First impressions are extremely important. This means, the first impression you make on a business email is no exception. As such, making the right impression is a vital factor to help your email climb the ladder of success. In this article, I will tell you some greetings which are suitable for a variety of business emails.
Some people find using business email greetings a little strange and awkward. They may say things like “hello there,” “how are you today?” or even worse, “how’s it going? A lot of individuals don’t understand how powerful greeting choices can be for building or destroying relationships and the professional tone of your company emails. That is why, I have made this list of the best business email greetings that you can use to achieve outstanding results and smooth interactions with your co-workers and clients respectively.
Why email greetings are important
Your email greeting can help set the tone for your entire email. A strong greeting will appropriately introduce your message and motivate your reader to review your entire email. An appropriate greeting can also help your reader form a positive impression of you.
Why engaging email introductions are important
A strong email introduction encourages your reader to continue scanning the body of your message. The best emails have an engaging greeting and opening sentence that secures the recipient’s interest and buy-in. Ideally, a captivating introduction ultimately leads readers to take action.
A thoughtful email opening sentence is useful when asking recipients to:
- Click on a link
- Respond to a question
- Participate in a survey
- Provide additional clarity
- Review a document or other information
- Provide business-related support
A compelling opener sets the tone for the message. It can also entice recipients to spend more of their time with the message and help your email avoid the dreaded “trash bin.”
Starting an email with “Hi [Name],” is best for most circumstances, other than very formal situations. It’s one of the most popular greetings because it’s friendly, direct and personal. Make sure to spell the individual recipient’s name correctly when replacing [Name] in the email, as misspelling is considered disrespectful or at least careless. If you aren’t sure of the recipient’s name, you can begin with “Hi,” though this greeting is more casual and generic.
Using the email greeting “Hello [Name],” is popular and more formal than beginning with “Hi”. This salutation is still personalized with the recipient’s name and friendly, but it may be more suitable for official, business professional, unsolicited and cold-open emails. Double-check the recipient’s name and spelling before sending when personalizing this address, just to be safe.
Beginning emails with “Dear [Name],” is best for formal emails and emails for contacting someone in a position of respect or authority. Using “Dear” as a direct address is common when sending cover letters and resumes to hiring managers and recruiters. When sending job applications, it’s good practice to use the “Mr.” or “Ms.” honorific and the recipient’s last name, if you know their preferred gender pronouns. If you’re not sure of the recipient’s gender pronouns, use their full name.
This email greeting is an appropriate salutation for formal email correspondence. It’s typically used in cover letters, official business letters, and other communication when you want to convey respect for the recipient.
Although honorifics like “Mr.” and “Mrs.” were once accepted, they risk misgendering or erroneously assuming the reader’s marital status. Instead, use “Dear Sam” or “Dear Sam Barney.
Hi or Hello
As far as email greetings go, an informal “Hi” followed by a comma is perfectly acceptable in most work-related messages. If a slightly more formal tone is preferred, consider the salutation “Hello.”
Although this is considered an informal greeting, it also conveys a straightforward and friendly tone.
Good morning / afternoon / evening,
“Good morning,” “Good afternoon,” and “Good evening,” are reliable and inoffensive email openers. These polite, generic email greetings are usually used when emailing groups of people for professional reasons or impersonal, semi-formal emails. For example, a strata president may start their email with “Good morning,” to update residents about building renovations.
This greeting is a common email starter when you aren’t sure who the recipient is or how to spell their name. “Greetings,” is a safe, polite and conservative start to an email. It can be used for emailing a single recipient or multiple people at once. Starting emails this way is a generic, but acceptable, option for professional and personal communication.
If you aren’t sure of the spelling or name of your recipient, starting an email with “Hi there,” is a safe choice for most informal emails. This general email greeting can be used for individuals and large groups of people. For example, “Hi there,” could be used by office managers sending reminders to their coworkers or in marketing emails to advertise sales.
Hi everyone, Hi team, or Hi [department name] team
When writing an email message to two or more people, you have a few options. “Hi everyone,” “Hi team,” or “Hi [department name] team” are informal yet professional ways to greet a group of people.
They also avoid gender-specific addresses to a group, like “Hi guys,” “Hi ladies,” or “Gentlemen,” which might not accurately describe the recipients.
I hope your week is going well or I hope you had a nice weekend
These are effective email opening sentences because they acknowledge your reader first and help build rapport with a colleague you already know or with whom you want to develop a friendly working relationship.
Addressing an email with “To [Name],” is a conservative and formal option. This email salutation is more impersonal than using “Dear [Name],” so it should be used carefully in official and formal situations. You may use “To [Name],” when discussing formal, official and business topics with someone who is in a position of authority or respect, or if you aren’t familiar with the recipient.
To Whom It May Concern,
Using “To Whom It May Concern,” may be a good email greeting for many situations, as it’s conservative and generic, and technically correct. This email starter is most often used in official and formal business communications when you may not know who the recipient is. However, it is an impersonal and traditional salutation that may be off-putting in some situations. For example, you should try to use “Hello [Name],” or “Dear [Name],” instead of “To Whom It May Concern” if you’re sending a resume and cover letter to a hiring manager, recruiter or employer.
I’m reaching out about . . .
Beginning an email with “I’m reaching out about . . . ” is polite and direct and clarifies the purpose of the email. With hundreds of email correspondences transmitted in a single business day, this approach shows you’re being conscientious about the recipient’s time by getting straight to the point.
Stating your intent also avoids miscommunication or confusion about what you need from the reader.
Thanks for . . .
Expressing gratitude is another way to put the reader first. If the email you’re writing is in response to an email or action by the recipient, acknowledging that at the start builds on workplace camaraderie.
Additional tips for an engaging email introduction
- Know your audience. The email salutation and opening sentence for your message should reflect the relationship you have with the audience. Consider whether you’re writing for a client, C-suite leadership, a professional acquaintance, or a close colleague.
- Make your purpose clear. When the purpose of your email is unclear, it can leave the reader confused or frustrated. To avoid missing this critical factor, try incorporating the purpose of your email into the opening sentence.
- Use an online tool. Hitting the right tone for your audience and the action you ultimately want them to do can be challenging. Grammarly’s tone detector can help you spot areas that aren’t accomplishing your intended tone.
Business emails are often forgotten and underutilized. You can optimize your business emails just by putting some time and effort into them. Use the power of marketing and address your customers in a more personal way.