How to write a formal letter in Chinese

Jun 12 2023

Writing a formal letter in Chinese can be a somewhat daunting task for those who are not familiar with the language and its intricacies. However, by understanding the basic structure and etiquette of Chinese formal letters, this can become a much more manageable and even enjoyable process. In this post, we will outline the essentials of writing a formal letter in Chinese, including essential elements and step-by-step guidelines to help you create a well-constructed and polite letter for any occasion.

Understanding Chinese formal letter structure

Before diving into the details of the letter itself, it's essential to grasp the structure and format of a Chinese formal letter. Formal letters in Chinese follow a specific structure including headers, addresses, date, salutation, body, closing, and signature. Though you may encounter variations, it's crucial to understand these elements as a foundation for your formal letter.

1. Header (信头 xìn tóu): This is where you write the recipient's name and title.

2. Addresses (地址 dì zhǐ): The sender's address should be on the top right, and the recipient's address on the top left.

3. Date (日期 rì qī): Placed below the sender's address, the date format in Chinese is YYYY年MM月DD日.

4. Salutation (称呼 chēng hū): It usually includes the recipient's title and surname (for example, 张经理 Zhāng Jīnglǐ, meaning Manager Zhang).

5. Body (正文 zhèng wén): This is the content of your letter. Make sure to divide it into clear and concise paragraphs.

6. Closing (结尾 jié wěi): Politely close your letter before signing. Common closings include 敬礼 jìng lǐ (respectfully) or 顺祝商祺 shùn zhù shāng qí (wishing you prosperity in business).

7. Signature (签名 qiān míng): Sign your name under the closing.

Step-by-step guide to writing a formal letter in Chinese

Following the structure outlined above, we can break down the process of writing a formal letter in Chinese into eight simple steps:

1. Begin with the sender's address: Write your address in the top right corner. If you have a company logo or letterhead, include it.

2. Add the date: Write the date directly under your address, following the Chinese format (YYYY年MM月DD日).

3. Write the recipient's name and title: Leaving some space, write the full name and title of the recipient. Position this on the side aligned with the left margin.

4. Write the recipient's address: Complete the header by adding the recipient's address underneath their name and title.

5. Include the salutation: Start your letter with the appropriate salutation, addressing the recipient with their title and surname.

6. Compose the body: Write your letter's content in clear, concise paragraphs. Keep your language formal and respectful.

7. End with a closing: Choose an appropriate closing phrase to end your letter politely.

8. Sign your name: Add your signature below the closing to complete your formal Chinese letter.

By following these guidelines and understanding the structure of a Chinese formal letter, you will be able to effectively communicate your message in a respectful and proper manner. It may take practice, but over time, you'll find it easier to write formal letters in Chinese for various personal and professional situations.

Need help?

Tell us what you need and we'll get back to you right away.