10 Ways to Start an Email
The first line of your email, the greeting or salutation, sets the entire tone for your message. Knowing how to start an email correctly is crucial for professional and friendly communication in English. This lesson provides ten reliable ways to begin any email, ensuring you always make a good first impression, no matter who you’re writing to.
Common Ways to Start an Email
Formal & Professional Greetings
- Dear Mr./Ms. [Last Name],
Meaning: The most traditional and professional way to start an email when you know the recipient’s name. Use “Dear” for formal situations.
Example: “Dear Ms. Chen, I am writing to follow up on our meeting yesterday.” - To Whom It May Concern,
Meaning: Used only when you do not know the recipient’s name or title, such as when writing to a general customer service address. This is very formal.
Example: “To Whom It May Concern, I have a question regarding the recent software update.” - Dear [Job Title] Team,
Meaning: A professional greeting when writing to a group of people or a department (e.g., the Sales Team, the Customer Support Team).
Example: “Dear Hiring Team, I am submitting my application for the Marketing position.” - Greetings,
Meaning: A polite, slightly formal, and impersonal greeting. It is a good neutral option when you want to avoid using a specific name or title.
Example: “Greetings, I hope this email finds you well.” - Casual & Friendly Greetings
- Hi [First Name],
Meaning: The most common and widely accepted way to start an email in business and casual settings when you know the person’s first name.
Example: “Hi David, Just checking in about the weekend plan.” - Hello [First Name],
Meaning: Slightly more formal than “Hi,” making it appropriate for colleagues you don’t know well or people you’re emailing for the first time.
Example: “Hello Sarah, Thank you for sending those documents.” - Good morning/afternoon/evening,
Meaning: Used to wish the recipient well based on the time of day. This is professional but warmer than “Dear.” Remember that time zones can complicate this!
Example: “Good morning, I have attached the final report.” - Hope you’re having a great week.
Meaning: This is an introductory sentence used immediately after a simple greeting like “Hi.” It’s friendly and sets a warm tone.
Example: “Hi Alex, Hope you’re having a great week. I wanted to confirm the deadline.” - Follow-up & Contextual Openings
- Following up on our call/meeting,
Meaning: A direct way to start the email if it is a reply or a follow-up to a recent conversation or event. Use after a greeting.
Example: “Hello Maria, Following up on our meeting, I have gathered the information you requested.” - Just a quick note about [Topic].
Meaning: Used for short, simple emails that only need one or two key points. It sets an expectation for brevity.
Example: “Hi Kim, Just a quick note about the holiday schedule. It will be posted by Friday.”
Real-Life Dialogues
Formal Email: “Dear Mr. Thompson, I am writing to inquire about the terms of the contract. Thank you for your time.”
Friendly Email: “Hi Jane, Hope you’re having a great week. I wanted to remind you about the team lunch on Wednesday.”
Follow-up Email: “Hello Marcus, Following up on our call, here are the links to the resources we discussed. Please let me know if you have any questions.”
Quick Tips: Choosing the Right Phrase
| Situation | Recommended Way to Start an Email | Why? |
|---|---|---|
| Formal/Unknown Recipient | Dear Mr./Ms. [Last Name] or To Whom It May Concern, | Respectful and traditional; shows professionalism. |
| First-Time Communication (Professional) | Hello [First Name], | Friendly yet appropriate for professional introductions. |
| Casual/Internal Communication (Colleague/Friend) | Hi [First Name], | The standard, modern greeting for familiar contacts. |
| Referencing Previous Conversation | Following up on our call/meeting, | Directly jumps to the reason for the email, saving the reader time. |
Practice Tip
Always check the previous email exchange if you are replying. If the sender used “Hi [First Name],” you should respond using the same casual tone. If they used “Dear Mr. [Last Name],” keep your tone formal and respectful.
Why This Matters
- Establish the Right Tone: The greeting immediately signals whether the email is formal or casual, ensuring your message is interpreted correctly.
- Show Respect: Using the correct title (Mr./Ms.) or acknowledging a team shows respect for the recipient, which is vital in professional life.
- Improve Clarity: Phrases like “Following up on our call” quickly tell the reader the context, making the entire email easier and faster to understand.
The next time you need to write an email, choose the appropriate greeting from this list. Practice using a formal and a casual option this week to feel more confident in both settings. Happy learning! 😊
