Sick of staring at a white page? Have you got something to say in an email but experiencing problems figuring out how to say it? As soon as you make a start, the rest will fall into place (trust us), so we're going to show you how to open all types of emails.
Your email opener is your first chance to engage the recipient (or recipients), so you'll want to make a good impression. In the first part, we explain what email greetings or email salutations are suitable and which aren't.
What's a suitable email greeting?
Before we go too far, we're talking about the first line of your email, not how you engage the person (or people if you're messaging a group of people).
In the past, people would use antiquated openers like "Dear Sir/Madam," but this is outdated now and shouldn't be used anymore. Instead, we suggest these:
- Hi (person's name)
- Hello (person's name)
- Hi Doctor (person's name)
- Hello Professor (person's name)
It's important that you find the person's first name and use it. If you can't (but have their surname), then you can use that. If you're finding it hard to find, we recommend LinkedIn.
If you're emailing a group of people, you can use a collective greeting:
- Hi colleagues
- Hi team
- Hi everyone
Some people use "Hi guys", but we'd avoid this to ensure you're being as inclusive as possible. We know that some people may not like to be addressed this way, and that's fine.
How to start an email?
You're already writing emails, right? We'll also assume (because you follow the rules) that you've read the advice above and understand how to use greetings.
When you're sitting there in front of your email program, you have to decide who you're writing to. Think not about how they look but who they are and how they relate to you.
To make it easy, we've split this into two groups:
- Personal emails – When messaging friends, family members, trusted colleagues, and even long-term clients, you can start less formally. You won't need to introduce yourself or provide too much detail to grab their attention.
- Professional emails – Professional emails are sent to people you don't know at work or in your personal life. This can include people in authority (a boss or manager), clients, customers, stakeholders, or someone else you want to make a good impression on. You'll need to greet them formally and provide a clear email opening.
Before beginning to write an email, think about who you're messaging and decide whether it's
personal or professional. Once you're done, you're 50% through there!
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If you are still not sure about how to start an email with suitable language and tone, check this out - the AI-powered email generator from HIX.AI.
10 email greetings examples
You know we love to use practical examples to bring things to life, so here are 10 email greetings examples samples. You'll find both professional and personal email openings.
While we've provided a context, you can use each of these opening examples when needed.
We've provided the greeting and the opening few sentences to get you started.
If you're stuck for time, you can simply copy these, but it's better to work on your own email greetings.
Super-formal email starter
Hi (Person's name),
My name is (your name), and I'm contacting you from (company name). I wanted to message you about...
Learn how to write a formal email.
Professional email starter
Hello (Person's name)
I'm contacting you from (company name) to discuss your account. My name is (your name,) and I am responsible for...
Cold email starter
Hi (Person't name),
We've not met before, t I'm (your name, and I work as the (what you do). I'm contacting you to tell you about some of our amazing products...
Learn how to write a cold email.
Funny email starter
Hi,
You're probably sick of hearing from me, but here I am with yet another message designed to annoy you. What am I messaging about this time? Let me tell you...
Email to multiple recipients
Hi team,
This is a group message to everyone to update you on...
RSVP email starter
Dear (person's name),
I've received your invite to (the event), and I would be delighted to attend.
Learn what is RSVP and how to reply to RSVP emails.
Reply to interview invitation starter
Hi (person's name),
Thank you for inviting me to interview for the (job name) on (insert date). I would like to accept your invitation.
Learn how to reply to interview invitation email.
Email to friends opening
Hey you,
How are things? I'm getting in touch because I wanted to check in and see how you were.
Job application email salutations
Dear Recruiting Manager,
I am applying for the post of (job title) at (company) that I saw advertised on (where you saw it). I've attached a copy of my resume with this email, as requested in the job advert.
Learn how to write job application emails.
Vacation request email greetings
Hi (person's name),
I'm writing to you to request vacation for (insert dates). I have checked the dates and there is suitable cover available.
Learn how to write vacation request emails.
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5 pro tips to write engaging email salutations
By this point in the article, you should be familiar with the formal and informal types of openers and ready to get started. Before you do, here are 5 pro tips to write an engaging email greeting for any audience.
- Personal v professional – Deciding who your audience is and how you want to engage them is critical to creating a great email opening. Check back through our samples, and you'll see that formal emails introduce you and get straight to the point, while personal emails are a little more playful. Define your audience and let that guide your opening.
- Stick to 1 or 2 sentences – Email openings sum up what the message is about, so keep them short. This means people can choose to read on or delete it.
- Avoid using outdated phrases – Don't use phrases like "Dear Sir/Madam" or "Hi guys". Stick with a simple "Hello" or "Hi" and the person's name. (Always use the person's first name if you can find it as it builds trust).
- Assess what works (and use it) – If you're sitting there scratching your head, use your existing emails as assets. Read through some emails and look for openers that work and those that don't. If you find words that work, then use them!
- Words still won't come? Then you must try the HIX.AI email writing tool. Yes, technology is taking over, and when it can write emails as good as this in seconds, then we're all for it. You won't just get a personalized greeting and opening; you'll get the entire email written. Result!
Read also: How to introduce yourself in an email (5 examples)
Conclusion
Hi (Reader, that's you),
Thanks for reading through our email greetings guide and getting to the end. Are you feeling confident in writing your own email salutations? Decide who you're writing to, keep things engaging, and get to the point as quickly as possible. Get the opening of your email right, and the rest will flow.
Many thanks,
HIX.AI
