Vietnamese Business Email Writing

Key Vocabulary

Understanding core business email terminology is essential for professional communication in Vietnamese. The following terms appear frequently in formal correspondence.

Useful Phrases

These phrases form the building blocks of professional Vietnamese email writing. They cover greetings, body language, requests, and closings appropriate for B1-level business correspondence.

Opening Phrases

Stating Purpose

Making Requests

Closing Phrases

Sample Dialogue

Email 1 — Initial Inquiry (from client)

Từ: lan.nguyen@xyzcompany.vn Đến: sales@abcsupplier.vn Chủ đề: Yêu cầu báo giá sản phẩm

Nguyễn Thị Lan (Công ty XYZ):

Email 2 — Response with Quotation

Trần Văn Minh (Công ty ABC):

Email 3 — Follow-up and Confirmation

Nguyễn Thị Lan (Công ty XYZ):

Cultural Tips

• Use the correct pronoun (xưng hô): Vietnamese has an elaborate system of personal pronouns based on age, gender, and social status. When writing to someone older or more senior, use anh (older male) or chị (older female) and refer to yourself as em. If uncertain about age, using anh/chị for the recipient and tôi for yourself is a safe, respectful default.
• Hierarchy matters in the salutation: Always address the most senior person in the organization with their title. For example, Kính gửi Giám đốc Phạm (Dear Director Pham) shows more respect than simply using their name. Titles such as Giám đốc (Director), Trưởng phòng (Department Head), and Phó giám đốc (Deputy Director) should be used prominently.
• Relationship before business: Vietnamese professionals often open emails with warm pleasantries before getting to the business point. Phrases like Kính chúc anh/chị sức khỏe (Wishing you good health) or acknowledging a holiday are common. This is not idle chitchat — it signals goodwill and investment in the relationship.
• Avoid bluntness: Direct refusals or criticism are rare in formal Vietnamese writing. Instead of saying something is impossible, Vietnamese professionals often use softer language: Chúng tôi sẽ cố gắng xem xét (We will try to consider it) rather than a flat "no." Read between the lines when interpreting responses.
• Response time expectations: Replying within 24 hours is expected for professional emails. A delayed response can be interpreted as disinterest or disrespect. If you need more time, send a brief acknowledgement email first.
• Formal vs. informal register: Even in internal company emails, Vietnamese professionals tend to maintain a relatively formal register compared to, say, American workplace culture. Avoid slang, overly casual punctuation, or emoji in business emails.

Common Mistakes

The following errors are frequently made by intermediate learners writing business emails in Vietnamese. Avoiding these will make your communication sound significantly more professional.

Mistake 1: Incorrect or missing honorific pronouns

❌ Tôi gửi email này cho bạn để hỏi về sản phẩm. Using bạn (friend/peer) in a formal business context sounds inappropriate and disrespectful to a senior colleague or client.

✅ Tôi gửi email này đến anh/chị để hỏi về sản phẩm. Using anh/chị shows proper respect and is the correct register for business communication.

Mistake 2: Missing or incorrect closing formula

❌ Thanks, Minh Switching to English for the closing is jarring in a Vietnamese email and appears unprofessional.

✅ Trân trọng, Trần Văn Minh Use the Vietnamese formal closing and always include your full name.

Mistake 3: Omitting diacritics (thanh điệu)

❌ Kinh gui Anh Minh, Toi muon hoi ve san pham... Writing without tone marks is considered careless and can change the meaning of words entirely. It is unacceptable in professional correspondence.

✅ Kính gửi Anh Minh, Tôi muốn hỏi về sản phẩm... Always type with full diacritics. Use a Vietnamese input method (Unikey, GoTiengViet, or built-in OS keyboards).

Mistake 4: Translating directly from English sentence structure

❌ Tôi đang rất háo hức về cơ hội làm việc với bạn. This is a word-for-word translation of "I am very excited about the opportunity to work with you" that sounds unnatural in Vietnamese business writing.

✅ Chúng tôi rất vui được có cơ hội hợp tác với quý công ty. A more natural Vietnamese phrasing that fits the formal register and uses quý công ty appropriately.

Mistake 5: Being too direct in making requests

❌ Gửi báo giá cho tôi ngay. This is abrupt and sounds like a command. It is considered impolite in Vietnamese business culture.

✅ Vui lòng gửi báo giá cho chúng tôi khi anh/chị có thời gian. Adding vui lòng (please) and a softer timeframe makes the request polite and culturally appropriate.

Practice Exercises

Complete the following exercises to reinforce your understanding of Vietnamese business email writing.

Exercise 1: Fill in the Blanks

Complete the email opening with the correct words. Choose from: kính gửi, trân trọng, đính kèm, phản hồi, báo giá

________ Chị Hương,

Cảm ơn chị đã liên hệ. Vui lòng xem file ________ để biết thêm chi tiết về ________. Chúng tôi mong nhận được ________ sớm từ chị.

________, Anh Tuấn

Exercise 2: Rewrite the Impolite Email

The following email is too informal and direct for a business context. Rewrite it using appropriate formal language.

"Bạn Hùng ơi, tôi cần hợp đồng ngay hôm nay. Gửi cho tôi ngay. Thanks."

Exercise 3: Write a Short Business Email

You are a purchasing manager at a Vietnamese company. Write a short email (4–6 sentences) to a supplier requesting a meeting to discuss a new contract. Include: a formal greeting, your reason for writing, a proposed meeting time, and a polite closing.