How to Start an Email: Tips for Creating Greetings and Opening Lines
Starting a formal email may seem easy, but it plays a huge role in effective communication. It impacts the recipient's initial impression of you and how they respond to your message. You're more likely to create a good first impression and receive a favourable response if you take the time to learn how to start a professional email the right way.
In this article, learn how to craft a proper greeting and opening to make a good impression on the recipient. Discover tips for writing these sections in a friendly and professional manner. Here's what this article will cover:
The first impression in email communication
The first thing your recipient sees when they read your email is your greeting and the opening line of your message. Much like a handshake, these details give them an impression of you. A formal email greeting and opening line is like a firm handshake that shows you're professional and courteous.
Drafting a well-written email is an important skill in the digital age. It helps you communicate your message effectively and builds trust and rapport with people without face-to-face interaction. This is especially important in the workplace when you can't always meet a client or colleague in person. And if you're applying for a job or responding to an interview invitation, it can make all the difference.
How to start an email
Here are steps you can follow when starting a formal email:
Know your audience
Your familiarity with the recipient determines the tone of your email. You can use a more casual, informal greeting if you know them well. If you're sending a message to a client or someone you're not very familiar with, a more formal approach is better.
Keep the email concise
A short email is often more effective as it lets you communicate your message more quickly. If your email includes a lot of information, break it into shorter paragraphs. Use bullet points and numbered lists to make your email easier to read. Keep your message short and straight to the point to make it easy to scan and understand. After you've written the email, you may also summarise its contents and highlight the key points.
Use a professional tone
Use respectful and appropriate language. Avoid using overly complex sentences or jargon, especially if you're writing to someone you don't know well. Refrain from using emoticons, exclamation marks, and other emotive language because this can be unprofessional.
Create a clear subject line
The first thing your recipient sees when they open their inbox is the subject of your email. Make this concise and easy to understand. Keep the subject line within four to seven words. This can help the recipient determine if the email is relevant, its priority, and what action they should take.
Include a clear call to action
A call to action (CTA) in an email is a line that prompts the recipient to take a specific action. For example, they may click on a link, forward the email, or complete a survey and send it back to you. When crafting your call to action, consider what you want the recipient to do and provide clear instructions on how to do it.
Proofread the email
Proofread your email to check for grammar, tone, style, and formatting. You may use a proofreading tool for quickly correcting grammar and punctuation mistakes. Reading it aloud can help you spot issues in tone and clarity. Also, check if you've included the attachments, if any. An error-free email shows professionalism and can help you make a good impression.
How to start an email for different audiences
It's important to customise your email to your recipient. Doing so allows you to establish a mutual connection with the recipient. It also makes your message easier to relate to and understand. Consider age, profession, and cultural background when crafting your email greeting and opening line. Here are several email greeting examples:
You can use a friendlier and more informal approach if the recipient is a close friend or colleague. A greeting like "Hey" or "Hi" is perfectly acceptable.
A more professional salutation is appropriate if you're writing to a client or someone you have a formal relationship with. Start your email with "Dear" or “Hello” and include their name.
If you're emailing a senior, it's important to be respectful. Use the recipient's title they use in the workplace and their last name. For example: "Dear Dr. Adrian".
You may also choose to omit titles such as Dr., Mr., Mrs., or Miss to avoid gender-specificity and instead address recipients by their first or full name.
Common mistakes to avoid
Here are some common mistakes and ways to avoid them when writing an email:
Not personalising the email greeting. Use the recipient's name in your email to show that you're addressing them directly. This simple step can help you develop an instant rapport and get a quick response.
Using overly casual language in a professional setting. Write business emails in a formal tone that reflects your relationship with the recipient. An informal approach can make you seem unprofessional. If your email introduction gives off the wrong tone, you risk the recipient misunderstanding your message or not respecting its importance.
Getting the recipient's name wrong. This can make a negative impression because it shows that you didn't take the time to proofread your message and that you lack attention to detail. Double-check the recipient's name and other details before you send it to them.
Not having a clear subject line. A misleading or vague subject line can confuse and even lead to the recipient ignoring your email or undermining its priority. State the purpose of your email in the subject line in a straightforward manner.
Formatting the email improperly. Too many fonts, colours, and images can distract your recipient. Keep your formal emails simple by using only one font type and size and avoiding pictures or graphics.
Tips for professional email greetings
Explore these tips to discover how to start an email professionally:
Use the recipient's full name if you haven't previously interacted with them. This shows that you took the time to find out who they are and sets a positive tone for your message. It also helps avoid confusion, especially if multiple people have the same first name.
Use job titles, team names, or department names when writing to a group or organisation. While "Dear team" or "Hi everyone" is acceptable, it can come off as impersonal. Address the group by name, such as "Hi Marketing Team" or "Hi Team Alpha", or by their job title, such as "Dear Hiring Manager", to show that you're addressing them directly.
Use a simple "Hello" or "Hi" to someone you communicate with frequently. You can be friendly in your email salutations, even if it's a work email. With a close colleague and friend, you can vary your greeting style to "Good afternoon" or "Hi". Include the recipient's first name to make it more personal.
Tips for strong opening lines
Here are tips to help you craft a strong opening sentence:
Use "I'm reaching out". This phrase lets the recipient know what your email is about. It also indicates respect for their time, making them more likely to respond.
Ask the recipient how they're doing. This simple question helps establish a connection and adds a personal touch to your email. "Good morning, how are you today?" is a great example that can get you positive responses.
Remind the recipient of a previous interaction. This is a good way to evoke familiarity, which can help build trust and credibility. Use this when trying to re-engage a potential client or continue a conversation. You can use "In our previous email" to help grab the reader's attention.
Express gratitude. If you're responding to the recipient's message or action, start by thanking them for their time, effort, or input. Here's our article on writing a post-interview thank-you email that you can use as a reference.
Examples of email greetings and opening lines
Here are examples of greetings and opening sentences for various types of emails and situations:
Formal business email
Keep the salutation and opening lines short for formal emails. "Dear [Name of Recipient]" and "I'm reaching out to discuss [subject]" is a great combination to use for formal business emails. You may also use "Greetings [Recipient's Name]" and "I am writing to you regarding [subject]."
Casual business email
This is a friendlier version of the previous formal greeting. Write "Hi [Recipient's First Name]" and then ask about their day with this opening line: “Good afternoon. I hope you're doing well. I'm reaching out about [topic]." You can also consider using "Hello [Recipient's First Name]" and then "I have some thoughts about [topic] that I'd like to share.”
Cold business email
If you're reaching out to someone you haven't met before, start with a formal "Dear [First Name]" or "Hello [First Name]". Then, you can introduce yourself and briefly explain your purpose for writing: "My name is [Name], and I'm reaching out about [topic]."
Group business email
Start group email greetings with "Hi [Team Name]" or address each person by their first name if the group is small. Then, let them know your intention with "I'm reaching out" or a more formal phrase, such as "I'm writing regarding [topic]."
Email to unknown recipient
You can use "Hello" or "Good morning/afternoon/evening" to greet an unknown person. The email opening sentences can be formal or informal, depending on your purpose. If you're reaching out about a business matter, an opener such as "I'm writing to ask about [topic]" is appropriate.
Job application email
Use a professional greeting that addresses the hiring manager by name and an opening line that communicates your interest in the job. An example of a good salutation is "Dear [Hiring Manager's Name]". For the opening line, you can write: "I am writing to apply for the [position] at [company]."
Customer service email
It's essential to be courteous, respectful, and professional when writing to customers. Use an appropriate greeting such as "Dear [Customer's Name]". "Thank you for reaching out to [company]." is a good choice for the opening line.
Networking email
Starting your formal email in a friendly manner can help you make a good impression on a potential contact. You can opt for "Hello [First Name]" as the greeting and "I hope my message finds you well." as the opening line.
Conclusion
When starting a formal email, choose a greeting and opening line that reflects your relationship with the recipient. Pay close attention to using the correct name and title, if applicable. Write professionally, be clear and concise in your message, and proofread your work before sending it. Use the opening lines we provided above when writing your next formal email.
FAQs
Here are answers to some common questions about how to start a formal email or one that's more casual in tone:
How do you start a professional email?
Use "Dear" and the recipient's name when starting a professional email. Including their first and last name is common, but using just their first name is acceptable.
What is a good phrase to start an email?
After the greeting, start the very first sentence of your formal email with the phrase, "I'm reaching out regarding [topic]." This can grab the recipient's attention. It also shows that you value the reader's time because you're getting straight to the point.
Is it okay to use "Dear" when writing professional emails?
Using "Dear" is acceptable in formal email greetings. Make sure that you follow it with the recipient's name. This can include their first and last name or just their first name. Add an honorific title only if you're sure the recipient uses it in their professional correspondence.
How should I start an email if I'm unsure of the recipient's gender?
You can use "Dear" or "Hello" and the recipient's first name in email messages if you're unsure of their gender. You can also add their last name if you're sure of it.
Is it acceptable to start an email with "Hi" in a professional context?
Yes, you can start work-related emails with "Hi" or "Hello". You can include the recipient's first name or leave it out, but make sure to end the greeting with a comma.
How soon should I send a follow-up email?
Give it at least five to six business days before you send a follow-up email. You may start your email message with "I wanted to follow up on the previous email."
