Greeting word for email

Starting an email seems like no big deal, but your choice of words can have a massive impact on how the rest of your message is received.

In this guide, we’ll analyze the importance of email greetings, and give you more than 50 examples of how to start an email.

You’re sure to find a suitable email greeting or opening for just about any occasion.

How to Start an Email Professionally (How to Start a Business Email)

Let’s start with some of the tried-and-true business email greetings—the snippets of text you include at the beginning of every email. These are some of the most commonly used email greetings, and for good reason—they’re some of the simplest and most reliable ways to start a business or professional email.

1. Hi / Hey (name)

Short, sweet, and simple, it doesn’t get much easier than this. “Hi” is innocuous and friendly, without sacrificing formality, and the addition of a person’s name makes it personal. Depending on the setting, you may wish to use a person’s first name or title and surname; this is true for any instances of “name” in this list.

2. Hello (name)

This email greeting serves the same purpose, but the additional length of the word “hello’ makes it a bit more formal.

3. Dear (name)

A vestigial greeting from the days of handwritten letters, “dear” is useful if your email has a letter-like structure. It can also be used to distinguish your emails from those of other professionals, or to appeal to customers with a friendly opening.

4. Greetings

For me, “greetings” feels a little too Martian-like, but it’s an acceptable and common email opening. It’s best when introducing yourself for the first time or reaching out to someone for the first time in a while.

5. (Name)

Even simpler, you can simply start with the person’s name. It might read as a bit cold, and it’s not the most creative email greeting, but it’s widely used.

6. All / everyone

If you’re emailing multiple people at once, you won’t have the opportunity to call out a specific name. Instead, you can greet the entire group with something like “Hello all,” or “Hi everyone.” It’s a simple modification to accommodate your needs.

There are some other examples of basic professional email greetings you can use, but unless you’re being cheeky, or you’re eager to stand out in some distinct way, it’s best to stick with one of these.

How to Start an Email Greeting: Comma, Colon, or Exclamation Point?

Whether you’re using one of the above greetings in email or one of your own, you’ll be left with a critical punctuation decision: should you use a comma, a colon, or an exclamation point to end your greeting?

From a pure etiquette standpoint, there’s no taboo punctuation mark. You aren’t going to offend someone by adding an exclamation point to the end of your greeting. However, there are some subtle connotations to each punctuation mark you’ll want to consider.

The colon is very formal, but almost overly so. A colon might be good for starting something especially serious, or for emailing with a person or organization you know is old-fashioned. However, for most other people, it might feel a little cold and impersonal.

At the other end of the spectrum is the exclamation point. An exclamation point conveys excitement, and can be used to indicate enthusiasm. For personal contacts and informal conversations, this can work, but in a professional setting, it can make you seem overeager or immature. Use it wisely.

The best standby, and the perfect choice if you’re not sure what to do, is the comma. It’s formal without being cold, and is so commonly used you can guarantee nobody’s going to scrutinize it.

Ways to Start a Formal Email

Now that your greeting is out of the way, you can work on creating an introduction. These introductory sentences an email starters are ideal ways to start an email for formal occasions—which should be your default if you don’t know the person with whom you’re engaging. They’re a good segue from your generic greeting to the core content of your message:

7. I hope this email finds you well.

This is a simple gesture of well-wishes that can instantly make the rest of your message seem warmer. It’s also vague enough that you don’t need to be personally involved in your recipient’s life, or sacrifice formality for friendliness.

8. Good morning/afternoon/evening.

Shorter openings are generally better, especially when one of your priorities is preserving formality. A “good morning” (substituted with the appropriate time of day) is all it takes to make your greeting warm.

9. Allow me to introduce myself…

This only works if you’re actually introducing yourself in a greeting email; your boss of 10 years probably won’t find this funny. It’s also a way to soften whatever your request is. Be sure to see our complete guide on how to introduce yourself in an email.

10. How are you?

You probably won’t get an answer, but that’s not really the point.

11. How was your vacation/weekend/etc.?

Be careful with this one; you don’t want to seem intrusive. But if this person made it clear they were going on vacation, it’s fine (and compliant with the rules of formality) to ask about it. Feel free to ask about their weekend too—again, as long as it isn’t intrusive.

12. I hope your week is going smoothly.

Questions can be intrusive, but statements can’t. A safer bet may be to say something like, “I hope your week is going well!”

13. I’m emailing you to…

This is great if you’re trying to cut to the chase. Most professionals appreciate conciseness, so use this introduction to get to your main point.

14. I’m hoping to get your input on…

This is also a way to get to the point, especially if you’re making a request or an inquiry.

15. It’s my pleasure to inform you…

Somewhat situational, this works great if you’re informing someone that they’ve won a bid, or that they’ve been selected for a job.

Formal Ways to Start an Email Response

If you’re responding to someone else’s email, you’ll need to modify your opening slightly. These formal email greetings are well-suited for a response:

16. It’s great to hear from you.

You can tinker with this opening to get it just right, so long as you’re conveying the same idea; you’re glad this person emailed you.

17. Thanks for your email.

This offers something similar (and you’ll see it coming up again and again). Expressing gratitude can help you with everything from landing a better impression to getting more sales.

18. Thank you for the quick response.

Situationally, this can help you acknowledge the person’s efforts in responding to you or reacting to a new prompt.

19. Thanks for getting in touch.

Another variant on the “thank you” theme that might suit your needs perfectly.

20. I appreciate the update.

If someone provides you with raw information and you don’t know what to say, this can help you fill in the gap.

21. I apologize for the delay.

If you didn’t respond to the message right away, this short response could help you clear the air.

How to Start a Follow-up Email

There are many situations that necessitate or invite an email follow-up. These can be tricky, since they often demand a balance between outreach and restraint. Generally, you’ll stick to being formal in this situation, with an email opening like one of these:

22. Just checking in…

You’ll need to add a bit more to this to make it work, but it’s a fairly unassuming opening that can help you establish your main priority in reaching out.

23. I wanted to follow up with you.

Similarly, this phrase establishes your main goal. Assuming your original message is clear, there shouldn’t be any miscommunication.

24. As we discussed in our last meeting.

In case you aren’t sure the person remembers your last meeting, or if you want to recap your last discussion, this is a good lead-in.

25. As promised…

If you have something deliver, or some new information to share, the simple “as promised” phrase gives you a good segue.

26. Could you provide me with an update?

If you’re making a simple request, you may not need much more than this in the body of your message.

27. I wanted to get back to you about…

This is ideal if you have something to add, or if you’ve learned new information you didn’t have in the past.

28. Thank you for your time.

Remember, expressing gratitude can have a massive impact on how well you’re received. Thanking someone for their time, whether it was spent in a meeting, phone call, or just an email exchange, can make your follow-up seem warmer.

29. Are you still interested?

If you’re not sure this person wants to continue the conversation, a simple “are you still interested?” can give them an easy out. It also works well as a sales email subject line—but you can read more about sales email subject lines in our comprehensive guide.

If you’re interested in a fuller guide on sales-related follow-up emails, be sure to read our article on sales email follow-up templates, as well as our article on sales email templates you can use.

Informal Ways to Start an Email

If you know the person you’re emailing, or if your company culture is relatively relaxed, you can get away with some of these informal and creative email greetings:

30. Congratulations on (accomplishment)!

You might not want to get involved in the details of someone’s personal life or professional successes unless you know them. But in an informal setting, it can work wonders. Congratulate someone, and they’ll likely read the rest of your message with a smile on their face.

31. How are the kids?

Again, asking someone about their personal life is dangerous territory if you don’t know them. But if you’ve had friendly conversations in the past, this can be a good thing.

This works if there’s a contextual link between the post and your message. For example, if they recently posted an article about the importance of time management, you can tell them about a new tool you’ve found to analyze the amount of time they’re spending each day.

33. How was the trip?

If you know the person well enough to know they went on a trip, you can ask about it.

34. I was just thinking about you.

Assuming you have a good reason to reach out other than this, this message can be a near-perfect opening.

35. It was great to see you at (event).

Hypothetically, event follow-ups like this can work in a formal setting. However, it’s included here because it’s often done in a casual way.

36. I saw this (media) and thought of you.

You might think of including an attachment, gif, or YouTube link—especially if you have a good reason for bringing it up.

37. (Contact) suggested I get in touch with you!

As a networking email in an informal setting, this opening line is awesome. If you need help polishing the rest of your approach, you can read more tips in this guide on subject lines for networking emails.

38. Sorry it took me a while to get back to you.

A less formal version of the “delay apology,” this opening can help you acknowledge a lengthy passage of time between your last message and this one.

If you’re friends with the person you’re emailing, or if you’re trying to come across as friendly and sociable, you can use one of these funny or highly personal ways of starting an email. Just make sure you’re not using these with someone you don’t know very well, and entirely avoid them in situations that demand seriousness or formality.

39. Yep, it’s me again.

If you’re emailing someone in high volume, this can make light of the situation.

40. X days until Friday.

Yes, we all love Friday and count down to it. You might as well acknowledge it (even if it’s a bit trite).

41. Don’t worry, I’ll keep this brief.

A fun way to insist you won’t be wasting this person’s time, it’s a good introduction to a short email.

42. Yet another message to bog down your inbox.

We all wrestle with overflowing inboxes, but this message lets the recipient know that you understand their plight.

43. Hopefully, you’ve had your coffee this morning.

I can’t say I’m a big fan of this joke, but if this person is the type to describe themselves in terms of pre-caffeine and post-caffeine personalities, it might work well.

44. Are you surviving yet another workweek?

If work seems like a drudgery some days, this opening can make things a little lighter.

45. I hope you’re sitting down.

This is a common phrase used before revealing some surprising or exciting news. If you have something important to share, this may be a good way to lead into it. Just make sure you’re not using email for gossiping purposes.

46. [Any inside joke].

Do you have an inside joke with a close colleague or a friendly boss? Feel free to use it as a way to lead into an email—so long as that email isn’t very serious or important. A joke can make a light message easier to receive, but can turn a serious email into an object of ridicule.

Bonus: Email Greetings and Openers to Avoid at All Costs

These may technically break the rules I laid out, but I feel they’re vital to discuss in this context. In the first section, I wrote about the importance of email greetings, and in the second, I gave examples of some tried-and-true greetings.

On the dark side, there are some email greetings and openers you should avoid at all costs. These email salutations are worse than neutral; they could do active harm to your reputation, or jeopardize the reception of your message.

47. [Anything that’s misspelled].

God help you if you misspell your prospect’s name. Seeing your own name misspelled gives you that cold-and-prickly feeling, and instantly sets a bad tone for the conversation. On top of that, it shows that you don’t pay attention to details, or that you’re not proofreading. Spelling errors in the body of your message might be more easily forgiven, but to leave one in the introduction is practically unforgivable.

48. Hey (nickname)!

In general, the “Hey (name)!” formula isn’t a great look. It’s okay for use with people you know well, or if you want to establish a casual, friendly relationship, but otherwise, it’s best tabled in favor of a tried-and-true greeting. It’s made even worse if you include a nickname for someone (unless you’ve personally verified that this nickname is their exclusive preference). In general, you shouldn’t give someone a nickname or shorten their name unless they tell you to; Nicole doesn’t automatically become Nicki, and Michael doesn’t automatically become Mike. If you’re not sure what this person prefers, watch their email signature, and err on the side of full names and formality.

49. To whom it may concern.

A phrase of choice for mass messages and anonymous complaint letters, “to whom it may concern” is in most situations, a cold and lazy choice. If you can, find the name of the person you’re emailing. If this name is unavailable, a term like “everyone” or “all” will provide a better fit.

50. Dear sir or madam.

Again, this is kind of a cop-out. Do your research to find the name of the person you’re emailing, or substitute a better phrase if you’re talking to multiple people. Otherwise, you’re better off with something vague, like “Hello.”

51. Happy Monday!

Just don’t. Trust me on this one.

Why Email Greetings Matter

Do email greetings really matter that much? Why does this subject warrant a comprehensive, multi-thousand-word article?

• Making a first impression. Whether you’re marketing to your target audience or just reaching out to a new contact, it’s important to make a good first impression. Technically, your subject line is going to be the first thing they read, but assuming you’ve mastered that and they’ve opened your email, your greeting and opening few lines will set them with an immediate impression of who you are and how you operate.
• Setting a tone. Your email greeting is also an opportunity to set the tone for the rest of your conversation. Depending on the circumstances, you may wish to set a formal, serious tone, or something informal to the point of being lighthearted. This can shape how the rest of your message is taken.
• Building a personal brand. Choosing email greetings and openings can also help you shape and refine your own personal brand. As you communicate with people regularly, they’ll pick up on the common greetings you like to use, and will roll those into their understanding of your personality, goals, and values. It’s a subtle effect, but one worth considering.

Yet despite these important effects, email greetings and salutations remain an area that’s commonly neglected. Many modern workers write emails without giving their openings so much as a second thought.

But not you! Because now you’re equipped with this list of top-notch email greetings 😃

Now that you know all about how to start an email with tried-and-true email greetings and salutations, are you interested in learning more about the power of your email?

Do you yearn to understand how, why, and when people respond to your messages? Sign up for a free trial of EmailAnalytics, and start your journey today.

Quick Email Greetings FAQ

We’ve talked about the most helpful email phrases you need to know; now let’s focus on the very beginning –your email greeting. If you’ve ever wanted to ignore an email because it spelled your name incorrectly or it started with ‘To Whom It May Concern,’ you probably understand that your email greeting is more important than it may seem. In this post, you will learn how to address someone in a business email.

Why email greetings are important

Your greeting in an email is the first thing that your reader sees, and it sets the tone for the rest of the message. Understanding how your recipient might perceive your greeting will allow you to choose the best one for each situation.

Email greetings for professional emails

Before we dive into the nitty-gritty, there’s something you need to remember. The convention for email greetings in English is as follows:

• 1. Write your greeting
• 2. Add a comma after your greeting
• 3. Leave a blank line
• 4. Start your message with a capital letter

Look at the format of these greetings in the email sample below.

Should you add a comma after the email greeting?

Technically, yes, but nobody does (and, to be honest, it looks a bit odd to most people). The theory says that when you address a person by adding their name in the middle of a sentence, you should surround it with commas (e.g. «As I told you yesterday, Jack, you need to work harder!»). In grammatical terms, it’s called vocative. However, since most people leave out the comma in email greetings, it has become the standard. So, short answer: don’t add a comma after «Hi» or «Hello»

These conventions are different in different languages, and they’re just that –arbitrary agreements. There is really no explanation for it (I know, languages are fun sometimes). 

How to choose the best email greeting

You have quite a few options when it comes to choosing the right greeting for your email. To make the best decision, you will need to ask yourself the following questions:

• 1. Who are you emailing?
• 2. What’s their role?
• 3. Where are they from?
• 4. What kind of relationship do you have with them?
• 5. What’s the reason for your email

These will help you understand which of the following greetings is your best bet. In general, when in doubt, choose to be more formal –you can always make it more informal in the follow-ups.

Common email greetings you need for professional emails

Let’s start with the email greetings you do want to use, and then we’ll move on to the greetings you may want to avoid. In general, most emails start with «

Dear Name,

«Dear» is usually the best option for formal emails. In most countries in Asia and across Europe, this is the greeting we use when we don’t know our recipient (or when we don’t know them very well). If you type «greeting email sample», you will probably find this greeting the most often. 

In lower-context countries –such as Australia and the United States–, we tend to use «Dear» to address a person in a position of respect (e.g. «Dear Lieutenant Oakes»), but it is quite uncommon for regular business emails.

«Dear» is also a great option for formal cover letters. Traditionally for cover letters, we use «Dear» followed by an honorific (Mr. for male or Ms. for female), the person’s last name, and a colon (e.g. «Dear Ms. Lottridge:»). If you are not sure about their gender, you can just use their full name (e.g. «Dear Luca Lottridge»). If you can’t find the hiring manager’s name, you can always use «Dear Hiring Manager.»

• When should you use «Dear»? For formal emails, introductions (especially in Asia and Europe), cold outreach to a CEO, and cover letters.

Hello Name,

«Hello» is somewhere between the more formal «Dear» and the friendlier «Hi». This salutation also works without a name (i.e. «Hello,»). 

Although there is no consensus, nowadays, international communications are becoming more informal and we tend to drop the more formal «Dear» and opt for a more neutral «Hello».

In the technology sector and the startup world, where business etiquette is usually more casual, we see that more people are using «Hello» for job applications and business introductions. It sounds professional and less stiff than «Dear».

After a few email exchanges using «Dear», it is common to transition to «Hello» once you have established some rapport with the recipient.

• When should you use «Hello»? For general business emails, business introductions, job applications (mainly in tech companies and startups), and after a few interactions using «Dear».

Hi Name,

This email greeting is probably one of the most common ones nowadays. It’s friendly, relaxed, and welcoming (and it still sounds professional in most contexts). Some even claim that «Hi» has replaced «Dear» as the most common email salutation (Forbes). 

We’ve noticed that it is more and more common to receive emails from strangers approaching you with «Hi Alex,» or just «Hi,» instead of «Dear Alex,» or «Dear Mr. Smith,». But while this might be true in some countries or contexts (like Israel or the tech world), in others (like Germany or Japan), we still send more formal emails.

After a few email exchanges using «Hello», it is common to transition to «Hi» once you become more familiar with the recipient.

You may also see «Hi there,» in a cold email, but to err on the safe side, save it for colleagues and in more informal situations.

• When should you use «Hi»? With colleagues, in informal situations, in general emails in low-context countries (e.g. Israel, United States, Australia), after a few interactions using «Hello», in a newsletter.

Hi everyone,

«Hi everyone,» or «Hi everybody,» are friendly ways of addressing a group of people. «Hi All,» is also a valid option, although slightly more formal.

• When should you use «Hi everyone,»? When emailing a group of people you have a relationship with (colleagues or a close customer).

Greetings,

«Greetings,» is an option you can use when you don’t know your recipient’s name or you’re writing to a general email inbox (e.g. hello@talaera.com). It sounds professional, not too formal, not too informal.

• When should you use «Greetings,»? When you don’t know your recipient’s name or you’re emailing a general email inbox.

150+ Useful Email Phrases That Will Make Your Life Easier

**Hey Name,

Be careful with this one! In most contexts, it sounds very informal and unprofessional, so when in doubt –avoid it! It is a common salutation to address close colleagues or friends (and also when messaging in Slack). In American corporate, Australia, and the startup sphere, «Hey» is a valid greeting for business emails.

After a few email exchanges using «Hi», it is common to transition to «Hey» once you become more familiar with the recipient.

• When should you use «Hey,»? With friends and close colleagues or when your recipient does it first.

PRO TIP! If you are not 100% about when to use «Hey,» only use it when the other person does it first. This technique is called mirroring, and it will help you stay professional and not mess up. 

Email greetings you want to avoid

There are many bad ways to start an email and here are some of them.

To Whom It May Concern,

Most guides will tell you that this is a good email greeting for formal situations when you don’t know the recipient. You may even find this greeting in email samples.

However, it is impersonal and outmoded –even off-putting in some situations. If you are applying for a job, your chances of getting it will usually be higher if you use «Dear Name,» or «Hello Name,» when addressing the hiring manager.

• What to use instead of «To Whom It May Concern,»? Better use «Dear Name,» «Dear Role,» or «Hello Name».

Dear Sir or Madam,

This traditional salutation –fortunately falling into disuse– often shows that you couldn’t be bothered to look up your recipient’s name and address a specific person.

• What to use instead of «Dear Sir or Madam,»? Better use «Dear Name» or «Dear Role».

Hello Ladies and Gentleman,

The business world –and the world for that matter– is moving towards a gender-neutral environment, and using this gender-specific greeting is much less common these days.

• What to use instead of «Hello Ladies and Gentleman,»? Better use «Hello everyone,» or «Hi All».

[Misspelled name]

Arrgh! Is there anything more off-putting than receiving an email where your name is misspelled? Double-check that you wrote it correctly. If you are not sure about their name, look them up or use the name they used to sign off.

PRO QUESTION! Can I use a nickname in an email greeting?  In general, don’t use a nickname or a shortened version of a name unless they sign their reply with it. For example, if you are emailing Elizabeth, don’t assume they are called Beth. However, if they sign off with Beth, then do address them with Beth. 

Keep Improving Your Business Emails

Continue improving your communication skills for professional situations. Get in touch with Talaera if you wish to take your professional English communication skills to the next level, or join one of our live free webinars. 

• 8 Great Idioms To Enhance Your Professional Emails
• 5 Easy Tips To Improve Your Writing Skills — Start With Your Business Emails
• How To Write Clear Emails With These 4 Practical Concise Writing Tips
• 100 Business Abbreviations That Will Make You Look Like An Expert
• 12 Relatable Tweets That Sum Up How We Feel About Professional Emails
• The Anatomy of Excellent Business Storytelling
• 32 Important Best Practices To Streamline Your Slack Communication
• 150+ Useful Email Phrases That Will Make Your Life Easier

For any additional information or questions, you can also reach out at hello@talaera.com. Interested in getting the best offers and receiving free content on Business English communication? Subscribe to our newsletter and we will keep you in the loop with offers, free events, and development materials! 

[Article originally posted in December 2018.]

Starting out an email with the right email greeting is crucial. It gives recipients their first impression of you, and it sets the tone for the rest of the message. It can mean the difference between your recipient closing the email right away (and condemning it to the trash folder), or reading on.

In short, you need that first impression to be a positive one.

Starting an Email the Right Way

There are no hard-and-fast rules about how to start an email. In the past, there were strict rules about using “Dear” followed by a surname in any formal letter or email. Under no circumstances would you reach out to a perfect stranger and say “Hey!”

Nowadays, the lines are more blurred. It all boils down to how well you know the recipient, the context of the message, and what you’re expecting to achieve as a result of your email.
From a punctuation point of view, there are still some rules that are worth following. Start by putting a comma after the email greeting, and then capitalize the first letter of the opening sentence. For example:

“Dear Mrs. Smith,

I’m writing to you in response to …”

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When you’re reaching out to a contact with whom you have no prior connection, it’s important to get the tone right. If you’re overly familiar, you’ll turn them off right away and probably end up in the junk folder. So, in those cases, whether or not you know their name, it’s always best to stay formal.

If you don’t know their name:

It’s tricky if you’re reaching out over email but don’t have a specific name. Do your best to find a contact name, even if it’s not the exact person you’re trying to get ahold of. However, if you really can’t find it, then the following are still broadly acceptable greetings:

1. “Dear sir/madam”

2. “To whom it may concern”

3. “To…” e.g. “To the Financial Director”

If you do know their name:

4. “Dear Mr./Mrs./Ms. [surname]”

5. Dear [first name]

Cold emails are always best if you’ve done some research beforehand. That way, you can add some personalized context immediately after your greeting. For example:

“Dear Mr. Smith,

I really enjoyed your last article about …”

Any form of personalization softens your cold email greeting, and makes it much more likely that the recipient will read on.

Informal Greetings

Informal email greetings are those we use every day: with our bosses, our families, and our friends and acquaintances. That said, relaxed email greetings are increasingly being used in traditionally formal contexts like the cold outreach emails we’ve just discussed. How and when you use them entirely depends on your brand style and voice:

6. “Dear [first name]”

7. “Hello”

8. “Hi”

9. “Hey”

10. “I hope this email finds you well”

11. “I hope you enjoyed your weekend”

12. “I hope you’re doing well”

13. “Hope you’re having a great week”

14. “How are you doing?”

15. “How’s it going?”

16. “I’d love to get your advice on …”

17. “Long time no see”

18. “It’s been a while”

Follow-up Greetings

Follow-up emails are easy to start, because you’ve got the perfect prompt to kick you off. They also allow you to get to the point quickly:

19. “As we discussed on our phone call …”

20. “As promised, here’s …”

21.“I’m checking in on …”

22. “Following up on our meeting …”

23. “Can you please provide me an update on …”

24. “Here’s more information on …”

25. “It was great to meet you at [event]”

Reply Emails

Replying to an email is similar to writing a follow-up email. It allows you to ping back a response with a straightforward greeting:

26. “Thanks for the quick response”

27. “Thanks for getting back to me”

28. “Thanks for the update”

29. “Great to hear from you”

Time of Day

Using the time of day as a message opener is always a winner – it’s friendly, yet relatively formal:

30. “Good morning” (Before midday)

31. “Good afternoon” (Midday until 6 p.m.)

32. “Good evening” (6 p.m. onwards)

33. “G’day” (used in Australia)

A Response to a Trigger

When something has triggered you to write an email, you can often get away with not using a salutation like “Dear” or even “Hi.” It’s perfectly acceptable to make the thing you’re writing about form the greeting itself. For example, if your contact has just won a prize, it would be odd to write:

“Dear Sarah,

Congratulations on winning the top prize at …”

Instead, this would seem more natural:

“Congratulations on winning the top prize, Sarah! I knew you could do it!”

So, if you’re about to start about an email, think about the context in which you’re writing it, and consider using that contextual trigger as your opener:

34. “Congratulations on …”

35. “I hope you enjoyed your [vacation/event]”

36. “I love your recent [article/social post/photo/video]”

37. “I was just thinking about you”

38. “This reminded me of you”

39. “[Mutual friend/contact] reminded me to get in touch with you”

Writing to Several People

You have a few choices when writing to more than one recipient at a time. Try starting your message with “Hi everyone,” or:

40. “Hi [first name 1], [first name 2], and [first name 3],”

When someone sees their name in a list, they’re more likely to open the email and read it.

Slang Greetings

These greetings should be reserved for people you know well and with whom you share a more colloquial lingo. Often these greetings are the domain of younger generations, but not necessarily:

41. “Yo”

42. “Alright”

43. “Howdy”

44. “ ‘Sup ”

Humorous Greetings

Reaching out with humor can be a useful way of breaking the ice. This style is often used in promotional sales emails to increase open and read rates.

But you should be sure of your audience, or it could make things awkward. Best to use a lightness of tone, rather than a full-blown joke:

45. “Happy Hump Day”

46. “Only x days til Friday”

47. “Happy Fri-YAY!”

48. “Hope you’re surviving”

49. “Had your coffee?”

50. “Me again …”

If you want to be timely:

51. I was shocked.

52. Do not do these three things if you want to make money online

53. Last chance, John.

54. Are you making these three mistakes in your business?

55. Yesterday’s training was intense.

56. Did you see the New York Times yesterday?

57. Everything is about to change.

58. Last night’s announcement has huge consequences for our industry.

If you haven’t heard back from them:

59. Is [topic] still a priority for you?

60. I haven’t heard back from you yet.

61. I’m hoping I have the right email address.

62. I know things can fall through the cracks sometimes.

If you’re reaching out via cold email:

63. I hope I’m speaking with the right person.

64. Is this account receivable?

65. Hi, you don’t know me, but…

66. I know this might seem random, however…

67. I would love to get right to the point.

68. I want to be respectful of your time.

69. Is there any chance you could connect me with [name]?

70. Is this the email for John Smith?

It might also be worth getting creative with your greetings, using emojis ✋ or gifs to add something extra.

5 Best Practices on How to Start an Email in 2023

1. Find the Right Contact

When sending a cold email, it’s important to make an effort to personalize your message – it’s no secret that a personalized email is more likely to be opened, read, and acted upon than a generic mailshot.

Whenever possible, do your research and find out exactly who you need to be sending your email to. For starters, try to find a direct email address rather than a generic help desk email. Then, do your best to find the most relevant person to reach out to. If you’re hoping to promote email marketing software but reach out to the head of public relations, you’re reducing your chances of success.

2. Determine the Goal/Purpose of Your Email

Whether you’re carrying out a mass email marketing campaign or writing a bespoke email to a known recipient, it’s always useful to keep the purpose of your email in mind.

Your goal might be to introduce yourself or your business for the first time (cold outreach); recover a lost lead or dormant customer; or simply to send out your monthly newsletter. If you are sending out a monthly or weekly newsletter via Gmail it’s important your sending it out the right way. You want to get the most opens and engagement so make sure you follow the best method. Whatever it is, knowing the purpose of your email and its context will help you to start it in the most appropriate way.

3. If in Doubt, Err Towards Being More Formal

A personalized email is generally more engaging than a formal one, but sometimes being too relaxed can rub people up the wrong way. If you’re not sure what tone to take, your safest bet is to be a bit more formal rather than overly friendly. Then, you can adjust your tone based on the response you receive, if necessary.

4. Watch Your Grammar

A surefire way of giving your recipient a bad first impression is to mess up on your grammar. When it comes to starting your email, the main punctuation you need to worry about is the comma after the recipient’s name.

Whether or not you choose to include a comma is not important. Consistency is. As a rule of thumb, if you use a comma after the salutation, then use one at the end of your letter when you sign off.

5. Consider the Context of the Message

Lastly, for your email to make sense (and therefore make an impact), the greeting should be in keeping with the rest of your message. The tone, purpose, and style of your email must be reflected in the way you address the recipient. If there’s a mismatch, then you risk causing confusion.

Say you’re sending a message to a loyal customer to announce they’ve been carefully selected to benefit from an exciting new promotion. The context of the message would suggest you’d address the email in a personalized and friendly manner, such as “Hey [first name]!” To start it with “Dear sir/madam” would be incongruous and confusing.

Additional Reading: 5 Introduction Email Templates That Work in 2023

How NOT to Start an Email

Just as important as understanding how to start an email is understanding how not to start an email. You don’t want to come across as inauthentic, stodgy, or careless. Therefore, here are a few ways to avoid crafting a great email.

To whom it may concern – This might seem professional, but it’s been overused in past years. It seems too general.

Misspelled name – Always double check your typing before you send an email. You don’t want to misspell someone’s name and offend them.

Hi [enter name here] – The age of email automation makes it very easy to perform outreach and communicate with people. However, don’t make the mistake of forgetting to put the person’s specific name into the name field in case it’s not already filled out. Proofreading can help you avoid this.

Can you do me a favor? – Asking if someone can do you a favor is a little abrupt to start out with an email. It’s better to ease into it first.

Let me introduce myself – You don’t want to talk in the first person too much. When you’re sending emails, especially to prospects, you should focus on speaking about them and really try to live within their world.

I know you’re busy, but – If you do this, you’re basically discounting the fact that their time is valuable. Just avoid saying that and get to the point if you truly respect their time.

In summary

When you’re kicking off an email, you need to be conscious of who you’re writing to and the context of the message. Both will determine how you craft those all-important opening words.

A well-written salutation will determine how well the rest of your message will be received, regardless of whether you’re contacting a potential client or your best friend. Hopefully this list will help you pick the right words to fit the right circumstances, so feel free to use these ideas in your day-to-day correspondence.

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How you craft your email subject greetings determines whether your email is read or forever ignored.

On average, professionals receive about 126 emails within a working day. You must use the subject line to make your email stand out from the crowd. This article has tips and examples that will help you craft subject lines that will make you seen.

Formal and Official Email Greeting Subject Lines

A good example of formal emails is job application emails. Greetings email subjects for such emails should:

• Carry the keyword of why you are writing the email.
• Be under 25 characters to increase its readability on small screens such as smartphones. No wasted words.
• Be polite and professional. Slang and shortened words do not come out too good here.

Examples of formal subject lines:

• Your name and title of the position you are applying for:

Samuel – Data analysis position at Google

The reader knows exactly who you are and why you are writing without reading the content of the email.

• Name of the person who referred you:

Referred by Jane Ramos

The reader will most likely not ignore you upon seeing that name. In most cases, that’s someone they know personally.

• If you are sending the email to someone you met already, say at an event, mention your name and the event:

Hi. (Your name) from (event)

• If it is someone you already had a fruitful conversation with before, mention an attention-grabbing keyword or phrase from the conversation.

Checking in since (insert keyword)

• If it is someone on your professional level, mention the purpose of the communication:

Looking to get your perspective on (topic)

Often, official emails are accompanied by attachments. Because you don’t want to clutter your message with an endless word or excel documents, you must invest in a tool that can compress big documents and help you send large videos or other files as one attachment.

Professional Email Greetings Subject Lines

These include emails sent to prospective and existing customers or new business associates. A good subject line will significantly improve your email open rates and boost the results of your email marketing efforts.

When writing professional email title greetings:

• Make them click-worthy by inserting a call-to-action in the subject line. Insert verbs that are enticing to the reader; that makes them want to act right away.

Get on the road to entrepreneurial success

• Use phrases that make the reader feel special, privileged, and exclusive. Make them feel like your email is a show of respect to them for the special place they hold in your organization.

• Make the message in the email seem rare, urgent, and important. The sense of scarcity makes people more eager to consume the content before everybody else.

Don’t miss out on our loyalty program

• Invoke the natural curiosity in people by hinting in your subject line what’s in the article, but without revealing too much.

In case you haven’t heard about (topic)…

• Be brief and precise.

Request to chat on (insert topic)

Happy Holiday’s Greetings Email Subject Lines

When writing holiday greetings to your customers or business associates, be sure to mention how grateful you are for their continued support. For example:

• From all of us at (name of the business), have a well-deserved rest this (name of the holiday)
• Thank you for your ongoing support. Best wishes for the holiday season.

When writing to your employees, be sure to thank them for their incredible work and promise better days ahead. For example:

• You have been a great pillar in our company. We wish you happiness and fond memories this holiday season.
• The management team is proud to have you. Have a fabulous holiday season.
• What an absolute pleasure it has been to have you on our team. Happy holidays, (name)!

Also read: 10+ Best Holiday Newsletter Ideas

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Warm and Friendly Greetings Email Subject Lines

Actually, warm and friendly email greetings are suitable for just about any occasion. And warmth can be communicated using simple greetings such as “Hello” and “Dear”. But you can get a little more creative, for example:

• Here is a personal note for you, (Recipient’s name)
• (Recipient’s name), would you kindly talk with me about (topic)?
• Hey (Prospect’s Name)! I like (something they like) too. That is if you are sure you have mutual interests.
• Thank you for your time, (insert name)
• The chat we had at (name of the event) was insightful.

Funny Congratulations Email Subject Lines

In most cases, humorous congratulations email work for informal communications. You must be careful not to pass as condescending when using humor in informal communications. Examples of funny subject lines include:

• Prolonged recipient’s name, e.g. Danyyyyyy for Dany or Hakiiiiim for Hakim.

• When sharing exciting or exciting information, a perfect humorous line can be:

You may need to sit down for this one

• Use the recipient’s routine to craft the subject line. For example, if the person is a lover of caffeine, you can start by:

Hey! Have you had your coffee yet?

• For your friend, you can open with:

I have got some juice!

• If your bosses or colleagues can take a joke, you can use an inside joke as a subject line. Example:

I know you never do any work around here, but this email isn’t working. I promise…

A little more creativity when crafting a subject for a greeting emails can help you shape and refine a unique personal brand.

People you regularly send emails to will recognize your email just by the personality and values you inculcate into your subject lines. New audiences will get a good impression of you right away.

Examples of creative greetings:

• When emailing a respected figure in an industry, you can include their achievements in the subject line. For example:

I read this report (name of report) and thought of your (insert achievement)

That is a creative way to communicate your admiration of the person, creating a rapport, before delving into the main topic.

• For an informal email, you can break the ice by using a light subject line:

This will be brief, I promise…

• For mass messages, avoid using the cliché To Whom It May Concern. It is lazy and somewhat tiring. Find a common name that defines everyone in the group and use it in the subject line. If you are writing to donors, for example, this would be a better option:

Salute to our esteemed donor

• If you have a casual, friendly relationship with the recipient, including their unique (and/or your) nickname can make the whole difference. E.g.:

Hey. It’s just (your nickname) checking on you

• Or something like:

Yep, (their nickname), it’s me again

• For follow-up emails, a creative way to get the recipient interested is to make it seem like a kept promise:

As promised…

Proper Email Greeting Subject Lines

A proper email should strike a good balance between formal and casual. They should not have clichés unless they have a clear purpose. You should also avoid exclamation points.

Here are 5 examples for you:

For your email newsletters:

• X tips for turning your life around

When applying for a job you were recommended by a friend:

• A friend of (name of the mutual friend)

When reminding someone about an event:

• (Name of the event) is happening on (date)

For a delayed email reply:

• Sorry I didn’t get back as fast as I would have wanted

If it is a follow-up email:

• Could you please clarify this for me?

Season’s Greetings Email Subject Lines

Season’s greetings express appreciation toward the people who have made a difference in your life or business. They should be casual, personalized, and warm. For example:

• A joyous, cheerful, and peaceful holiday season, (name of recipient)!
• Season’s greetings to my merry friend!
• May this season be spectacular for you and your family, (name)!
• May this season’s cheer last forever in your life!
• You are in my mind this joyous season. I love you.

Final word: Make Simple and Catchy Greetings Email Subject Lines

Always make your subject lines easy for the eye, enthusiastic but not too enthusiastic, and maintain a positive tone even when conveying negative messages. That is how you will get people interested in your emails.

Also read:

• 24+ Subject Lines for Collaboration Email
• Perfect Email Subject Line —Best Practices, Tips & Examples
• What is Target Audience? Examples, Strategies

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About author

Nancy Cambell is a digital marketing manager at her father’s company. She designs, builds, and maintains your social media presence, so she can contribute to marketing effectiveness by identifying short-term and long-range issues that must be addressed.