for different closings.
You can finish with 期待您的回复。 (Qídài nín de huífù.), “I look forward to your reply”, when a response is needed. 如有任何问题，请随时联系我。 (Rú yǒu rènhé wèntí, qǐng suíshí liánxì wǒ.) means “Please contact me if you have any questions.”
此致，敬礼 (cǐzhì, jìnglǐ) was commonly used in formal letters and is still recognisable in especially formal correspondence. In an ordinary work email today, it can sound rather old-fashioned. 祝好 (zhù hǎo), “best wishes”, is a common, natural modern sign-off. Write it on its own line above your name. The appropriate choice depends on the recipient and the occasion.
The traditional 此致，敬礼 is often set on two lines in a formal letter. You do not need to copy that layout for an everyday email ending in 祝好.
Chinese business email template with pinyin and English
主题：会议时间确认
Zhǔtí: Huìyì shíjiān quèrèn
Subject: Meeting time confirmation
尊敬的王经理：
Zūnjìng de Wáng jīnglǐ:
Dear Manager Wang,
感谢您的来信。我想向您确认一下下周会议的时间。详情请见附件。麻烦您确认一下时间是否合适。
Gǎnxiè nín de láixìn. Wǒ xiǎng xiàng nín quèrèn yíxià xià zhōu huìyì de shíjiān. Xiángqíng qǐng jiàn fùjiàn. Máfan nín quèrèn yíxià shíjiān shìfǒu héshì.
Thank you for your email. I would like to confirm the time of next week's meeting. Please see the attachment for details. Could you let me know whether the time works for you?
期待您的回复。
Qídài nín de huífù.
I look forward to your reply.
祝好
Zhù hǎo
Best wishes
[您的姓名]
[Nín de xìngmíng]
[Your name]
Useful Chinese Words and Phrases
- 商务邮件business email
- 请查收附件please find the attachment
- 祝好best wishes; a modern email sign-off
- 此致，敬礼traditional formal sign-off
A Short Everyday Conversation
A: 这封邮件结尾写“此致，敬礼”吗？
Zhè fēng yóujiàn jiéwěi xiě “cǐzhì, jìnglǐ” ma?
Should I end this email with “此致，敬礼”?
B: 普通工作邮件写“祝好”就可以。
Pǔtōng gōngzuò yóujiàn xiě “zhù hǎo” jiù kěyǐ.
For an everyday work email, “祝好” is fine.
A Common Misunderstanding
More formal words do not automatically make an email more respectful. A long greeting followed by an unclear request can make extra work for the reader. Give the information they need, ask clearly for the next action and use a closing that fits the relationship.
For more workplace expressions, browse the Business Chinese resources.
Final Takeaway
A professional Chinese email needs a useful subject, a suitable greeting, a clear request and a polite close. Keep 此致，敬礼 in mind for traditional or especially formal writing; 祝好 is often a better fit for today's everyday work emails.