The email greeting is one of the most important components of communication, because it sets the atmosphere for your message. Whether you’re reaching out to a colleague, a prospective customer or an old friend, you never get a second chance to make a first impression. In this guide, we will recommend good ways to start an email with a solid and interesting greeting, share best practices for both professional and casual contexts, and touch on some “don’ts” as well. You will have actionable tips that will help you start your emails like an expert.
Perfect Email Introduction
A good introduction will differentiate your email message so that the reader stays engaged from the very first line. Here are a few important things to remember:
- Make a good first impression: A small introduction can turn things toward your side.
- Clarity is key: Quickly get to the point and make it clear why you’re writing so you don’t start confusing your reader.
- Personalize it: Writing the name of the recipients and make a specific hook in the first sentence of the body will definitely forge a connection.
Professional Email Greetings
The first thing you need to do when writing a professional email is to choose a greeting (also called a salutation). Depending on the recipient and the tone of the email, these greetings may change. Here are some good option for an email’s salutation you may use:
Dear [Name],
That’s an always-appropriate way to begin a formal email. The name after that depends on your relationship with the person to whom you are writing. If you are addressing your boss, someone with a higher title, or someone you don't know well, you can always write Mr., Mrs., or Ms. followed by the last name. If you’re addressing someone you’ve worked closely with, you can generally write their first or last name:
- Dear Mary,
- Dear John,
- Dear Mr. Jameson,
If you don’t know the recipient’s name, you can also address your email to a department:
- Dear Recruitment Department,
- Dear Hiring Manager,
However, we recommend doing your best and finding the name of the person you’re writing to. It makes your email more personalized, important, and impactful.
Hello [Name],
Hello is another acceptable way to start formal and informal emails. You can use it to write to anyone, from a company's CEO to a coworker. Just make sure you're using the proper name (and spelling it correctly):
- Hello Mrs. Corleston,
- Hello Misty,
Hi team,
If you want to write an email to a group of people you work with, use this type of salutation. Don’t worry if your this group includes your boss or supervisor - it’s absolutely ok to use this greeting in this situation.
- Hi team,
Please find the attached results; they are quite unexpected!
Greetings,
Use this salutation if you’re not writing to your team, but want to address your email to a group of people. This greeting may seem less personalized and more distant than other types, so don’t use it when you know your recipients’ names.
Example:
- Greetings,
I’m writing about the open position.
You can use even more ways to start a professional email. Try our AI Email Writer to have fresh ideas for your email’s introduction.
How to Start The Body of the Email
Once you’ve written an appropriate salutation, you need to choose how to start the body paragraph. Here’re several common options:
Express a polite remark
Examples:
- I hope you’re having a good day.
- I hope you’re doing well today.
- I hope your week is off to a good start.
- I hope you’re enjoying a productive day.
- It’s a pleasure to connect with you
We recommend avoiding writing “I hope this email finds you well” because it is an overused email cliche.
Refer to previous communication
Examples:
- Following up on our previous discussion regarding…
- I’d like to continue our discussion on…
- Building on our last conversation, I wanted to check in about...
- I’m writing regarding [topic]…
Introducing Yourself
Examples:
- My name is [name] and I’m a [position].
- I’m reaching out as [Your Role] at [Company], where I focus on [Your Specialty].
- I handle [Your Responsibility] at [Company] and thought this topic might be relevant to you.
Meeting Proposal
Examples:
- Would you be open to a brief meeting to discuss [Topic] further?
- Do you have time next week for a quick discussion on [Topic]?
- Would a [short call/meeting] on [suggested date] work for you?
Expressing Gratitude
Examples:
- I wanted to take a moment to express my gratitude for…
- I appreciate…
- Thank you for…
Ask a question to pique attention
Example:
- Did you know that 80% of email recipients decide to open based on the subject line?
How to Start an Informal Email
When writing an informal email, you can be more relaxed and choose casual tone.
Here’s how you can start:
- Friendly greeting: Use 'Hi [Name]' or 'Hey [Name] to set a relaxed tone.
- Personal touch: Share a quick personal note or ask about their well-being.
- Engage quickly: State your reason for writing within the first few lines.
Example:
Hey Sarah,
I hope you had a great weekend!
I wanted to check in about our plans for Friday.
This way, you stay friendly and keep intimacy, while still address the email's purpose.
If you need to make sure your emails are error-free, use our Grammar Checker tool.
How NOT to Start an Email
If you want to write a good email introduction, avoid these common mistakes:
- Don’t be too vague. You need to stay clear and cut to the chase not confusing your reader.
- Don’t use complicated language and awkward phrases. Even writing a business email, keep it simple, easy to read and understand.
- Make sure you don’t neglect context. Always consider your relationship with the recipient. For example, don’t start with “To whom it may concern” can sound too impersonal and outdated.
- Be specific and use personalization. Don’t use phrases that seem like generated for mass emails. Add name if you know it, team, or department instead.
- Avoid starting with “Good morning,” “Good afternoon,” or “Good evening,” as you can't predict when the recipient will read your email. Instead, opt for a timeless and universally appropriate greeting like “Hello” or “Hi [Name].”
Starting an email effectively is a skill that pays off in professional and personal communication. Remember to greet the recipient appropriately, state your purpose early, and avoid common pitfalls. If you're struggling to craft the perfect email salutations, use AI-powered tools like JustDone and write perfect messages that resonate with your audience. Now, go forth and implement these strategies in your next email!
