Greetings For Professional Emails
Lets assume that one aims at writing an email addressing another person he/she doesnt know personally.
For instance, a candidate for HR manager position sends a message to the chief of human resources department of a company he/she applies for. This job candidate will definitely need some professional writing skills in this case.
So, how to start a professional email in this case?
Recently, business is becoming more informal in terms of communication. So, if one starts his/her email with Hi or Hello few people will be confused, especially, if they are the same age as that person or younger. If a person youre addressing tends to use so-called business casual style, you should use the same style in your response as well.
However, we would not recommend using this salutation if you want to write to an older person. Such email format suggests using the following phrases: good morning,good day,good afternoon or good evening. As you do not know who youre writing, choosing a neutral phrase is preferable to avoid unnecessary irritation. The idea of checking mistakes in the text before sending a formal email is a great one.
Also, try to understand 4 types of sentences, because each sentence can give a certain sense.
Conversations With Multiple Recipients
When you write to several people, of course, you can just say: Hi everyone. But we all love personalization, and if your recipient sees his/her name in an email, they are always more likely to open that email.
So, try to:
Hey , , ,
It can highly increase the open rate of your email. Also, if you want to see who exactly among a group of people opened your email, clicked a link, and viewed your attachments, try per-recipient email tracking.
Know what happens with emails with Free Email Tracking
Email To A Potential Recruiter While Looking For A Job
A job application cover letter to a potential employer could start like this:
Hi Shane / Dear Hiring Manager,
I read the recent Entrepreneur article about ABC Incs rapid growth since landing $4 million in venture capital last April. Thats very exciting and makes me wonder, do you have plans to expand your sales and team?
Ive had great success as the brand manager for XYZ Company for the past seven years working on a diverse range of strategies. Im planning to move into a broader role, and ABC has been on my radar.
Note: Use a greeting with a job title in a cover letter only if youre emailing the person for the first time and you dont know the recipients name. Once they respond to you, even if its a form letter, make a note of their name and use it in the future.
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State The Purpose In The Subject Line And Body Of The Email
Its always a good idea to state the purpose of your email when you start writing it, as it allows the recipient to get a clear idea of what to expect.
Remember to keep your sentences short since people like emails to be as clear and brief as possible. To maintain a professional image, you should also check for spelling or grammatical errors before sending your email.
Are You Still Interested
If youre 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 linebut you can read more about sales email subject linesin our comprehensive guide.
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Use The Right Sign Off
The end of your email is as important as the beginning. It should not leave the recipient hanging but tell them what to do next. Once youve explained your purpose in detail, summarize everything in one or two sentences as the closing lines for the body.
At this time, you should also include the call to action. This can be getting a response, clicking on a certain link, or taking a particular action like this.
These ending lines and CTA need to be persuasive and highlight the importance of carrying out a particular action.It all comes down to what the reader does after reading your email. If its written well, highlights the value, and includes the proper closing statementsyou have a high chance of getting a response or seeing the desired result.
You also need to ensure you use the correct sign-off. Some common ones include:
- Kind regards
Pick the appropriate sign-off depending on your emails purpose and your relationship with the audience. The wrong sign-off can create a bad impression as it may come off as being over-familiar or unprofessional.So, pay attention to your closing statements, and sign off since they significantly determine if the recipient will respond to you.
Additional read:How to End an Email
Email Greetings To Groups
When writing to groups of people, think about your relationship to the group.
If its a group of people you know really well, you can use something more informal such as Hi all,Hi team or Hi everyone.
If its a small group of people , use their first names: Dear Sarah, Roxy and Chad.
If its a more formal email, you can use greetings such as Dear Coworkers,Dear Colleagues or Dear Hiring Committee.
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Why Is It Important To Start Your Emails Well
After the subject line, the opening elements of an email are the most vital to get right.
The introduction sets the tone for the rest of the message and influences the recipient’s perception of the content that follows.
Just as with a face-to-face conversation or a video call, your initial tone and approach can affect the outcome of the interaction.
A friendly yet professional opening to your email can create a positive first impression and help shape your working relationship with the recipient.
Writing a good opening statement will increase your chances of capturing the attention of the recipient and is more likely to invite them to read further. It will encourage them to act on your request, if applicable, and increase the possibility of a positive response.
A carefully worded email that conveys your message well can be great for your credibility and professional reputation. Good email communication makes for good working relationships, leading to enhanced productivity and smoother, more efficient projects.
Alternatively, if the start of your email is unprofessional for example, impersonal, poorly written or overly familiar you can give a bad impression.
An unclear email introduction can lead to misunderstanding and confusion, which is frustrating for both the sender and recipient.
Everybody Likes Sandwiches Or Dont Avoid The Negative
Delivering bad news is never easy! But its something you have to do sometimes, when working in a business environment.
A good way to do it is to provide a reader with neutral or positive information first. Only then move to the negative part, explaining what caused it and why its important. The final part of the message should provide a potential solution to the problem or an optimistic note. It is like making a sandwich!
Your goal here is not to hide or minimize the scope of the problem, but to leave the reader with the impression that you care or you are taking action to fix it.
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Craft Your Subject Line
Keep your subject line to seven words or less for optimal open rates, and dont try to dazzle your reader with extreme subject line wit at first email. Before you write your subject line, ask yourself three questions:
Short, clear, and concise is the best way to open formal correspondence. Here are some examples:
- “RE 6/8 demo call with HubSpot“
- “ recommended we chat”
- “Meeting RE: demo call with HubSpot“
- “Follow Up RE: Phone call with HubSpot“
- “Question about “
- “A for “
- “We have in common“
Want more great subject line inspiration? Check out this list, guaranteed to get prospects to open, read, and respond.
How To Start A Letter
The way you start your letter depends on how formal you need to be. Here are some examples:
1. Formal letter of application
If you dont know the person youre writing to, you can start with Dear Sir / Madam. If you start with this, you should end Yours faithfully. Heres an example:
Dear Sir / Madam
I am writing to apply for
I look forward to hearing from you
2. Formal business correspondence
In most business correspondence, you can start with Dear Mr / Dear Ms + surname. You should end the letter with Yours sincerely.
Dear Mr Smith
I am writing to enquire about your prices
An early reply would be appreciated / I look forward to hearing from you at your earliest convenience.
3. Formal letter of reference
In British English, we also use the formal term To whom it may concern when we write a letter of reference on behalf of someone. Heres an example:
To whom it may concern
I write with reference to Ms Smith, who has worked in my company since
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Things To Avoid #: Making A Typo In Your Recipients Name
This is the first mistake that you should never make when writing a professional email. However, you will be shocked that a good number of people still overlook it. Note that committing such a mistake will make the recipient never get back to you completely.
If you cant spend the time to get the right name of the recipient or the company even on other social networks like LinkedIn then it means you will never have time to double check your work.
C Asking For Clarifications
- I didn’t/don’t fully understand . Could you please explain that again?
- I didn’t quite get your point about . Could you be more specific?
- Could you repeat what you said about…?
- Could you give us some more details on…?
- If you could please shed some light on this topic, I would really appreciate it.
- Could you please clarify ?
- Could you please clarify when you would like us to finish this?
- When exactly are you expecting to have this feature?
- Here are the details on…
- Could you please clarify what you would like us to do about…?
- If I understood you correctly, you would like me to…
- What exactly do you mean by ?
- Could you explain what you mean by ?
- In other words, would you like us to…
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The Best Email Opening Lines If You Are In A Formal Mood
What Is The Purpose
An email must have a purpose. And, it must have only one purpose.
This email practice is called the one thing rule.’
Each email should cover only one specific item, task, or request.
Covering multiple actions in one email can cause confusion and inefficiency. One email should not include both client report revision notes and a scheduling question for the quarterly meeting. This scenario calls for two separate emails.
In practice, we sometimes have to ask for several pieces of information related to the same topic. In this case, use a numbered list to clarify for your reader that the request has components. This will help your reader respond easily and ensure you receive all the specifics you need.
I need you to review these three items before we release the sketch to the production team:
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Remember To Thank Your Recipient
Usually, when youre writing a reply to an inquiry, you can start with something like, Thanks for getting in touch.
However, most people dont realize the importance of thanking a recipient in outgoing emails too. Not only is thanking your recipient a polite gesture, but it also increases your chances of getting a reply.
Once youre done writing the body of the email, be sure to add a line at the bottom thanking your recipient.
Start Your Email With A Greeting
So you are probably thinking, Where do I start? What greeting should I use?
Being polite is important in business, and greetings are an important part of this.
To keep greetings simple, here are three that you can use in 90% of business situations:
- Hi ,
- Hello Mr./Ms. ,
Hello Ms. Smith,
- Hello ,
Hello Sales Team, Hello Marketing Team,
Notice that we always start with a capital letter, and there is a comma after each greeting. Lets now look at each situation in more detail.
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Start The Email With A Greeting
Always start your email with a greeting.
Even when your email is very short, youll still need to include a greeting.
Greetings at the start of your email shows that you are respectful to your recipient. Showing respect can help you to build rapport with your recipient.
Having a professional greeting at the start of your email will often help in getting a more positive response.
How to greet someone in an email professionally?
When writing a formal email, youll need to greet your recipient professionally.
Professional way to start an email.
- Hi ,
Why is it important to address people by their name?
Using a persons name when addressing your recipient is an effectively way to break into a conversation. It is effective to let the person to pay close attention to what you are saying.
Furthermore, addressing a person by their name is often associated with a sign of respect.