How to start an email

Start an email with a greeting that suits your relationship with the recipient, then use the first sentence to give them a reason to read on. A clear opening sets the tone, makes a good first impression, and helps prevent misunderstandings about why you're writing.

10 best examples of how to start an email

The greeting (or salutation) addresses the recipient on its own line. The opening sentence comes next and starts the message itself, whether you’re stating your purpose, following up, or checking in.

1. Formal email to a professor

   Dear Dr. Smith,
   I am reaching out regarding the upcoming exam in your course.

2. Professional

   Good morning, Jane,
   I’m following up on our last conversation.

3. Casual

   Hi Sarah,
   I hope you’re doing well!

4. Cold email

   Dear Ms. Brown,
   I came across your work and wanted to share a potential collaboration idea.

5. Client

   Good afternoon,
   I hope your day is going well. I wanted to check in on the project updates.

   For a potential client

   Good morning,
   I wanted to introduce myself and discuss how we can support your business growth.

6. Job application

   Dear Hiring Manager,
   I am writing to express my interest in the [Job Title] at [Company Name].

7. Follow-up

   Hello, John,
   I wanted to follow up on the proposal I sent last week and discuss the next steps.

8. Networking

   Hi, Emily,
   I hope you’re doing well. I enjoyed our conversation at the recent conference and wanted to connect further.

9. Thank-you email

   Dear Mr. Lee,
   I wanted to take a moment to thank you for your time during our meeting yesterday.

10. Internal team communication

    Good afternoon, everyone,
    I wanted to share some important updates regarding the upcoming project.

If you’re emailing a professor about missed coursework, see our guide on writing a late assignment email.

Email greetings: main types

Finding the appropriate email greetings is harder than it sounds. The email's tone, purpose, and relationship with the receiver must be considered when writing the greeting. Misusing a greeting might make your email sound serious, casual, or rude. I will explain the different email salutations and when to use them below.

Formal email openings

Professionals use formal email greetings when approaching someone for the first time or a senior person. A formal greeting demonstrates respect and professionalism. However, a formal tone might be frigid, so add warmth.

Here are some situations where formal greetings are appropriate:

• Contacting a supervisor or professor.
• Reaching out to a potential client or business partner.
• Communicating with someone in a higher-ranking position.

You can make formal email greetings personal by adding a friendly phrase after the initial greeting. For example:

Dear Mr. Smith,
I hope you’re having a good day.

It maintains formality while adding a human touch. Other examples include:

• Dear Dr. Thompson,
  I trust this message finds you well.
• Good afternoon, Ms. Adams,
  I wanted to follow up on our previous conversation.

Formal greetings aim to strike a balance between professionalism and warmth, ensuring that your email is respectful but not distant.

Informal email openings

Sometimes, email greetings are more casual. When emailing familiar coworkers or in a relaxed manner, use these informal greetings. Even in informal contact, respect and professionalism are crucial.

Here are some situations when informal greetings work well:

• Emailing a coworker or peer with whom you have a friendly relationship.
• Sending a quick message to someone you regularly interact with.

Informal greetings can still be polite. Finding the right balance between casual and respectful will ensure your message is approachable and clear. Examples include:

• Hi John,
  I hope your day is going well!
• Hey, Sarah,
  Just checking in to see how things are going.

Even though starting an email informally can work in many situations, maintaining professionalism is still important, especially in workplace settings.

Professional email openings

Finding professional email greetings might be difficult for many. In business communication, your greeting should be friendly while maintaining a professional tone. Professional openings mix formality with friendliness.

Some examples of professional email openings are:

• Good morning, John,
  I wanted to reach out about the project we’re working on.
• Hello, Ms. Taylor,
  I hope your week has been productive so far.

These welcomes demonstrate respect and keep the conversation going. Professional email greetings are perfect for keeping professionalism without being formal when writing to a coworker or supervisor.

Writing tip from SpeedyPaper

Cold email openings

Cold emails are difficult to write because you're contacting a stranger. Introduce yourself, make the email relevant, and show why the receiver should connect with your message. Email starters in cold emails should be polite and immediate.

Here are a few tips for making your cold emails effective:

• Introduce yourself clearly: Introduce yourself and why you’re reaching out.
• Make it relevant: Show the recipient that you’ve done your research and that your email has value for them.

Examples of effective cold email openings include:

• Dear Ms. Williams,
  I recently came across your work and was impressed by your latest project. I believe we could collaborate on something impactful.
• Good afternoon, Mr. Brown,
  My name is [Your Name], and I wanted to share an opportunity that could enhance your current operations.

The goal is to make your introduction meaningful, ensuring the recipient feels the email was written specifically for them.

Email greetings: choosing the right one

You might find it hard to choose the proper email welcome, but it's easier to think about the reason for the email and how you know the person receiving it. To help you, here are some essential tips:

• Think about the situation: If you don't know the person well, be more polite when you email them.
• Use the recipient’s name when you know it: When you address someone by name, you make a personal link with them. If you don’t know their name, a role-based greeting like Dear Hiring Manager, or a team greeting like Hello, Admissions Team, works well. If you don’t know the role or team either, use a simple Hello, on its own line.
• Don't forget to keep things manageable: Use simple and polite email greetings when in doubt.

Choosing the appropriate email greetings ensures your message is well-received and sets a positive tone from the outset.

Starting an email: common mistakes

When starting emails, a few common mistakes can detract from your message. These missteps can make your email seem less professional or harder to understand. Here are some things to avoid when starting an email:

• Using a greeting that’s too casual for the situation: “Hi” is fine in many professional emails, especially when writing to colleagues. In a formal first contact, “Hello” or “Dear” may fit better than “Hey” or “Hi there.” Writing a business letter usually calls for a more formal greeting.
• Guessing the recipient’s name: Use the person’s name when you know it and it fits the context. A team greeting is appropriate for a shared inbox.
• Failing to introduce yourself: Always clarify who you are at the beginning of a cold email.
• Starting with an unclear purpose: Ensure your opener makes the purpose of your email clear right away. For example, if you're contacting a professor about an assignment, explain your question directly rather than opening with a vague request. Even if you've considered using a write a paper for me service, your email to the professor should clearly state what academic guidance or clarification you need.

Avoiding these mistakes will help ensure your emails are professional, clear, and effective.

FAQ

Can I start an email with “Hey” in a professional setting?

When you're at work, it's best to avoid saying "Hey." If you know the person well, "Hello" or "Hi" would be better.

How formal should my email greeting be when communicating with professors?

When emailing a professor, a respectful greeting such as Dear Professor [Last Name], or Dear Dr. [Last Name], is a good choice, especially for first-time correspondence.

What is the best way to start an email for a job application?

To start a job application email formally, say something like, "Dear Hiring Manager, I'm writing to show my interest in the [Job Title] position at [Company Name]".