The way you start an email shapes how the message is received. A weak or awkward opening can make a professional email feel careless before the reader even reaches the main point.
Different situations call for different openings. What works for a colleague may not work for a job application or a first contact. The examples below show how to start an email clearly, naturally, and appropriately for each context.
How to Start an Email Correctly
There is no one-size-fits-all rule for starting an email. Everyone communicates with a slightly different tone, both in speaking and in writing. The best opening depends on your audience and the situation.
Before you write, ask yourself:
- Is this email for a workplace or professional purpose?
- Am I applying for a job or contacting someone for the first time?
- Am I writing to a colleague, team, or friend?
Once you understand the context, choosing the right greeting—and the right opening line—becomes much easier.
Email Greetings by Level of Formality
| Greeting | Formality | When to Use |
|---|---|---|
| Dear [Name] | Formal | Job applications, emails to managers, new clients, professors, or formal business communication |
| To Whom It May Concern | Very Formal | When you do not know the recipient at all (complaints, official inquiries) |
| Hello [Name] | Neutral | Colleagues or professional contacts you already know |
| Hi [Name] | Informal | Friendly workplace emails or coworkers you know well |
| Hi Team | Neutral | Emails sent to a group or department |
| Hi there | Informal | When the recipient’s name is unknown or for mass emails |
Common Email Greeting Examples Explained
Hi [Name]
Hi is simple, friendly, and widely accepted in modern workplaces. It works well for colleagues you already know and for internal communication. However, it should generally be avoided in very formal situations, such as job applications or first contact with senior executives.
Dear [Name]
Dear is a classic and respectful email greeting. It is the safest choice for formal emails, including emails to managers, clients, professors, or hiring managers. While it may sound stiff in casual conversations, it remains appropriate—and expected—in professional contexts.
To Whom It May Concern
This greeting is used only when you do not know the recipient’s name. It is formal and impersonal, making it suitable for official letters or general inquiries. Whenever possible, try to find a specific name, as personalized emails are always more effective.
Hello [Name]
Hello sits comfortably between formal and informal. It’s a good choice when you are unsure how your recipient might interpret the tone of your email.
Hi there
Hi there is useful when you don’t know the recipient’s name or when sending a mass email. It feels friendly without being overly personal, but it should not be used in formal business or academic emails.
Opening Lines After the Greeting
A greeting is only the first step. The opening line that follows sets the direction of your email and signals your intent. A good opening line sounds polite, natural, and relevant to the situation.
Formal Opening Lines
- I hope this email finds you well.
- I am writing to inquire about…
- I am writing regarding the position advertised on…
Neutral or Professional Opening Lines
- Thank you for your email.
- Thanks for getting back to me.
- I wanted to follow up on our previous conversation.
Informal Opening Lines
- Hope you’re doing well.
- Just wanted to check in.
- Thanks for reaching out!
Using Titles for Maximum Professionalism
When using Dear [Name] in formal emails, adding a title can significantly increase the level of professionalism.
- Dear Mr. Smith,
- Dear Ms. Johnson,
- Dear Dr. Brown,
If you are unsure about the recipient’s gender or title, using their full name (e.g., Dear Alex Taylor,) is a safe and respectful option.
Professional Tips for Starting an Email
- Always use a comma after the greeting: Dear John,
- Double-check the recipient’s name. Misspelling a name creates a worse impression than choosing the wrong greeting.
- When in doubt, choose a more formal option. It’s easier to adjust later than to recover from sounding too casual.
A strong email start combines the right greeting with a clear opening line. When done well, it makes your message sound confident, respectful, and easy to read from the very first sentence.
Last Updated on February 4, 2026
It is egregiously sad, even distressing, to be made aware of how lacking in fluency we’ve become!
Where did Hi! come from? What does it mean?
Of course it sounds bizarre: A window “is an oriface in an edifice for the exclusion of the elements and the transmission of translucent substances.” . . z something like that!!!! I have had too much red!