How to Start an Email — 40+ Professional Greetings
“Dear Mr. Smith,”
Job applications, executives, first contact
“Hi Sarah,”
Colleagues, regular clients, follow-ups
“Hey team,”
Close teammates only, internal chat-like threads
“Good morning, Dr. Lee,”
Mentors, professors, respected contacts
Stop overthinking your email greetings. WriteMail.ai picks the perfect opening based on your recipient, relationship, and context — automatically.
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Email Greetings by Formality
Formal
- Dear Mr./Ms. [Last Name],
- Dear Dr. [Last Name],
- Dear Hiring Manager,
- Dear Sir/Madam,
- Dear Professor [Last Name],
Professional
- Hi [First Name],
- Hello [First Name],
- Good morning/afternoon,
- Hello [Team/Department],
- Hi everyone,
Casual
- Hey [Name],
- Hi there,
- Hello!
- Hey there,
- Hi!
Avoid
- To Whom It May Concern
- (outdated and impersonal)
- Dear Sir/Madam when name is known
- Hey guys
- (not inclusive)
Best Email Openers by Situation
First Contact / Cold Email
- "I came across your work on [topic] and wanted to reach out."
- "[Mutual contact] suggested I get in touch with you about..."
- "I'm writing to introduce myself as the new [role] at [company]."
- "I noticed your company recently [achievement] — congratulations!"
Reply / Follow-Up
- "Thank you for getting back to me so quickly."
- "I appreciate your detailed response."
- "Following up on our conversation from [date/meeting]."
- "Just circling back on the proposal I sent last week."
Making a Request
- "I hope this email finds you well. I'm writing to ask about..."
- "I'd appreciate your help with [specific request]."
- "Would you be available for a quick call this week?"
Saying Thank You
- "Thank you for taking the time to meet with me yesterday."
- "I really appreciate your guidance on [topic]."
- "I wanted to express my gratitude for your support with..."
- "Your help with [project] made a real difference — thank you."
Opening Lines After the Greeting
The greeting is just the first word. What you write on the next line sets the tone for the entire email. Here is what to write after "Hi [Name]," for different contexts:
First Time Writing Someone
- • "My name is [Name], and I'm the [role] at [company]."
- • "I found your profile on [platform] and was impressed by..."
- • "I'm reaching out because [specific reason tied to them]."
Following Up
- • "I wanted to follow up on [topic] from our last conversation."
- • "I'm checking in on the [deliverable] we discussed on [date]."
- • "Have you had a chance to review the [document/proposal]?"
Referral Introduction
- • "[Name] recommended I reach out to you regarding..."
- • "I was speaking with [mutual contact], who suggested we connect."
- • "[Name] from [company] thought you'd be the right person to ask about..."
Cold Outreach
- • "I noticed [something specific about their company/work]."
- • "I help [type of companies] with [specific outcome]."
- • "I read your recent [article/post] on [topic] and wanted to share..."
Strong vs. Weak Email Openings
Strong Opening
Hi Sarah,
I enjoyed your talk at the Marketing Summit last week — your insights on content strategy really resonated with our team.
I'm reaching out because we're launching a similar initiative at [Company] and I'd love to learn from your experience...
Weak / Generic Opening
To Whom It May Concern,
I hope this email finds you well. I am writing to you today to inquire about potential opportunities.
I would like to discuss some things with you at your earliest convenience...
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Related Email Writing Resources
Companion Guide: How to End an Email
Now that you know how to start — learn how to close with 50+ professional sign-offs.
Complete Guide to Starting Professional Emails
The way you start an email shapes the reader's first impression. A strong greeting and opening line signal professionalism, respect, and clarity — while a weak one can get your message ignored or deleted. This guide covers every email greeting you'll ever need, ranked from most to least formal.
Professional Email Greetings — Ranked by Formality
Choosing the right greeting depends on your relationship with the recipient, the context of your email, and cultural norms. Here are 15+ greetings ranked from most to least formal:
| Greeting | Formality | When to Use |
|---|---|---|
| Dear Mr./Ms. [Last Name], | Very Formal | Job applications, executives, first contact with senior professionals |
| Dear Dr./Professor [Last Name], | Very Formal | Academic correspondence, medical professionals |
| Dear Hiring Manager, | Formal | Job applications when you don't know the name |
| Dear [Full Name], | Formal | When unsure of gender or preferred title |
| Dear [Department] Team, | Formal | Group emails to a team you don't know personally |
| Hello [First Name], | Professional | Business emails to known contacts, client communication |
| Hi [First Name], | Professional | Most workplace emails, colleagues, established relationships |
| Good morning/afternoon, | Professional | When you want warmth without using a name |
| Hi everyone, | Semi-formal | Group emails to a familiar team |
| Hi there, | Casual | Friendly emails, informal workplace culture |
| Hey [Name], | Casual | Close colleagues, friends, startup culture |
| Hello! | Casual | Friendly outreach, casual newsletters |
"Dear Sir/Madam" is Dead — Here's What to Use Instead
For decades, "Dear Sir/Madam" was the default when you didn't know someone's name. In 2026, it reads as lazy and outdated. Hiring managers and business professionals notice when you haven't bothered to research their name — and "Dear Sir/Madam" signals exactly that.
Better Alternatives:
- • Dear Hiring Manager, — Perfect for job applications when the name isn't listed
- • Dear [Department] Team, — Great for reaching out to a specific team
- • Dear [Job Title], — e.g., "Dear Marketing Director," shows you did research
- • Hello, — Simple and professional when all else fails
- • Dear [Full Name], — Use their full name if you're unsure about gender or title
Pro tip: Spend 60 seconds on LinkedIn or the company website to find the recipient's name. A personalized greeting ("Dear Ms. Chen,") is always more effective than a generic one.
How to Address an Email When You Don't Know the Name
Sometimes you genuinely cannot find the recipient's name. Here's a ranked list of alternatives, from best to worst:
Best Options
- • "Dear Hiring Manager,"
- • "Dear [Company Name] Team,"
- • "Dear Customer Support Team,"
- • "Dear Admissions Committee,"
- • "Hello,"
Avoid These
- • "To Whom It May Concern" (sounds like a complaint letter from 1995)
- • "Dear Sir/Madam" (assumes binary gender, feels impersonal)
- • "Hey there" (too casual for unknown recipients)
- • "Hi friend" (you're not friends yet)
- • No greeting at all (comes across as rude)
Email Opening Line Formulas
Use these proven templates to craft opening lines that get your emails read and replied to:
Reference-Based Openers
- • "I enjoyed your [talk/article/post] on [topic]."
- • "[Name] recommended I reach out to you."
- • "We met at [event] last [timeframe]."
Purpose-Driven Openers
- • "I'm writing to [specific purpose]."
- • "I'd like to discuss [topic] with you."
- • "I'm reaching out because [reason]."
Gratitude Openers
- • "Thank you for [specific action]."
- • "I appreciate your [help/time/feedback]."
- • "Thanks for getting back to me so quickly."
Context-Setting Openers
- • "Following up on our [meeting/call] about [topic]."
- • "As we discussed, I'm sending over [deliverable]."
- • "Per your request, here is [information]."
International Email Greeting Conventions
Email greetings vary across cultures. What works in a casual US startup may be too informal for a UK law firm or an Indian corporation. Here's a quick guide:
| Country | Common Greeting | Notes |
|---|---|---|
| United States | Hi [First Name], | First-name basis is standard, even with senior colleagues. "Dear" reserved for very formal contexts. |
| United Kingdom | Dear [First Name], | "Dear" is used more broadly and doesn't sound overly formal. "Yours faithfully" pairs with "Dear Sir/Madam." |
| India | Dear Mr./Ms. [Last Name], | Titles and last names are the norm in business. "Respected Sir/Madam" is also common in formal settings. |
| Australia | Hi [First Name], | Very casual business culture. First names even with executives. "G'day" is too informal for email. |
Email Greetings to Avoid
Some greetings can undermine your professionalism, alienate recipients, or simply feel outdated. Steer clear of these:
- • "To Whom It May Concern" — Sounds like a legal notice. In 2026, it signals you didn't bother to find the recipient's name or role.
- • "Hey guys" or "Hey ladies" — Gendered language excludes people. Use "Hi everyone," "Hi team," or "Hi all," instead.
- • "Dear Sir/Madam" when the name is available — If the name is in the job posting, LinkedIn, or company website, use it. Generic greetings feel lazy.
- • "Yo" or "Sup" — Never appropriate in professional email, no matter how casual the company culture.
- • "Dear Friend" or "Dear Valued Customer" — Mass-email phrasing that will get your message ignored or flagged as spam.
- • No greeting at all — Jumping straight into content without a greeting comes across as blunt and disrespectful, especially in a first email.
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Start Writing Better EmailsFrequently Asked Questions
Everything you need to know about How to Start an Email
How do you start a professional email?
Start with an appropriate greeting based on your relationship with the recipient. Use "Dear Mr./Ms. [Last Name]," for formal emails, "Hi [First Name]," for most professional emails, and "Hello [Team]," for group messages. Follow the greeting with a clear opening line that states your purpose.
What is the best email greeting?
"Hi [First Name]," is the most versatile email greeting for 2026. It works for most professional situations — colleagues, clients, and business contacts. Use "Dear Mr./Ms. [Last Name]," only for very formal contexts like job applications or writing to senior executives you haven't met.
How do you start an email to someone you don't know?
If you can find their name, use "Dear [Full Name]," or "Dear Mr./Ms. [Last Name],". If you cannot find a name, use "Dear Hiring Manager," "Dear [Department] Team," or simply "Hello,". Avoid "To Whom It May Concern" as it feels outdated and impersonal.
Is "Dear Sir/Madam" still acceptable?
While not technically wrong, "Dear Sir/Madam" is considered outdated in 2026 and assumes binary gender. Better alternatives include "Dear Hiring Manager," "Dear [Department] Team," or "Dear [Job Title],". If you genuinely cannot determine the recipient's identity, "Hello," works perfectly.
How do you start a formal email?
For formal emails, use "Dear Mr./Ms./Dr. [Last Name]," followed by a clear, professional opening line such as "I am writing to inquire about..." or "I am reaching out regarding...". Avoid contractions and casual language. Include a clear subject line and state your purpose in the first sentence.
What email greetings should I avoid?
Avoid "To Whom It May Concern" (outdated), "Hey guys" (not inclusive), "Dear Sir/Madam" when the name is available (shows you didn't research), "Yo" or "Sup" (too casual), and "Dear Friend" or "Dear Valued Customer" (sounds like spam). Also never skip the greeting entirely.
Can WriteMail.ai help me start emails?
Yes! WriteMail.ai analyzes your recipient, context, and desired tone to automatically select the perfect greeting and craft a compelling opening line. Whether you're writing a cold email, job application, or follow-up, the AI ensures your email starts strong. Try it free at writemail.ai.
How do you start a follow-up email?
Start with a friendly greeting ("Hi [Name],") followed by a reference to your previous interaction: "Following up on our conversation about [topic]," "I wanted to check in on [deliverable]," or "I'm circling back on the proposal I sent on [date]." Be specific about what you're following up on.
What is the difference between "Dear" and "Hi" in emails?
"Dear" signals formality and is best for job applications, executives, academics, and first contact with senior professionals. "Hi" is professional but warmer, suitable for most workplace communication, established business relationships, and colleagues. When in doubt, "Hi [First Name]," is safe for nearly all professional contexts in 2026.
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