商务书信 — Business Correspondence Conventions
商务书信: Business Correspondence Conventions
A lesson of Zh B2 — Upper Intermediate, in Formal Writing, about 15 minutes.
By the end of this lesson, you will know the five structural components of a formal Chinese business letter, be able to use the correct salutations and closing formulas for different recipients, and write a complete business letter requesting a meeting or confirming an order.
Introduction
Despite WeChat and email, the formal business letter (商务信函 shāngwù xìnhán) remains essential in Chinese professional life — for official proposals, partnership agreements, complaint letters, and government correspondence. The conventions are stricter than in English: the salutation form, honorific level, and closing phrase all depend on the relationship between writer and recipient. Getting them right signals professionalism and cultural literacy.
The Five Components of a Chinese Business Letter
1. 称呼 (Chēnghū) — Salutation
The salutation appears at the top left, followed by a colon. It must match the recipient's status:
| Recipient | Formal salutation | Pinyin |
|---|---|---|
| Unknown company | 尊敬的贵公司： | Zūnjìng de guì gōngsī: |
| Known person, respected | 尊敬的[姓名]先生/女士： | Zūnjìng de [name] xiānsheng/nǚshì: |
| Close business partner | 亲爱的[姓名]先生/女士： | Qīn'ài de [name] xiānsheng/nǚshì: |
| Government body | 尊敬的[部门名称]领导： | Zūnjìng de [dept] lǐngdǎo: |
Key: 尊敬的 (zūnjìng de, "respected") adds formal deference. 贵公司 (guì gōngsī) uses the honorific 贵 (your esteemed) for the other party's company.
2. 正文 (Zhèngwén) — Body
The body is divided into three logical moves:
Opening — state the purpose:
- 兹有…事宜，特致函贵公司，望予以关注。("Regarding the matter of…, we are hereby writing to your esteemed company; we hope you will give it attention.")
- 现就…事宜，向贵方提出以下请求。("Regarding the matter of…, we make the following request to your party.")
Middle — develop the content:
- Present facts, requests, or offers clearly in numbered points or paragraphs.
- Use 为此 (wèicǐ, "for this reason / to this end") to connect the rationale to the request.
- Use 敬请 (jìng qǐng, "we respectfully request") for requests.
Closing — bridge to next step:
- 期待贵方的回复。(Qīdài guìfāng de huífù.) — "We look forward to your reply."
- 如有任何疑问，请随时联系。(Rúyǒu rènhé yíwèn, qǐng suíshí liánxì.) — "If you have any questions, please contact us at any time."