How to Start an Email: Best Email Greetings And First Lines (2023)

Why Are Email Greetings Important?

You cannot just go straight in with the body of your message without a greeting and an enticing opening line.

Why?

Because it just seems a bit rude, and very informal. Ask yourself, would I bother reading that entire message? Probably not!

Email greetings are important because this encourages the recipient to keep on reading. With good professional email greetings and strong first lines, you can entice your reader to read the whole thing and take action at the end.

So, if you don’t start your emails off properly, you're unlikely to get a response or receive the outcome you were expecting.

Keep reading to learn how to start off an email using formal email greetings.

Maintain A Professional Inbox

(Video) How to write killer personalized first lines for your cold emails?

You can’t keep up with messages if your inbox is cluttered.

Try For Free!

How to Start an Email: Best Email Greetings And First Lines (1)

Best Ways to Start an Email

Want to know how to properly start an email?

Although the subject line matters in terms of the opening the message, the greeting and first sentence should make them want to stay and read to the end.

The best way to start an email depends on a few factors.

  • How well do you know the recipient?
    Depending how well you know the recipient, determines the greeting of your message. Of course, it's best to always keep it formal and professional just in case the message is read by someone else.
  • Have you found the direct mail address?
    Spend some time researching to find a direct mail address, instead of a general one. This is so the right person gets this message in their inbox, and it makes you seem professional since you’ve already done some research.
  • What is your aim for the email?
    You need to think about the end goal for this message. Do you simply want a response, or for the reader to take action with something else? If so, you're going to need them to read till the end.
  • What context is going to be in the body of the message?
    It's best to have an idea of the context of the message, so you know which appropriate professional email greetings to use, and how to structure your opening sentence.
  • Don’t forget grammar!
    You then need to use the correct grammar, a comma after the greeting, and a capital letter for the first letter of the opening sentence.

“Dear Mr. Brown,
I’m writing to inform you of…”

You can start crafting your professional business email with all the above. Here are more effective email communication tips to help.

Best Greetings to Start an Email

Here’s how to start an email with greetings. These greetings can be used for both formal and informal emails.

💡 Note: If you’re not sure whether to use a formal or informal greeting, always go formal.

  • Dear [Name]
    This is perfect for a formal email, or a message to someone who doesn’t know you personally. Using the word ‘Dear’ and the reader's name eliminates the risk of misgendering somebody when using Mr/Mrs.
  • Hello/Hi
    Using ‘Hello’ or ‘Hi’ is a great way to start an email without it being too formal. It gives off a friendly tone and is perfect for the workplace.
  • Hi [Company Name]
    Another informal, but still appropriate business email greeting. Greeting the entire team helps if you don’t know the exact name of the person you are contacting and can apply to anybody.

How to Start a Professional Email

To start a professional email, it's best to always keep your formality. Use a formal email greeting and an enticing opening line to ensure the recipient keeps on reading.

(Video) Email Greeting, Sign Off, Opening lines #emailetiquette

How to start an email professionally using a formal opening line:

  • “I’m emailing you to…”
    Professionals like a quick and concise message. They do not have time to talk about life. A quick-to-point opening line shortens the message and increases the chance of a quick response!
  • “I hope this email finds you well.”
    Starting with a greeting like this gives a warm tone and a kind gesture in one. It also doesn’t require a response, meaning there won’t be any unneeded conversation.
  • “Good morning/afternoon/evening.”
    An easy formal gesture for opening an email. Be sure to use the right time of day!
  • “I’m hoping to get your opinion/input…”
    Also, very concise. This opening line gets straight to the point and asks for a specific outcome from the message.

Email Greetings and Opening Lines to Avoid

It's easy to accidentally use common email mistakes; however, to build a good rapport, and achieve the outcome of your initial message, you're going to want to avoid these emailing mistakes:

  • Dear Sir/Madam
    This greeting is very impersonal, and overused! You may also misgender your recipient which is very non-inclusive and may lead to them not responding.
  • To whom it may concern.
    Another very overused email greeting. It’s quite boring and shows you didn’t try to research the correct name.
  • Misspelt names!
    Misspelling names on an email is a huge mistake. It’s very careless and shows you have no eye for detail.
  • [Enter name here]
    Oops! Forgetting to input someone's name into an emailing template is very awkward… Avoid this mistake by always checking your emails before sending them!
    (Take a look at our welcome email templates and our professional email templates.)
  • “Let me introduce myself.”
    This opening line is very self-centred. It doesn’t seem like you’re interested in the recipient at all. Overall, this wastes a lot of time. Here’s how to introduce yourself in an email.
  • “Can you do me a favour?”
    This introduction sentence is also quite selfish, and very abrupt. Would you continue reading?

Avoid using any greeting or opening lines that make you sound stiff and careless! Practice good email etiquette to receive a positive response. Learn more about the other email etiquette rules.

How Clean Email Creates a Streamlined Inbox

You need a clean and decluttered mailbox when you are sending lots of emails. Why? Because you need to be able to receive these emails, find them, and respond. Emails can get lost in your inbox if you have tons of unwanted mailing subscriptions, and if your mailbox isn’t organised into different folders.

Clean Email can help with all of this! Although Clean Email isn’t a mail client, so you cannot write and send emails within it, you can instead increase your productivity and declutter your mail easily.

How to Start an Email: Best Email Greetings And First Lines (2)How to Start an Email: Best Email Greetings And First Lines (3)

Some of the best Clean Email’s features are:

Cleaning Suggestions

This feature suggests cleaning solutions based on a couple of factors: your most frequently used cleaning actions and other users' most frequently used actions on their emails.

It helps clean specific groups of emails, making cleaning so much quicker. Simply choose an action, for example, trash, and move all grouped emails from the Cleaning Suggestions into the trash!

(Video) Write personalised email first line with SheetAI App

Unsubscriber

The Unsubscriber feature removes you from all unwanted newsletters with a few clicks. Just choose all subscriptions you no longer need in one place and the app will send unsubscribe requests on your behalf.

How to Start an Email: Best Email Greetings And First Lines (4)How to Start an Email: Best Email Greetings And First Lines (5)

There are lots of things you can do with Unsubscriber. You can preview messages within the Unsubscriber page, this helps you choose whether to keep or remove the subscription.

All senders with the same unsubscribe link are grouped, so you only need to click one and they're all sorted!

You can choose to keep, unsubscribe, or read emails later.

Auto Clean

Auto Clean allows you to create specific automated rules to tidy your inbox as soon as a new message lands!

How to Start an Email: Best Email Greetings And First Lines (6)How to Start an Email: Best Email Greetings And First Lines (7)

This cuts out the need for daily manual mailbox management. To create an Auto Clean rule, select a message and click the Create Rule icon within the action bar. Here you will be prompted to fill in any criteria you need. You can always go back and change your rules later.

(Video) Personalized Cold Email First Lines Don't Work Anymore (New Trick)

How to Start an Email: Best Email Greetings And First Lines (8)

Within the Sender Settings feature, you can choose to block, move to trash, mute, and more!

Clean Email cares about your privacy and security. We do not keep, sell, or share any of your personal data.

Wondering to get more tips and tricks on how to write emails professionally? Check out our guide on how to end an email.

Best Email Greetings - FAQs

How do you start an email professionally?

Start a message professionally by using a formal greeting. Keep it short and sweet. Good no fail email greetings to use are: ‘Hello/Hi [name]’ and ‘Dear [name/company name]’

What is a good starting sentence for an email?

You want to start your message with an enticing opening sentence. You can use an informal or formal opening line depending on the recipient, such as “I hope this email finds you well.” or “I’m emailing you to inform you of…”

How do you start a formal email sample?

Start a formal message with “Hello [name or company name]”, then move on to a suitable opening line. For example, “Just emailing you to inform you…”

Is it OK to use greetings in email?

You should always use greetings in emails, especially if they are the first of the thread and you’re emailing someone new.

What is a professional email salutation?

A professional email salutation is the initial greeting you give when sending a message. You want to make sure your message sounds formal to a new reader, otherwise, they may not bother replying.

FAQs

What is the best greeting sentence to start an email? ›

If You Need Something Formal
  • Allow Me to Introduce Myself.
  • Good afternoon.
  • Good morning.
  • How are you?
  • Hope this email finds you well.
  • I hope you enjoyed your weekend.
  • I hope you're doing well.
  • I hope you're having a great week.

How do you start a reply email? ›

Start your reply email with a polite greeting. If the previous sender offered you a particular greeting phrase, it can be polite to return a similar one. For example, if the professional wrote something like this: Hello!

What is an example of a professional greeting? ›

Here are some formal email greeting examples: "Dear Sir or Madam" "To [insert title]" "To Whom It May Concern"

What is an example of a professional salutation greeting? ›

The most formal salutation is Dear, [title], then the last name. If you're unsure of the person's pronouns, it's a good idea to use Dear [First and last name] or Dear [First name]. When you don't know the recipient's name, you can use Hello or Greetings.

What is a good opening sentence? ›

Start with the chase. A good hook might also be a question or a claim—anything that will elicit an emotional response from a reader. Think about it this way: a good opening sentence is the thing you don't think you can say, but you still want to say. Like, “This book will change your life.”

What are some good opening sentences? ›

First sentence examples
  • The only way to ___.
  • Would you rather have ___ or ___?
  • There are two types of people, ___, and ___.
  • The more you ___, the easier ___ gets.
  • Do you think you understand how to ___? Here is why you're wrong.
  • I always told myself that ___. ...
  • Five years ago, I ___.
  • ___ is the perfect way to ___.

What is a good opening greeting? ›

The Best Email Opening Lines If You Are In A Formal Mood

I hope the pandemic hasn't been too harsh on you… I hope you are well in these interesting times… I hope the week is going great so far… I hope your day so far has been pleasant…

How do you start a professional email introduction? ›

How to Introduce Yourself in an Email
  1. Write a compelling subject line.
  2. Tailor your greeting to the industry and situation.
  3. Make your first line about them.
  4. Explain why you're reaching out.
  5. Provide value for them.
  6. Include a call-to-action.
  7. Say "thanks" and sign off.
  8. Follow up with them.
Jun 29, 2022

What is a professional email greeting? ›

Best email salutations

Hi (first name) - When it comes to an email greeting, it's hard to beat “Hi (first name)”. It's suitable for any situation where you know and use the recipient's first name. If you're addressing the recipient with Mr./Ms. + last name, however, choose one of the more formal options below instead.

What is the best reply to email? ›

How to Reply to an Email
  1. Use a reply-to address. First and foremost, it's crucial to include a reply-to address. ...
  2. Be timely with your response. ...
  3. Show compassion when receiving negative replies. ...
  4. Forward a reply (when applicable) ...
  5. Respond to positive feedback. ...
  6. Use some of Twilio SendGrid's prepared responses.
Jan 20, 2023

What is the most polite greeting? ›

The most respectful greetings are formal ones like "hello," or time-related greetings like "good morning" or "good evening." To make it even more respectful, add the listener's formal title afterwards, like "hello, Mr. or Mrs. ______," or even "hello, sir or ma'am."

What is the most polite way of greeting? ›

Formal Ways To Say “Hello”
  1. Good morning/afternoon/evening. These are classic, formal phrases to use when greeting someone, whether it's the first time meeting them or if you've already met them before. ...
  2. Pleased to meet you. ...
  3. It's nice to meet you. ...
  4. It's good to see you. ...
  5. How are you?

What are simple greetings? ›

Formal Greetings
  • Hello!
  • Hi there.
  • Good morning.
  • Good afternoon.
  • Good evening.
  • It's nice to meet you.
  • It's a pleasure to meet you. As you may have assumed, these last two only work when you are meeting someone for the first time. We hope you enjoy putting these new English greetings to use!

How do you start a professional greeting letter sample? ›

The best greeting for a formal letter is 'Dear (first name) (last name)'. It shows respect, politeness, and demonstrates professionalism. With 'Dear', you can include the recipient's title if you know it. If you don't know their first and last name, their job title is appropriate to use.

What are the best opening lines for formal letter? ›

Below is are examples of how to begin your letter: Dear Sir / Madam, I am writing to complain about … / to request information about … / to apply for … / to enquiry after …. / to inform you … / to thank you …

How do you start a formal email without knowing the name? ›

The salutation of a formal email is similar to the salutation of a letter. When writing to someone you do not know by name, you put “To Whom it May Concern.” When applying for a job, you would address the person by, “Dear Hiring Manager.” If you do know the recipient's name, you put “Dear Mr./Ms.

What are 3 examples of salutations? ›

“Good morning / afternoon / evening” “Hello” / “Hi” / “Hey” “How are you?” / “How are you doing?” / “How is it going?” / “How's everything?” “Greetings”

What is the best professional salutation? ›

The standard salutation is "Dear [name]," which reflects professionalism and conveys respect. It may be considered old-fashioned, but it is generally more acceptable when there are still unknowns.

How do you greet in an official email? ›

Greetings for cold emails
  1. "Dear Sir/Madam"
  2. "To [title/designation]"
  3. "To whom it may concern"
  4. "Dear Mr/Ms"
  5. "Dear [first name]"
  6. "Hi, [first name]"
  7. "Hello/Hello, [name]"
  8. "Greetings"
Aug 9, 2021

How do you start an opening sentence in an email? ›

1) Thank you for your message/email/phone call. 2) I hope you are doing well. 3) I hope you had a great weekend. 4) I hope this finds you well.

How do you start a professional email without saying dear? ›

Here are a few good alternatives:
  1. "Hello, [Insert team name]"
  2. "Hello, [Insert company name]"
  3. "Dear, Hiring Manager"
  4. "Dear, [First name]"
  5. "To Whom it May Concern"
  6. "Hello"
  7. "Hi there"
  8. "I hope this email finds you well"
May 7, 2019

How do you introduce yourself in a professional email? ›

Use a standard greeting like “Dear” or “Hello,” followed by the recipient's name. Introduce yourself with your full name, job title (if relevant), and any other details that the recipient should know about you. Early in the email, provide your reason for writing.

Videos

1. EMAIL Opening Lines for your Next Mail at WORK!
(The Good Word Project by Sohini)
2. Do You Use These Cheesy Outdated Email Opening Lines?
(Liz Wendling - Selling With Authenticity)
3. 7 Subject Lines That Get Your Emails Opened
(Dan Lok)
4. No personalized first lines for cold email? #shorts
(Instantly)
5. Email Marketing for Beginners: How to Get Started
(Your Lookout)
6. English AS Level, Grade 12, Writing an email.
(Namcol Edu)
Top Articles
Latest Posts
Article information

Author: Gregorio Kreiger

Last Updated: 04/20/2023

Views: 5299

Rating: 4.7 / 5 (77 voted)

Reviews: 84% of readers found this page helpful

Author information

Name: Gregorio Kreiger

Birthday: 1994-12-18

Address: 89212 Tracey Ramp, Sunside, MT 08453-0951

Phone: +9014805370218

Job: Customer Designer

Hobby: Mountain biking, Orienteering, Hiking, Sewing, Backpacking, Mushroom hunting, Backpacking

Introduction: My name is Gregorio Kreiger, I am a tender, brainy, enthusiastic, combative, agreeable, gentle, gentle person who loves writing and wants to share my knowledge and understanding with you.