英文Email寫作 (English Email Writing) | 50+ Phrases, Templates & Common Mistakes

Whether you’re applying for a job, following up with a client, or coordinating with overseas colleagues, email remains the backbone of professional communication (專業溝通). Yet for many English learners in Taiwan, writing a clear, polite, and effective email in English can feel overwhelming. The good news? Professional email writing (專業英文寫作) follows predictable patterns. Master a handful of structures and phrases, and you’ll handle any inbox situation with confidence.

This guide breaks down everything you need — from anatomy and formatting to ready-to-use templates (範本) and the most common mistakes Taiwanese learners make. Bookmark it, practice with it, and watch your email game transform.

Why Email Writing Matters for English Learners 為什麼英文Email寫作很重要

In Taiwan’s increasingly international business environment (國際商業環境), English email proficiency isn’t optional — it’s expected. According to a 2024 survey by 104人力銀行, over 68% of positions at multinational companies in Taiwan require regular English email correspondence. Even domestic companies doing business with Southeast Asian or European partners rely heavily on English email communication.

Unlike speaking, email gives you time to think, revise, and polish your English. That’s an advantage! But it also means your writing is on permanent record. A sloppy email with grammar mistakes or an overly casual tone can damage your professional image. That’s why investing time in learning proper email structure and vocabulary pays off enormously.

The Anatomy of a Professional Email 專業Email的結構

Every professional English email has five essential parts. Understanding this structure (結構) will make writing faster and easier:

1. Subject Line (主旨) — Clear, specific, and under 10 words. Example: “Meeting Reschedule — March 20 at 2 PM”
2. Greeting (問候語) — Match formality to your relationship. “Dear Mr. Chen” for formal, “Hi Sarah” for familiar colleagues
3. Body (正文) — State your purpose in the first sentence, then provide details
4. 結尾 — Include a call to action or next step
5. Sign-off (署名) — “Best regards,” “Sincerely,” or “Thank you,” followed by your name and title

50+ Essential Email Phrases 必學的50個Email常用句

Opening Lines 開場白

The opening line sets the tone for your entire email. Here are phrases for different situations:

First contact (初次聯繫):

• “I am writing to inquire about…” (我寫信是想詢問關於…)
• “I am reaching out regarding…” (我就…一事與您聯繫)
• “I was referred to you by [name]…” (經[某人]介紹與您聯繫)
• “I came across your company/profile and…” (我看到貴公司/您的資料…)

Follow-up (後續跟進):

• “Following up on our conversation from…” (就我們之前的談話跟進…)
• “As per our discussion…” (根據我們的討論…)
• “I wanted to circle back on…” (我想再回頭談談…)
• “Just checking in on the status of…” (想確認一下…的進度)

Replying (回覆):

• “Thank you for your prompt reply.” (感謝您的及時回覆)
• “Thank you for getting back to me so quickly.” (感謝您這麼快回覆)
• “I appreciate you taking the time to…” (感謝您撥冗…)

請求する 請求する

Polite requests (禮貌請求) are crucial in professional emails. These phrases sound natural and respectful:

• “Could you please send me…” (可否請您寄給我…)
• “Would it be possible to…” (是否可以…)
• “I would appreciate it if you could…” (如果您能…我將不勝感激)
• “Would you mind sharing…” (您是否介意分享…)
• “I was wondering if you could…” (不知您是否能…)
• “At your earliest convenience, could you…” (方便的話，可否請您…)

プロのヒント: “Could you” is softer than “Can you.” “Would it be possible” is even more polite. In Taiwanese business culture, we tend toward politeness — and that translates well to English email etiquette (Email禮儀).

Giving Updates 提供更新

• “I wanted to update you on…” (我想跟您更新關於…)
• “Please find attached…” (請參閱附件…)
• “I’m pleased to inform you that…” (很高興通知您…)
• “Unfortunately, I need to let you know that…” (很抱歉需要通知您…)
• “Here is a brief summary of…” (以下是…的簡要摘要)

Apologizing and Handling Mistakes 道歉和處理錯誤

• “I apologize for the inconvenience.” (造成不便，深感抱歉)
• “I’m sorry for the delayed response.” (很抱歉回覆晚了)
• “Please accept my apologies for the oversight.” (對於疏忽，請接受我的歉意)
• “I take full responsibility for this error.” (這個錯誤完全是我的責任)
• “We are working to resolve this as quickly as possible.” (我們正在盡快解決此問題)

Closing Lines 結尾句

• “Please let me know if you have any questions.” (如有任何問題，請告知)
• “I look forward to hearing from you.” (期待您的回覆)
• “Thank you for your time and consideration.” (感謝您的時間和考慮)
• “Please don’t hesitate to reach out if you need anything.” (如有需要，請隨時聯繫)
• “I hope this information is helpful.” (希望這些資訊對您有幫助)

Email Templates You Can Use Today 今天就能用的Email範本

Template 1: Requesting Information 詢問資訊

主題： Inquiry About [Product/Service/Program]

Dear [Name],

I am writing to inquire about [specific topic]. I am currently [your role/situation], and I am interested in learning more about [specific details].

Could you please provide me with the following information:

• [Question 1]
• [Question 2]
• [Question 3]

Thank you for your time. I look forward to your reply.

よろしくお願いします、,
[あなたの名前]

Template 2: Following Up 跟進Email

主題： Follow-Up: [Original Topic]

こんにちは、[名前]さん、,

I hope this email finds you well. I am following up on my previous email regarding [topic], sent on [date].

I understand you are busy, but I would appreciate an update at your earliest convenience. If you need any additional information from my end, please let me know.

Thank you for your attention to this matter.

敬具、,
[あなたの名前]

Template 3: Scheduling a Meeting 安排會議

主題： Meeting Request — [Topic]

Dear [Name],

I would like to schedule a meeting to discuss [topic]. Would any of the following times work for you?

• [Day], [Date] at [Time]
• [Day], [Date] at [Time]

The meeting should take approximately [duration]. Please let me know which option suits you best, or feel free to suggest an alternative time.

よろしくお願いします、,
[あなたの名前]

10 Common Email Mistakes Taiwanese Learners Make 台灣學習者常犯的10個Email錯誤

After 20+ years of teaching English in Taiwan, I’ve seen these email mistakes come up again and again. Let’s fix them once and for all:

1. Starting with “Dear Sir/Madam” when you know their name
If you know who you’re writing to, use their name. “Dear Mr. Wang” shows you did your homework. “Dear Sir/Madam” suggests you didn’t bother checking.

2. Writing “Please kindly” (double politeness)
❌ “Please kindly send me the report.”
✅ “Could you please send me the report?” or “Kindly send me the report.”
Pick one — using both sounds unnatural to native speakers.

3. Translating Chinese email patterns directly
❌ “I have something to discuss with you.” (我有事想跟你討論)
✅ “I’d like to discuss [specific topic] with you.”
Be specific from the start. English emails value directness (直接).

4. Forgetting the subject line or being too vague
❌ Subject: “Hello” or “Question”
✅ Subject: “Q3 Sales Report — Review by Friday”
Your subject line is your email’s first impression.

5. Using “ASAP” in formal emails
❌ “Please reply ASAP.”
✅ “I would appreciate a response by [specific date].”
“ASAP” can come across as demanding. A specific deadline is more professional and more useful.

6. Overusing “I think”
❌ “I think we should I think consider I think changing…”
✅ “I suggest we consider changing…” or “In my view, we should…”
Vary your language to sound more confident.

7. Confusing “reply” and “reply all”
This isn’t a language mistake, but it’s worth mentioning: always check whether your response should go to one person or everyone on the thread. Reply-all disasters are legendary.

8. Missing articles (a, an, the)
❌ “I attached report to email.”
✅ “I’ve attached the report to this email.”
Mandarin doesn’t have articles, so this is one of the most persistent challenges for Taiwanese learners.

9. Ending with “Waiting for your reply”
❌ “Waiting for your reply.”
✅ “I look forward to hearing from you.”
The first sounds like a command; the second sounds professional and friendly.

10. Writing emails that are too long
Respect your reader’s time. If your email is more than three short paragraphs, consider whether some content belongs in an attachment instead.

Formal vs. Informal: Know the Difference 正式與非正式：搞清楚差異

One of the trickiest aspects of email writing is matching your tone (語氣) to the situation. Here’s a quick comparison:

正式（正式）： Use with clients, executives, first-time contacts, and official correspondence.

• Greeting: “Dear Ms. Lin,”
• Request: “I would be grateful if you could…”
• Closing: “Yours sincerely,” / “Best regards,”

セミフォーマル (半正式): Use with familiar colleagues and ongoing business relationships.

• Greeting: “Hi David,”
• Request: “Could you send me…”
• Closing: “Best,” / “Thanks,”

非公式 (非公式): Use only with close coworkers you interact with daily.

• Greeting: “Hey team,”
• Request: “Can you check on…”
• Closing: “Cheers,” / “Talk soon,”

Rule of thumb (經驗法則): When in doubt, go one level more formal. It’s better to seem slightly too polite than too casual. You can always dial it down once the other person sets a more relaxed tone.

Quick Practice Exercise 快速練習

Try rewriting these poorly written emails. Check your answers against the suggested improvements below:

1. Fix this subject line:
“Hi”
→ Suggested: “Project Update — Website Redesign Timeline”

2. Fix this opening:
“I have something to tell you about the meeting.”
→ Suggested: “I’m writing to share an update about next week’s project meeting.”

3. Fix this request:
“Send me the files ASAP.”
→ Suggested: “Could you please send me the updated files by Thursday afternoon?”

4. Fix this closing:
“Waiting for your reply.”
→ Suggested: “I look forward to hearing from you at your convenience.”

5. Fix this apology:
“Sorry for late.”
→ Suggested: “I apologize for the delayed response. Thank you for your patience.”

Your Email Writing Action Plan 你的Email寫作行動計畫

Improving your professional email writing doesn’t happen overnight, but with consistent practice, you’ll see rapid progress. Here’s what to do this week:

1. Save this article — Bookmark it and refer to the phrase lists whenever you write an email
2. Pick three phrases from each category and use them in your next real email
3. Review your sent emails — Look at emails you sent last week. Can you spot any of the 10 common mistakes?
4. Practice one template per day — Write a mock email using each template above
5. Read professional emails you receive and note phrases that sound natural

Email is a skill, and like any skill, it improves with deliberate practice. The phrases and templates in this guide are your starting toolkit — use them, adapt them, and make them yours. Before long, you’ll write professional English emails (專業英文Email) as naturally as you write in Chinese. 加油! 💪

参考文献 參考資料

• British Council Taiwan. Common Grammar Mistakes by Taiwanese English Learners.
• Talaera Business English. 150+ Useful Email Phrases That Will Make Your Life Easier. 2026.