公文写作函(经典9篇): A Comprehensive Guide for International Students

Note: This article is tailored specifically for our international student audience at www.lxs.net. We'll be exploring the nuances of writing official letters in Chinese, which are often referred to as "letters" or "letters of correspondence" (函). While we aim to keep the language accessible and conversational, some technical terms will be introduced with their English equivalents in parentheses for clarity.

Introduction

Welcome to your comprehensive guide on writing official letters (official letters / letters of correspondence / 函) in Chinese! Whether you're an international student studying in China or someone who needs to communicate formally in Chinese, this guide is for you. We'll cover everything from the basics to advanced tips, ensuring that by the end of this article, you'll be well-equipped to craft professional and effective letters.

Understanding the Basics of Official Letters (函)

Before diving into the nitty-gritty, let's first understand what official letters (official letters / letters of correspondence / 函) are all about. These documents are used for formal communication between organizations, government bodies, or individuals in official capacities. They serve various purposes, such as requests, inquiries, confirmations, and notifications. In Chinese culture, these letters are highly valued for their formality and clarity, making them essential tools in both academic and professional settings.

The Structure of an Official Letter (函)

Every official letter (official letter / letter of correspondence / 函) follows a structured format. Here’s a breakdown:

• Heading (信头 / xìn tóu): Includes the sender’s name, address, and contact information.
• Date (日期 / rì qī): The date when the letter is written.
• Salutation (称呼 / chēng huī): A polite greeting addressed to the recipient.
• Body (正文 / zhèng wén): The main content of the letter, divided into paragraphs.
• Complimentary Close (敬语 / jìng yǔ): A courteous closing phrase.
• Signature (签名 / qiān míng): The signature of the sender.
• Sender’s Information (发信人信息 / fā xìn rén xìn xī): Repeated at the end for clarity.

Tone and Language

The tone and language used in official letters (official letters / letters of correspondence / 函) should be formal and respectful. Avoid using slang or overly casual expressions. Instead, opt for clear, concise, and professional language. Common phrases include:

• Respectfully, (此致 / cǐ zhì)
• We hereby request, (特此请求 / tè cǐ qǐng qiú)
• Please be informed that, (敬请知悉 / jìng qǐng zhī xī)

Purpose of the Letter

Clearly state the purpose of your letter (letter / 函) right at the beginning. This helps the reader understand the context and prepares them for the rest of the content. For example:

Dear Sir/Madam,

I am writing to request information regarding...

Addressing the Recipient

The way you address the recipient sets the tone for the entire letter (letter / 函). If you know the recipient’s name, use it. Otherwise, use a general title followed by “Sir/Madam” (先生/女士 / xiān shēng / nǚ shì).

Writing the Body

The body of your letter (letter / 函) should be organized logically. Start with the main point, then provide necessary details. Keep sentences short and to the point. Use bullet points or numbered lists if needed to enhance readability.

Closing the Letter

Conclude your letter (letter / 函) with a courteous closing. Express gratitude for the recipient’s time and consideration. Some common closings include:

• Best regards,
• Sincerely,
• Yours faithfully,

Proofreading and Editing

Once you've written your letter (letter / 函), take the time to proofread and edit it. Check for grammatical errors, typos, and unclear statements. It’s also a good idea to have a native speaker review your letter before sending it.

Examples of Official Letters (函)

To help solidify your understanding, here are brief examples of different types of official letters (official letters / letters of correspondence / 函):

Example 1: Request Letter (请求信 / qǐng qiú xìn)

Dear Sir/Madam,

I am writing to request information regarding the scholarship application process for international students at your university. Could you please provide me with detailed guidelines and deadlines?

Thank you for your time and assistance.

Sincerely,

[Your Name]

Example 2: Confirmation Letter (确认信 / què rèn xìn)

Dear Mr. Wang,

This letter serves as confirmation of my attendance at the upcoming conference on sustainable development, scheduled for October 15-17, 2023. I look forward to participating in the discussions and contributing to the event.

Thank you for organizing this important gathering.

Best regards,

[Your Name]

Example 3: Notification Letter (通知信 / tōng zhī xìn)

Dear All,

We are pleased to inform you that the annual meeting of the Student Council will be held on September 10, 2023, at 2 PM in Room 101 of the Administration Building. Please make sure to attend as we will discuss important matters concerning the upcoming semester.

Thank you.

Sincerely,

[Your Name]
President, Student Council

Conclusion

By now, you should have a solid grasp of how to write effective official letters (official letters / letters of correspondence / 函) in Chinese. Remember, practice makes perfect. Don't hesitate to reach out to peers or professors for feedback. With time and effort, you'll become proficient in crafting these essential documents. Good luck!