How To Start A Business Email Greeting

Operation Email: 7 Simple Steps To Write Smooth Business Emails In English

How to write a business email in English [Professional Greetings]

The name is Bond, James Bond.

While that may be a great movie line, its not the way you should start your business emails.

So, how should you begin?

And what should you include, besides using some relevant business phrases?

This handy guidewith seven simple stepswill have you writing strong business emails in no time !

But before we get to step one, lets quickly look at a few basic words related to emailing in English:

This blog post is available as a convenient and portable PDF that youcan take anywhere.

Mistakes In Email Greetings In This Situation:

Ok, lets be realistic – all emojis and GIFs are far from formal business greetings, and some people DONT like this. For them, emojis dont mean serious business relationships. For example, if you send an email to governmental teams, its best not use emojis or GIFs. But when you follow up with someone you met and with whom you had an informal conversation, dont worry! The fun way is the best approach you can use with them.

How To Address A Group Of People

Addressing one person can be tricky, but what about an entire group? Lets figure out how to address a group of people, especially when you dont know them. Here are some examples that are useful in different contexts.

Hello Team, Hi Team,

Use this one if youre joining a team or if youre creating a new project team. Its a great way to include everyone who is involved with the project.

Dear X Team,

When youre not part of the company, try addressing the team in this way.

Hi everyone,

This is a fairly neutral greeting to use whenever theres an unspecified group of people.

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How Do They Interact Via Email

No matter which circle someone is in, its also important to match formality if they make the first contact, says Jonathan. Even if its someone whos in the desk directly next to yours, if their communication style, personality, or preference is more formal, you should probably match that when communicating with them.

So, if Jonathan was to email me saying, Dear Ms. Morgaine, Id take a cue from that and respond with Dear Mr. Michael.

Think of it like any active listening and mirroring you do during in-person conversations with your colleagues. If you have a boss that is all business, you can probably assume they prefer a direct email greeting, like Dear Mr. Smith, rather than an informal, long-winded opener.

Its an example weve referenced multiple times, but its a good one Noah Parsons, our COO at Palo Alto Software, is a big fan of brevity when it comes to email interaction. Generally, this means dispensing with small talk, capitalization, and lengthy emails altogether. For him, email is best when its efficient, to the point, and brief.

I know, then, that when I email Noah, its totally appropriate to open with Hey Noah, and dive right in, or even skip the greeting entirely and get right to the point.

So, pay attention to how your professional contacts treat email do they use it more like text messaging, and get straight to the meat of the message? Or, do they open with Dear , Good morning, or some other traditional greeting?

When Youre Writing A Cold Email And Did Your Research Ahead Of Time

FREE 16+ Professional Email Examples in PDF

Frankly, just personalizing the name isnt enough these days. Its easy to find someones name by just googling.

What really helps is: personalization in email introductions.

Lets say youre writing to a blogger named Jack. Just imagine how many emails in Jacks inbox start with:

Hey, Jack,

Hope things are going well.

I bet he gets many like that!

But what if you do some research about what Jack is writing about and now you know the topic and title of his last successful article? If you spend just a few minutes learning this, you can make your email greetings sound knowledgeable and professional.

For example:

Hey, Jack, Enjoyed your last article about How to Merge 2 Gmail accounts. Thanks a lot. It saved me tons of hours.

It still is a business email greeting, but with much more personalization. Youre writing to Jack directly no one else. Jack understands it, and he will open your email since it is clear that this email was sent to him and not everyone.

I bet if you start personalizing your cold emails, your open rate will dramatically increase. And if you want to know which recipients opened your important emails, use per-recipient email tracking.

This is just a great example of an email I recently received. I didnt have a chance to ignore this. For me, the personalized method is one of the best email greetings.

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What Kind Of Response Are You Seeking

Is there an ask on your part? Are you requesting information, specific work, or similar?

If you need something, its polite to start your outreach with a more formal email greeting. After all, you are making a request, so its good form to make your contact feel respected. If its an ask, Im probably being slightly more buttoned-up, John says.

Greetings For Email Replies

The email greeting that you will use when you’re replying to a message is similar to the one you would use for a follow-up message. Because you’re responding to a message from that person, you can use a straightforward greeting like:

  • “Great to hear from you!”

  • “Thanks for the update!”

  • “I appreciate your quick response.”

  • “Thanks for getting back to me.”

  • “Thanks for getting in touch!”

  • “Thank you for your help.”

  • “Thanks for the fast response.”

  • “It’s great to hear from you.”

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Tell The Recipient Who You Are

When you write an email, sometimes the recipient doesnt know you or remember you. So, you have to tell your reader who you are. This includes people who you met briefly at conferences or people who may not recognize your email address.

How do you do it? Simple: State your name and how the reader would recognize you.

For example:

Hello James Bond,

My name is Joe Milan. We met at the Villain Conference in London last March and discussed ways my company could help you prevent evil from taking over the world.

Short and simple. They dont need a long history, just something brief that will help them remember or know who you are.

Remember: The most common mistakes of the greeting are forgetting a salutation and writing too much. Keep it simple, no more than a couple sentences.

Ways To Start An Email

Business Email Etiquette: Is it Rude Not To Use Email Greetings?

Senior Content Manager at Indeed passionate about making career advice enjoyable and accessible, so people feel confident about getting and succeeding in the right jobs.

The ability to write clear, friendly and professional emails is a foundational skill for your career. Starting and ending your emails properly can help you build relationships and get work done.

In this article, well cover how to start an email including tips and several email starters you can use in your next correspondence.

Related: How To Write a Professional Email

Recommended Reading: Where Can I Go To Print Something Off My Email

How To Choose The Formal Email Greeting For A Job Application

When sending a cover letter for a job, youâd traditionally use âDear Sir/Madam.â Still, as weâve established, this may not be appropriate anymore.

Firstly, you should attempt to find out who the recruiting manager is and use their full name. If you canât find their name, then the following alternatives are all acceptable:

  • Dear recruiting manager

Hereâs an example of starting a formal email to a recruiter.

Starting a formal email can be a challenge for anyone, but we hope weâve simplified the process. The key learning point is to understand how to use formal email greetings and salutations and how to craft strong formal email opening lines. We hope weâve helped you on how to start writing a formal email. Be sure to check out our blog with further articles on how to write formal emails.

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 youre 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,

Im writing to you in response to ADD_THIS_TEXT

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How To Address Two People In An Email

Addressing two people in an email isnt any different from addressing two people in a letter or in reality. Just like while meeting face-to-face, we address the senior-most person first, the same goes for in an email.

If youre writing a business email address to two people, then the first thing that you need to be mindful of apart from the subject of the email is its salutation. You have to write the salutation carefully as its the first thing that the recipient will notice.

Below we have mentioned how you can address two people in a personal and formal or professional mail.

B 4 Opening Lines To Avoid

How To Start A Business Email Greeting

It can be challenging to decide on the perfect opening lines that segue smoothly into your email messages. To make it a little easier, here are the opening lines you should steer clear of:

1. Its me again!

While this opening line may be acceptable for informal emails, its too informal for a professional email.

Sure, it may seem like youre reminding the person about a previous conversation or email youve sent them in a light-hearted manner, but you may come across as a nuisance.

The recipient may feel like youre bugging them and ignore your email altogether. Additionally, its too unprofessional for any form of business communication.

2. I am sorry to bother you by popping up in your inbox

You may think youre polite with this email. But it sounds insincere and immediately undermines your credibility.

Instead of this opening line, its best to get straight to the point, mentioning why youre emailing them the recipient will appreciate your honesty.

3. I know youre busy but

When youre sending a professional email, this is an opening line you should avoid because its too presumptuous.

Whether youre emailing a person within your organization or a perfect stranger, how do you know that theyre busy?

This opening line is bad news for your engagement because it comes across as too familiar for business correspondence. As a result, its best to avoid it.

4. I want to ask a quick favor

Next, Ill briefly explain why the start of a professional email is so important.

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Watch Out For These Greetings

There are some greetings that can make you sound too formal or arent specific enough. Its not a mistake to use them, but it has to be a conscious choice.

To whom it may concern, Dear Sir or Madam,

n some cases, you may want to sound really formal. In thats the case, go ahead and use these greetings. However, in any other business context, its better to stick to the salutations that are professional but still casual.

Hi there,

This greeting is rather impersonal and generic. Instead, I would go with one of the alternatives presented above.


This email opening seems to be very popular in the corporate world. However, its not a bad idea to add an actual greeting and go with something like, Hi everyone.

How To Start A Formal Business Email

In the business world, itâs crucial to ensure your emails are correctly formatted and respectfully formal. The question of how do you start a formal business letter is often asked by those worried about how they will be perceived.

Our example template below provides an example you can adapt to your circumstances. You can find more detailed information on how to craft a business inquiry in our in-depth guide.

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To Personalize Or To Not Personalize

As we mentioned above, the answer is yes, you need to personalize your email openings. And Hunter Campaigns make it incredibly easy for you to personalize every cold email you send. In fact, theres no reason not to personalize your emailsnot personalizing them only reflects poorly on your brand and your offer and makes recipients less likely to continue engaging with you.

Personalization goes beyond addressing your email recipients by name. Using Hunters tools and templates, you can mention specific companies, colleagues, events, and even competitors in the emails you send. Within seconds of opening your email, your reader can tell whether its a generic pitch or a personalized message crafted specifically to engage with them. Start each relationship off on the right foot by sending emails that spark conversations, not emails that feel like the digital version of junk mail.

Take a look at these personalized email examples to see just a few of the many ways you can automate your cold email personalization:

Pick The Best Opening Lines For Emails To Attract The Readers Attention

How to Start a Greeting Card Business in 2022 (beginnerâs step-by-step guide from scratch!)

Email opening lines are the first sentences of your email message. Dont confuse them with email subject lines. Bothsubject and opening linesare important and help you catch your recipients attention.

The number of emails sent every year grows much faster than the number of unique email users. It means that we receive more and more emails per day.

Well-written private, marketing, and business emails should show that you respect other peoples time. Usually, its best to get straight to the point at the very beginning of your email.

There are four basic types of email opening lines that work best:

  • Offering value
  • Boosting ego
  • Starting a conversation
  • They employ different strategies of approaching the recipient, and you need to determine which one of them is best in a given situation.

    Business Email Opening SentencesBusiness writing should always be more focused than informal emails. A good opening line must be connected with your email subject or at least make a seamless transition.

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    Email To A Potential Recruiter While Looking For A Job

    A job application cover letter to a potential employer could start like this:


    Subject Line:

    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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