Starting a formal email may seem like a simple task, 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 receive a favorable 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 thing your recipient sees when they open your email is your greeting and the first line of your message. Much like a handshake, these elements give them an impression of who you are and what you're about. A formal email greeting and opening line is like a firm handshake that shows you mean business. You're showing your recipient that you're professional and courteous.
Sending good emails is an important skill in this digital age. It helps you to build 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, a well-written email can make all the difference.
Here are steps you can follow when starting a formal email:
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.
Like writing a letter, a short email is often more effective. It allows you to get your message across 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 digest. Keep your message short and straight to the point.
Use respectful and appropriate language. When writing professional emails, use correct spelling. Avoid using slang or jargon, especially if you're writing to someone who doesn't know you well. Refrain from using emoticons, exclamation marks, and other emotive language because this can come across as unprofessional.
The first thing your recipient sees when they open their inbox is the subject of your email. Make this concise and easy to understand. A length of around 50 words is acceptable. This can help the recipient determine if the email is relevant to them and what action they should take.
A call to action is a suggestion to act in a certain way. In an email, a call to action can prompt a quick response. It may also encourage them to take another action. 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.
Checking your email before sending it ensures that everything you want to include is present. It also helps you spot and correct grammar, spelling, and punctuation mistakes. An error-free email shows your professionalism and can help you make a good impression. You can avoid grammatical errors by taking a few minutes to proofread your email. Double-check your email aligns with your target audience, opening sentence, and final thoughts.
It's important to tailor your email to your recipient. Tailoring your email 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. Take note of your relationship with the recipient, too. Here are several email greeting examples:
Using the recipient's title is becoming less common. Many omit this to avoid gender-specificity. However, if you know how the recipient prefers others to address them, you can include that information.
Here are some common mistakes when writing an email and ways to avoid them:
Explore these tips to discover how to start an email professionally:
Here are tips to help you craft strong opening lines:
Here are examples of greetings and opening lines for various types of emails and situations:
Keep the salutation and opening lines short for formal emails. "Dear [Name of Recipient]" and "I'm reaching out to discuss [subject]" are an acceptable combination.
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. How are you today? I hope you're doing well. I'm reaching out about [topic]."
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]."
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]," if the situation warrants it.
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.
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, a direct "I am writing to apply for the [position] at [company]" can work. You can also use "Dear hiring manager" when writing a cover letter.
It's important to be courteous, respectful, and professional when writing to customers. Use an appropriate greeting such as "Dear [Customer's Name]." For the opening line, "Thank you for reaching out to [company]" is a good choice.
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.
When starting a formal email, choose a greeting and opening line that reflects your relationship with the recipient. Pay close attention that you use 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 you're writing your next formal email.