Starting an email with a proper salutation and a compelling opening line is crucial to making an excellent first impression.
It sets the tone for the rest of your message and increases your chances of receiving positive responses from the recipients.
In contrast, if you start on the wrong note, your email could be heading straight to the trash folder.
Then, I’ll explain why the beginning of your email matters and offer five actionable tips to help you write better emails. Finally, I’ll highlight the best email companion you can use today.
This Article Contains:
(Click on the links to jump to a specific section)
- How to Start an Email
- How You Should Not Start an Email
- Why Does the Beginning of Your Email Matter?
- 5 Actionable Tips for Writing the Perfect Email
- The Best Email Companion You Can Use Today
Let’s dive in.
How to Start an Email
Most people think the subject line is the only important part of an email because it determines whether your email will be opened or not.
However, you’ll also need to start with the proper salutation and opening line.
After all, if you want your professional email to be taken seriously, you can’t start it the same way you’d begin a personal email. You’ll need an engaging start that also maintains a professional tone.
To help you start your emails the right way, I’ll go over a few pointers on writing suitable salutations and effective opening lines.
8 Salutations to Use
The greeting or salutation is an integral part of any email.
Whether it’s a business email, marketing email, or a cover letter, the greeting you choose will set the tone for the rest of the message.
Here are some salutations you could use for a professional email:
1. Dear [Name]
This greeting is appropriate for formal emails.
For example, if you’re writing a cover letter, you can address the recipient using their last name, like “Dear Ms. Blair” or “Dear Mr. Brown.”
Always avoid honorifics like “Mrs.” that imply someone’s marital status. However, always use traditional honorifics that indicate professional status, such as “Dr.” or “Dear Professor”.
Now, if you don’t know the recipient’s gender (or the person’s gender preference), you can use the gender-neutral honorific “Mx”.
Alternatively, if your recipient is your age or younger and doesn’t outrank you professionally, you can open with “Hello Taylor.”
This is an acceptable generic greeting in countries where formality isn’t mandatory, like the US.
However, if your recipient is in a country where formality is common (such as India), you can use their full name. For example, “Dear Ajay Goel”.
2. Hi, and Hi There
While you wouldn’t use these email salutations in a business letter, they are perfectly acceptable for professional emails.
The most popular version among these is a simple “Hi (Name)”.
This greeting is usually appropriate for a personal or business email unless it’s a very formal email.
Although the greeting “Hi there” is often used in marketing campaign emails (to newsletter subscribers, for example), people are more likely to read an email when you mention their first name instead of a generic greeting.
3. Hi everyone
When addressing a group, it would be way too awkward to list everyone’s name in the greeting. Instead, you can use a greeting like “Hi everyone” if you’re emailing a group of people, like your work team.
On the flip side, if you’re emailing just two or three people, you could list their names, separated by commas. For example, “Hi Lee, Mary, and Ann”. These greetings are more appropriate than the abrupt “Hi all” greeting, which sounds like it’s part of some generic email template.
This is a popular salutation you can use when sending an email to a large group of people or just one person.
Additionally, you can use “Greetings” when you’re sending a professional email to a business email account and don’t know the recipient’s name.
For example, “Greetings” is an appropriate opener when you’re sending business emails to an email address like support@(companyname).com.
Let’s look at a few more greetings that work well in professional email messages.
Here are a few other greetings you could use in your emails:
- Hello [Name]: If you’ve emailed the recipient before, instead of using a greeting like “Hi,” you could make it a bit more personal and say “Hello [Name].”
- Hi team: If you’re writing to three or more recipients in the same team, you could use this greeting.
- Good morning, Good afternoon, or Good evening: When you know the recipient’s time zone and the time of day they’ll be reading your email, you could use one of these greetings. Additionally, these greetings work well if you’re making an announcement.
- Dear Job Title (for example, Recruitment Manager): If you don’t know the recipient’s name but know their designation, you could use this greeting.
8 Opening Lines to Use
Once you’ve chosen the perfect way to greet your email recipient, you’ll need to add an intriguing opening line next. This will motivate the recipient to read the entire email.
No matter the type of professional email you’re writing, the best email opening lines meet one or more of these four requirements:
- Offer value.
- Start a conversation.
- Ask a relevant question.
- Boost the ego.
The key to choosing the right opening line is deciding which of these four you want to accomplish with your email. Once you do that, you can move on to picking the best opening line for your message.
Here are a few opening lines you could choose from:
1. Allow me to introduce myself
You wouldn’t walk into a business meeting and just start talking, especially if you’ve never met the other attendees before.
Then why do it in an email?
If you’ve never emailed or met the person you’re emailing, it’s polite to introduce yourself first before moving on to your message.
But remember, you should keep the introduction short — don’t use this as an opportunity to talk about yourself, your company, or your qualifications in great length. Just a quick introduction will do.
2. I hope you’re doing well
This opening line is one of the most commonly used ones as it’s a safe bet.
Although this phrase probably won’t win you any points for originality, it’s an acceptable and cordial way to start a professional email. “I hope you’re doing well” is something you’d say to someone you don’t know very well but you have some connection to, like a work colleague.
3. I’m reaching out to you about
Chances are, the person you’re emailing receives tons of emails each day.
You can make it easier for them to decide your email’s importance by mentioning why you’re emailing them right at the start.
This opening line is effective because it gets straight to the point, which busy professionals will value. For example, you could use this opening line when applying for a job, emailing a prospective client, or requesting a phone call with a company representative.
4. I hope you’re having a great day (or week)
This opening line works well if you know the person you’re emailing (for example, a work colleague, family member, or friend). It conveys a sense of friendliness and may prompt the email recipient to start a conversation about their week or day.
But keep in mind that this isn’t an opening line you’d use when emailing someone you’ve never met, say for a job interview or a prospective customer.
It can come off as disingenuous to say this to someone you don’t know. It may also seem like an intrusion into the recipient’s personal life if they’ve never even met you.
Additional Opening Lines
Here are some more opening lines you could use:
- I hope you enjoyed your weekend: If you’re emailing someone you already know on a Monday, this is an opening line you could use. It can help you build a better rapport with the person and establish a friendly relationship.
- I’m eager to get your advice/thoughts on: This is a good opening line if you want to pique the interest of your email recipient. It also conveys the message that you value their input.
- Thanks for getting in touch: Whether you’re sending an email to a prospective employer or potential customer, this is a pleasant way to start a reply email.
- Thanks for the quick response: This is a suitable opening for a reply email. Whatever the reason for the email, a little appreciation goes a long way toward showing how much their assistance means to you.
Now that you know the best ways to start an email, I’ll cover the salutations and opening lines you should avoid.
How You Should Not Start an Email
Have you ever received emails that began so awkwardly that you didn’t bother to go through the whole thing?
If you received an email starting with the following greetings or opening lines, you probably wouldn’t give it your attention, and neither will anyone you’re emailing.
A. 4 Salutations to Avoid
An inappropriate or outdated greeting will set the wrong tone for your email right from the start. Here are some salutations you should stay away from:
1. To whom it may concern
This greeting is seen as too stiff and vague to be used in business emails. It gives the impression that you were too lazy to find out to whom the email should have been addressed.
As you would when writing a formal letter, try to find out the person’s name before you send your email. Alternatively, opt for a warmer opening sentence.
For example, let’s say you’re emailing company XYZ regarding their job application, and you can’t find the name of an HR team member. Instead of using “To whom it may concern”, you can use something like “To Team X” or “Dear Hiring Manager at Company XYZ”.
2. A misspelled name
A misspelled name is up there with the worst greeting you could write.
Always double-check your emails to see if you have the correct spelling of your recipient’s name. If the person’s name seems complicated, just copy and paste it from a good source.
However, if you’re not confident about the correct spelling of the name, remove it and stick with a greeting like “Hello”. This is somewhat rare but might happen at events where an attendee sent you a company or team email instead of handing you their business card.
Although using “Hello” might be considered an impersonal opening, it’s always better than a serious breach of email etiquette like misspelling a person’s name.
3. Dear sir (or madam)
Like “To whom it may concern”, “Dear sir or madam” is a stiff and often ceremonial salutation which in the past was reserved for formal letter writing. However, these days it can come across as slightly outdated for modern business writing.
Moreover, it shows you didn’t bother to check the recipient’s name.
This email greeting is still used in business letter writing in countries where men and women are called “sir” and “madam”. However, these types of formal salutations don’t suit an email.
Using a less formal way of greeting the recipient (like “Hello”) would be a better option.
4. An informal greeting
While several informal salutation options may be acceptable in certain formal greeting scenarios, a straight-out casual greeting is not encouraged in business emails.
This includes any informal greeting like:
- Hey buddy!
- Hi guys.
Remember, correspondence through a professional email address is not the same as a message on social media platforms like Facebook or Twitter, where an informal salutation is expected.
Using a nickname, exclamation point, or any other informal salutation can make you seem unprofessional and should be reserved for informal emails and social media.
However, some offices encourage such a casual culture.
You may casually communicate with your work colleagues internally. But be mindful of any external business correspondence you send to clients, prospects, or anyone with a professional email address. They may not have the same work culture as you do.
As a result, it’s safer to stick with a simple and slightly formal greeting when you start your emails.
Now that we know which greetings to avoid, let’s also look at some opening lines to stay away from.
B. 4 Opening Lines to Avoid
It can be challenging to decide on the perfect opening lines that segue smoothly into your email messages. To make it a little easier, here are the opening lines you should steer clear of:
1. It’s me again!
While this opening line may be acceptable for informal emails, it’s too informal for a professional email.
Sure, it may seem like you’re reminding the person about a previous conversation or email you’ve sent them in a light-hearted manner, but you may come across as a nuisance.
The recipient may feel like you’re bugging them and ignore your email altogether. Additionally, it’s too unprofessional for any form of business communication.
2. I am sorry to bother you by popping up in your inbox
You may think you’re polite with this email. But it sounds insincere and immediately undermines your credibility.
Instead of this opening line, it’s best to get straight to the point, mentioning why you’re emailing them — the recipient will appreciate your honesty.
3. I know you’re busy but
When you’re sending a professional email, this is an opening line you should avoid because it’s too presumptuous.
Whether you’re emailing a person within your organization or a perfect stranger, how do you know that they’re busy?
This opening line is bad news for your engagement because it comes across as too familiar for business correspondence. As a result, it’s best to avoid it.
Instead, if you know the person you’re emailing is busy, choose an opening line that explains your reason for emailing them.
4. I want to ask a quick favor
Keep in mind that the fundamental purpose of every email is to establish and maintain a connection. To do that, you need mutual respect, which you probably won’t gain if your first time communicating with the recipient involves asking for a favor.
To increase the chances of your email being read, you need to make them feel like you’ll be doing them a favor and not the other way around.
Next, I’ll briefly explain why the start of a professional email is so important.
Why Does the Beginning of Your Email Matter?
Emails are generally considered a more formal way of communicating.
That’s why you must create an excellent first impression when you contact people through email, especially when reaching out to a potential client or a prospective partner.
A good email with a strong opening sentence helps create a professional impression that shows your message is worth the recipient’s valuable time. This way, there’s a far better chance your recipients will read the entire email and respond.
But how exactly do you write the perfect email?
I’ll go over some practical tips you can use to write the perfect email.
5 Actionable Tips for Writing the Perfect Email
Knowing how to start professional emails is critical, but that’s not everything you need to know to write better emails.
Let’s take a look at five tips that will help you write the perfect email:
1. Choose Your Style
Before you write an email, consider who your target audience is. This will help you choose the proper salutation and determine whether you should follow a casual or professional tone.
While many businesses used to communicate through a formal style of writing, contemporary companies and startups prefer a more casual and friendly business writing approach. This is because a formal style of writing emails can seem stiff and unfriendly.
But how do you know when to switch from formal emails to a less formal style?
Look out for these indicators that tell you when to switch styles:
- When follow up emails and business correspondence you’ve received from the other party are less formal.
- When a recipient directly tells you to use their first name instead of Mr. or Ms.
- When they address you by your first name or sign their emails using only their first name.
You should avoid using excessively formal salutations when you know the recipient well, as it would be awkward to address a close colleague or friend using honorifics.
However, if you’re contacting them for work, you’ll have to use a somewhat professional tone.
2. Be Mindful of Your First Sentence
Many people make the mistake of writing a bland or unimpressive first sentence.
Just like the greeting, the first sentence of your email message determines whether your recipient will read your email or ignore it.
For this reason, you shouldn’t be afraid to dive straight into the point with your opening line.
If you share a mutual contact with the recipient, start your email by referring to that person or organization. This could help your email develop a connection with your recipient sooner. But then get directly to the point of your message.
3. State the Purpose in the Subject Line and Body of the Email
It’s always a good idea to state the purpose of your email when you start writing it, as it allows the recipient to get a clear idea of what to expect.
Remember to keep your sentences short since people like emails to be as clear and brief as possible. To maintain a professional image, you should also check for spelling or grammatical errors before sending your email.
4. Remember to Thank Your Recipient
Usually, when you’re writing a reply to an inquiry, you can start with something like, “Thanks for getting in touch.”
However, most people don’t realize the importance of thanking a recipient in outgoing emails too. Not only is thanking your recipient a polite gesture, but it also increases your chances of getting a reply.
Once you’re done writing the body of the email, be sure to add a line at the bottom thanking your recipient.
5. Add a Closing Remark
Your closing remark can just be a simple thank you or something additional like, “Please don’t hesitate to contact me if you have any concerns.”
This is usually followed by an appropriate sign-off, such as “Best regards”, “Sincerely”, etc.
While it’s tempting to add this sign-off to your automated email signature, it’s best not to do so. Embedding your parting phrase in the signature panel is impersonal and tells your recipient you don’t send genuine or sincere regards.
However, avoid using a closing with a simple term like “Cheers” at the end unless you are good friends with the recipient.
Learning how to write perfect emails can boost your email engagement rates — but it isn’t enough to make a substantial difference by itself!
The Best Email Companion You Can Use Today
GMass is a popular email outreach software that allows you to send mass email campaigns to your target audience.
It’s used by employees of big tech companies and social media platforms like Uber, Google, Twitter, and LinkedIn for their email marketing campaign efforts.
The tool is also the perfect way for entrepreneurs, churches, SMBs, and individuals to send personalized emails straight from their Google Workspace or Gmail account.
With GMass, you can:
- Automatically personalize different aspects of your cold emails, including paragraphs, images, links, and attachments.
- Send automated follow up emails to maximize recipient engagement.
- Schedule cold email marketing campaigns to reach the prospect’s inbox when they’re most likely to engage.
- Send a mail merge campaign in seconds by connecting to Google Sheets.
- Access analytics reports showing various deliverability and engagement metrics of your cold outreach campaign.
- Integrate with CRM tools like Salesforce or HubSpot to manage all relevant data from one place.
- Overcome your Gmail account sending limits to ensure your emails always reach their intended recipients.
- Send behavior-based campaigns based on what actions your leads take in your previous or initial email.
To start using GMass, just download the Chrome extension and sign up with your Gmail account.
How you start an email plays a significant role in whether recipients will respond to your email or simply ignore it.
Use the tips I mentioned here to ace your email opening and craft the perfect email. And once you pair it with a powerful email tool like GMass, you can easily streamline your outreach efforts.
Why not try GMass today and elevate your email efforts to a whole new level?