Best Salutations and Greetings for Professional Emails (With Examples) (2023)


A salutation is a greeting we use at the beginning of an email, a letter, or a note. Even a text or an online comment can begin with a salutation. The salutation is also defined as a polite expression of greeting or goodwill. It is also the opening line of your email, where you address the recipient directly, usually by name.

In the world of email, however, a number of salutation styles are acceptable. Which one is best for a given situation depends on facts such as your relationship to the recipient, the culture of your firm and the content and context of the message. In addition, salutation for single recipient differs from multiple recipients.

Some business professionals use salutations to genetically refer to both the opening and the closing of emails. For example, “Dear Mr. Steve” is an “opening salutation” while “yours sincerely” is a “closing salutation”. Also, email salutation can be sent to an individual or to a group.

(Video) 35 Phrases for Professional Emails

The fact is that salutation should be polite.

Why Do We Use Salutations in Email and Letters?

The original intent of the salutation need not be lost. Many at times people often have good intentions but the methods in which they present their greetings especially in the formal settings often seems too casual.

Especially over email, salutations are important. When we are communicating one-on-one, our body language and vocal intonations give our words context, but when we are communicating electronically, we don’t have those body features in emails, and it is extremely easy for a harmless phrase to be interpreted as a rude gesture. Salutation and greetings add warmth to the body of an email.

The purpose of salutation is to greet the reader with all due respect. In the professional world, salutation should not be overly familiar. Greetings and salutation showcourtesy. Courtesy is the basic requirement for a professional email. It means using of such words and phrases that indicatea polite attitude towards the individual receiving the mail.

Tips on Effective Salutation Writing

Best Salutations and Greetings for Professional Emails (With Examples) (1)

First, consider a couple of factors –

  • Your Audience: Identify the type of audience you want to send an email to.
  • The use of “Dear”: “Dear” is one of the most appropriate words you can use in saluting your recipient. Personalize this by using the recipient’s most honorable title, such as Miss, Dr, Professor, Minister to write an opening salutation is through the use of the Dear with or without a title case e.g Dear Tamara (without a title case) Dear Miss Tamara (with title case).
  • Email to Group: If you are writing an email to two to five individuals, use both names in your salutation. For example Dear Mr. Jake and Miss Jones. This is acceptable in aprofessional mail.
  • Unknown Gender: If you don’t know the recipient’s gender, use both the first name and the last name instead of the title case. For example, Dear Elly Mayer.
  • Email to Company: If you are writing to a company rather than any specific individual, use the company’s name. For example Dear Ozone. However, this is slightly considered as informal. But the point here is that the receiver of the email is under the company’s name, so it is kind of allowed.

Bear the following in mind –

  • The salutation should not be used in an over- familiar manner and it should not be too strict.
  • Often overlooked part of salutations is ensuring you spell names correctly including uncommon constructions such as hyphens and second capital letters. When using a person’s first or last name, always double-check the spelling of the name. A misspelled name leaves a bad impression.
  • Avoid the use of generalization. Be specific in your salutation. For example, I often come across emails in which the recipients are addressed as “Dear Sir/Ma”. Besides, when emails are properly addressed it gets the needed attention. I think, oftentimes, people try to play safe so they just make up their mind and say let he/she choose the one that is applicable to the person. This is totally wrongbecause, with the abundance of information available on the internet and mobile phone, any information needed is just a few seconds away from you. It is poor form to use generic salutation like “Dear Sir/Madam” or “to whom it may concern”. Using such indicates that you didn’t take much time to consider the person to whom you are writing to. Worse, a common business email salutation crime is to assume “Dear Sirs” covers it all.
  • Do not use emoticons and slangs in a professional email salutation. Emoticons are usually used in informal writings to express various facial and mood expressions I personally will disregard any email with an emoji in its salutation. Don’t try it with professional bodies.
  • More formal greetings such as “good morning, good day, good afternoon” followed by the name of the recipient are acceptable professional email salutations. Don’t worry about what time your recipient will read your email. A time peg tells when you wrote the email and roughly how long you have been waiting for a response. Make sure your greetings corresponds with your own timing. Do not greet afternoon when it is actually morning in your time zone. To play safe it is advised to say “Good day”
  • Do not include quotes in a professional email salutation. It is a mistake to leave people guessing about what you want to say. Keep your audience in mind and go straight to the point.
  • When sending an email to a large audience, naming each person in that group becomes cumbersome. However, in such a situation you can find the common identity shared by the group. For example, if the audience is made up of only women. Then you address them as “Dear ladies” or if they are your colleagues “Dear Colleagues”
  • Never send up a professional email to your boss or client using colloquial languages such as hugs, kisses etc. It is wrong. There are some closing salutations that even though they sound professional at first, can actually be perceived as too distant or unfriendly. A commonly acceptable closing salutationis “yours faithfully”.

Addressing a Business Email to an Unknown Recipient

Regardless of whether or not you know the gender of the recipient, responding to their emails with proper salutations is essential. This determines if the recipient will keep reading your email or not. In this section of the article, we're going to discuss the best ways to address a business email to an unknown recipient.

(Video) 21 Phrases For Formal Emails - Business English

When addressing people you don't know, the most important rule is the rule of reciprocity. These rules state that you address unknown recipients how they address you. E.g. if they respond to your emails continually with “Dear Sir” Or “Dear First name” or “Dear Last name” you should address them the same way.

Tips on Addressing a Business Email to an Unknown Recipient

1. Address the recipient by name

The best way to address an email is to the person's name. If you're unsure of their gender, you could find out more from the company (If you're wondering what to know if you don't know their gender, we'll get to that in later parts of this article.)

When addressing an email to a recipient you know their gender, you should address them as “Dear First name?” or “Dear Last name” This is considered old fashioned, a more modern way would be to address the recipient by their titles first before either their first name or last names. “Dear Title-Mr./Mrs./Ms. First name or Last name

In essence addressing the recipient as, “Dear Mrs Sandra” or “Dear Mr James” should suffice when addressing an email to an unknown recipient.

(Video) Email Greeting to a Group Examples

2. When addressing an Unknown Gender

Most times when addressing a business email to an unknown recipient, there are chances you don't know their gender as well. In a case like this, you should address them using “Dear Sir/Madam” This method is less personal and more polite. More importantly, it is neutral. So, it can be used even when you don't know the gender.

3. Address unknown recipients using their Job titles

If you're cold-emailing a potential client and you don't know their name gender but know their job titles, you can address them using their job titles.

For example, “Dear Managing Director” or “To the Managing Director” explains to the recipient that you're aware of their position.

(Video) Best Salutations for Business Letters and Email

If you're emailing a company and are unsure of the recipient's gender or role, you could simply address the email to the company. An example is, “Dear Amazon Inc.

If you're emailing a generic email address gotten from a website, an example of such an email would be “[emailprotected]” Or “[emailprotected]” you could address the email as the company name or you could use, “To Whom It May Concern“.

It's usually not advisable to use “To Whom It May Concern” when addressing an unknown recipient, this is because it's considered aggressive. If you're using that in your email addressing an unknown recipient, you should start the email with a light note, like, “Thank you for your time” or “I hope this email finds you well” this often sets the tone of the email right.

Lastly, when addressing emails to unknown recipients, do not address them using adverbs like, “Hello There,” This is considered highly unprofessional.


Salutations are extremely important but they should be kept simple, polite, and formal in professional emails. Courtesy is reciprocal. Never be in too much of a hurry that you forget such an easy and very important tool in professional emails –salutation. Always remember – sending a professional email without an opening salutation is like entering another person's house without knocking. Similarly, sending a professional email without a closing salutation is like leaving a person's house without saying “goodbye”.

(Video) Writing Professional Emails Greeting


What are 3 good greetings to a professional email? ›

6 strong ways to start an email
  • 1 Dear [Name] This email greeting is an appropriate salutation for formal email correspondence. ...
  • 2 Hi or Hello. As far as email greetings go, an informal “Hi” followed by a comma is perfectly acceptable in most work-related messages. ...
  • 3 Hi everyone, Hi team, or Hi [department name] team.
Jun 2, 2022

Which salutation is correct in a professional email? ›

Salutation: The salutation of a formal email is similar to the salutation of a letter. When writing to someone you do not know by name, you put “To Whom it May Concern.” When applying for a job, you would address the person by, “Dear Hiring Manager.” If you do know the recipient's name, you put “Dear Mr./Ms.

What is an example of a professional greeting? ›

Here are some formal email greeting examples: "Dear Sir or Madam" "To [insert title]" "To Whom It May Concern"

What is the most professional greeting? ›

  • Hi [Name], This is the most basic, yet formal greeting option for businesses. ...
  • Hello [Name], Using hello is a more formal greeting option. ...
  • Dear [Name], ...
  • Greetings, ...
  • To follow up on our meeting, ...
  • I'm checking in... ...
  • I'm getting back to you in regard to... ...
  • As promised...
Apr 17, 2020

How do you start a professional email sample? ›

If You Need Something Formal
  1. Allow Me to Introduce Myself.
  2. Good afternoon.
  3. Good morning.
  4. How are you?
  5. Hope this email finds you well.
  6. I hope you enjoyed your weekend.
  7. I hope you're doing well.
  8. I hope you're having a great week.

What are 3 examples of salutations? ›

“Good morning / afternoon / evening” “Hello” / “Hi” / “Hey” “How are you?” / “How are you doing?” / “How is it going?” / “How's everything?” “Greetings”

What is a good email opening? ›

Opening Sentence for Email Formal

I hope this email finds you well. Hope you're having a great week so far. Hope you had a lovely weekend. Hope you had a lovely vacation.

What is the best closing salutation? ›

Best regards, Cordially, and Yours respectfully

They are appropriate once you have some knowledge of the person to whom you are writing.

What is a good opening sentence? ›

Start with the chase. A good hook might also be a question or a claim—anything that will elicit an emotional response from a reader. Think about it this way: a good opening sentence is the thing you don't think you can say, but you still want to say. Like, “This book will change your life.”

What are some good opening sentences? ›

First sentence examples
  • The only way to ___.
  • Would you rather have ___ or ___?
  • There are two types of people, ___, and ___.
  • The more you ___, the easier ___ gets.
  • Do you think you understand how to ___? Here is why you're wrong.
  • I always told myself that ___. ...
  • Five years ago, I ___.
  • ___ is the perfect way to ___.

How do you show excitement professionally in an email? ›

  1. Use the word “excited” or a synonym. The simplest alternative to using an exclamation point is to describe your excitement. Use a word like “excited” or “thrilled.” A word (or two) is sufficient to indicate excitement. ...
  2. Share your in-depth knowledge of the topic. Think about when you get an email that is personalized.
Jan 25, 2022

What is the most polite greeting? ›

The most respectful greetings are formal ones like "hello," or time-related greetings like "good morning" or "good evening." To make it even more respectful, add the listener's formal title afterwards, like "hello, Mr. or Mrs. ______," or even "hello, sir or ma'am."

How do you greet everyone professionally? ›

Good morning / Good afternoon / Good Evening

When you are greeting a group of people – for example at a meeting – you can also say something such as: Good morning, everyone. I hope you are doing well this morning.

How do you say greetings in a formal way? ›

Formal Ways To Say “Hello”
  1. Good morning/afternoon/evening. These are classic, formal phrases to use when greeting someone, whether it's the first time meeting them or if you've already met them before. ...
  2. Pleased to meet you. ...
  3. It's nice to meet you. ...
  4. It's good to see you. ...
  5. How are you?

How do you start off a professional letter? ›

How to start a professional letter
  1. Include the date. ...
  2. Start with the most appropriate greeting. ...
  3. Use the most professional form of the recipient's name. ...
  4. Begin the letter with an agreeable tone. ...
  5. Open with the purpose of writing the letter.
Feb 25, 2020

What are some examples of professional email? ›

I would like to take a moment to introduce myself and my company. My name is [name] and I am a [job title] at [company name]. Our company provides customers with cutting-edge technology for all their email signature needs. At [company name], there are a number of services we can offer, such as [short list of services].

How do you start an impressive email? ›

Dear (Name), Greetings, or Hi there, (To be used when you don't know the name of the recipient or when you are emailing to company email addresses like '') Hello (Name), [The less formal than a 'dear' and more formal than a 'hi'] Hello Everyone, (When there are multiple recipients)

What is a successful salutation? ›

Dear Mr./Mrs./Ms./Miss/Dr./Professor (etc.) and their last name: This greeting is best when you have a personal and professional relationship with the recipient. The colon in this greeting makes it more formal than a friendly use of “dear.” Mr./Mrs./Ms./Miss/Dr./Professor (etc.)

What can I close instead of sincerely? ›

Alternatives to "Sincerely" and when to use them
  • All my best.
  • Best or Best wishes.
  • Goodbye.
  • Regards or Warm regards.
  • Respectfully.
  • Looking forward to hearing from you.
  • Speak to you soon.
  • Take care.
Sep 29, 2021

How do you end a strongly worded email? ›

Email Sign-off Types
  1. Regards. It can't get any more professional! ...
  2. Best regards. A safe choice when you want to sound friendly towards someone you don't know well.
  3. Warm regards. Another polite way to end your email. ...
  4. Rgrds. ...
  5. Yours sincerely. ...
  6. Best wishes. ...
  7. Cordially. ...
  8. Respectfully.

What is a sincere salutation? ›

"Sincères salutations." in English

Best regards.

What are the 5 sentence openers? ›

In this lesson you have learned to use several kinds of sentence openers: dependent clause, prepositional phrases, infinitive phrases, -ing word groups, and transitional words.

What is a #1 sentence opener? ›

1. Subject opener: A sentence that starts with a subject or has a. subject near the beginning of the sentence. The tortoise felt confident and challenged the hare to a race.

What is a strong sentence starter? ›

Below is a list of possible sentence starters, transitional and other words that may be useful. This essay discusses … … is explored … … is defined … The definition of … will be given … is briefly outlined … … is explored … The issue focused on …. … is demonstrated ... … is included …

What are 10 good sentences? ›

Good sentence example
  • It felt so good to be home. 1128. ...
  • You have a good family. 738. ...
  • She is such a good seamstress. 681. ...
  • It was a good thing they were going home tomorrow. ...
  • It was all just good clean fun. ...
  • It meant a good deal to him to secure a home like this. ...
  • It would do no good to ask him why. ...
  • He had done one good deed.

What are the 6 types of sentence openers? ›

There are six sentence openers:
  • #1: Subject.
  • #2: Prepositional.
  • #3: -ly Adverb.
  • #4: -ing , (participial phrase opener)
  • #5: clausal , (www. asia. b)
  • #6: VSS (2-5 words) Very Short Sentence.
Mar 26, 2019

What is the first line of introduction? ›

The “hook” is the first sentence of your essay introduction. It should lead the reader into your essay, giving a sense of why it's interesting. To write a good hook, avoid overly broad statements or long, dense sentences. Try to start with something clear, concise and catchy that will spark your reader's curiosity.

How do you say super excited professionally? ›

Here are 5 (but by no means all) alternatives to the word “excited” when announcing something:
  1. Thrilled – why not? ...
  2. Delighted – I'm biased here, but this word makes me happy!
  3. Elated – sounds like you're on Cloud 9 and if your news can match it, we'll have no worries in thinking “good for you”!
Feb 3, 2013

How do you say amazing in an email? ›

extraordinary. fabulous (absolutely, dahling!) fantastic. fascinating.

How do you express appreciation and gratitude in words? ›

When you're feeling a deep appreciation for those who have made a difference in your life, use these phrases to show your gratitude:
  1. I appreciate you!
  2. You are the best.
  3. I appreciate your help so much.
  4. I wanted to thank you for your help.
  5. I value the help you've given me.
  6. I am so thankful for you in my life.
Aug 3, 2022

What is the best greetings for introduction? ›

(It's a) Pleasure meeting you. I'm (pleased, happy, glad) to meet you. (Pleased, Happy, Glad) to meet you, too. (It's) (Nice, Good, Great) meeting you.

What is the most formal greeting in a letter? ›

The most formal salutation is Dear, [title], then the last name. If you're unsure of the person's pronouns, it's a good idea to use Dear [First and last name] or Dear [First name]. When you don't know the recipient's name, you can use Hello or Greetings.

What are the 3 greetings? ›

Good Morning/Good Day/Good Afternoon/Good Evening

These are general polite greetings that can be used in all situations and are used at particular times of the day (like good morning when you greet a colleague or manager as you enter the office in the morning.)

What are the three 3 basic email etiquette? ›

Rules for email etiquette
  • Use a clear, professional subject line. ...
  • Proofread every email you send. ...
  • Write your email before entering the recipient email address. ...
  • Double check you have the correct recipient. ...
  • Ensure you CC all relevant recipients. ...
  • You don't always have to "reply all" ...
  • Reply to your emails.

What is the most polite way of greeting? ›

Formal Ways To Say “Hello”
  1. Good morning/afternoon/evening. These are classic, formal phrases to use when greeting someone, whether it's the first time meeting them or if you've already met them before. ...
  2. Pleased to meet you. ...
  3. It's nice to meet you. ...
  4. It's good to see you. ...
  5. How are you?

What are simple greetings? ›

Formal Greetings
  • Hello!
  • Hi there.
  • Good morning.
  • Good afternoon.
  • Good evening.
  • It's nice to meet you.
  • It's a pleasure to meet you. As you may have assumed, these last two only work when you are meeting someone for the first time. We hope you enjoy putting these new English greetings to use!

What is the golden rule for good email? ›

Your e-mail should be organized, easy to read and grammatically correct. If you are misspelling words in your e-mails, people will notice and it can hurt your reputation and credibility. Also refrain from using unprofessional font styles and use abbreviations, italicizing, bolding and underlining sparingly.

How do you email professionally? ›

7 Useful Tips for Writing a Professional Email
  1. 1 Greet the person you're emailing. ...
  2. 2 Are you thanking the person, or are you responding to a recent message from them? ...
  3. 3 Explain why you're emailing. ...
  4. 4 Remember to keep it short. ...
  5. 5 Wrap up with a closing line. ...
  6. 6 Sign off with an appropriate closing. ...
  7. 7 Take a moment to proofread.
Jun 2, 2022


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