The first line of an email is your first impression—it can be stressful to figure out what to write that sets the tone you want for the rest of the correspondence.
Luckily, there are lots of options for how to get an email started. Here is a list of 55 email greetings organized by various situations you might find yourself in. But first, let’s define what an email greeting is.
What is an Email Greeting?
An email greeting is the opening line of an email. It sets the tone for the rest of the correspondence. Depending on your opener, it can convey professionalism, friendliness, warmth, or a casual style.
When writing a professional contact, it’s typically safest to err on the side of more professional email openers. You’ll rarely have someone get upset because you were “too formal,” however, depending on the situation, you can offend by being overly casual.
Tried and True Greetings for (Almost) Any Occasion
Classics are classic. These email greetings, while not super unique or memorable, are safe options for most occasions.
#1 Hi [name],
This is a to-the-point option for starting an email. Addressing it to the person’s name makes it personal and warm without feeling overly casual.
Pro Tip: Here are some general guidelines for when to use the recipient’s first name, last name, or both!
Use “Hi [first name]” when :
- You know the person well and would address them by their first name in person
- You’re emailing someone you don’t know well, but they introduced themselves using their first name
Opt for “Hi Mr./Ms./Dr./Professor [last name]” when:
- You haven’t yet met the person you’re writing to
- They introduced themselves to you with their last name
Stick with “Hi [first name] [last name]” when:
- You’re not sure if it would be more appropriate to address them by their first or last name
- You’re not sure of the gender of the person you’re writing to
Pay attention to how they sign off in their response, and use that moving forward.
#2 Hello [name],
This is a little more formal than “Hi,” but addressing the recipient by name still keeps a nice amount of warmth.
#3 I hope this email finds you well,
When you start by wishing the recipient well, you’re setting the tone of the conversation as pleasant without requiring them to give you too much personal information. That makes it an excellent option for someone you haven’t written to in a while (and you don’t know how they’re doing).
#4 I hope you’re having a pleasant day,
Like “I hope this email finds you well,” the excellent wish is a little more immediate. It’s a good option for someone you’ve written with more recently.
#5 Good morning/afternoon/evening,
This works well as a friendly, to-the-point way of getting an email started. You can send it to an individual or a larger group of people.
Professional Email Greetings
When writing a professional email greeting, err on being more formal—but that doesn’t mean it has to be “stuffy.” Here are some professional, traditional ways to start an email!
#6 I’m contacting you about…
Lots of professionals appreciate getting straight to the point—it shows that you respect their time and have a concrete reason for reaching out to them.
#7 I’m writing you to…
Like the last one, this lets you jump straight to the message’s main point without fuss.
#8 [Insert name] suggested I reach out to you,
This is a tremendous professional introduction email if you’ve never personally talked to the person you’re contacting. It gives them context for why you’re writing them and who your mutual acquaintance is.
#9 I’d appreciate your input on…
This greeting invites a conversation and shows that you respect their opinion and expertise.
#10 I wanted to touch base with you about…
“Touch base” is a broad term used in many professional settings. This opener helps you dive right into the primary purpose of your correspondence.
Email Greetings to Send Someone You Just Met
Have you ever had a conversation with someone, gotten their business card, but did not know how to start the follow-up email? It can be stressful. You don’t want to assume that they remember you, but you also don’t want to imply that you think they don’t.
Give them a few context cues right off the bat. Things like the name of the event or place you met or the name of the person who introduced you can be beneficial.
#11 Great meeting you at [event/place],
By giving the recipient context for where they know you from, you’ll help jog their memory. You’ll also bring back memories of when you last met—hopefully, you made a good impression!
#12 Following up on our conversation at [event/place],
This would be an excellent opener if you had a great conversation with someone at a networking event that got cut short when one of you needed to leave. Still, you managed to swap business cards or personal contact information. This opener gives a little context for where they know you and lets you dive back into the conversation.
#13 Hello from [your name], I enjoyed talking with you about [topic] at [place you met],
Although this email greeting is admittedly quite long, it gives the person all the context cues they will need to remember you. Try this out if you met them at an event that had a lot of people and you’re not sure that they will remember meeting you.
#14 In light of our recent meeting at [event/place],
This is the most formal option in this section—use it wisely, and it can serve you well! A more standard option like this can be a good option for someone you’re hoping will become a professional mentor.
#15 It was nice meeting you at [event/place],
If you’re looking for an excellent, pleasant way to establish an initial connection, look no further! With this opener, you don’t need to have a long email correspondence, but you can solidify the meeting and ensure they have your contact information for the future.
Email Greetings for Various Stages of the Job Search Process
There’s much more to getting the job you want than a resume. Throughout the job application process, there are many different people you’ll likely end up corresponding with. Sending a professional and warm email can help you make a great first impression or be more memorable.
#16 We haven’t had the privilege of meeting, but I saw we both attended [name of school]!
Often, alumni will help one another out. If you’re applying for a job, it can be a good idea to find out if there are any alumni from your school who already work there. You can often find this information on LinkedIn. Then, reach out to them and ask if they’d be willing to answer some questions about company culture or the job.
#17 Thank you for your time today,
After a phone call with a mutual connection or person from the same alma mater, send a thank-you note! This will help you continue to build a positive relationship from that first conversation.
#18 It was a pleasure talking with you,
This is a great way to start an interview follow-up email. Let the interviewer know that you appreciate their time and reiterate from the interview why you believe you would be a good fit for the position.
#19 I’m grateful to be considered for this position,
When sending a post-interview email, you want to find the right balance between expressing gratitude and confidence. Since this email leans towards appreciation, follow up with aspects of your expertise and experience that you’re confident would benefit the company and make you the right fit for the job.
#20 I enjoyed learning more about the specifics of [position title],
Throughout the process, remember that not only is the company deciding whether they feel you’ll be the right fit for them, but you’re also deciding if they’re the right fit for you professionally.
Sometimes you’ll realize that the position isn’t the right fit for you. If that’s the case, try this email greeting, and then kindly let them know that you won’t be continuing in the interview process.
Starters for Meeting Follow-up Emails
If you’re sending a follow-up email from a meeting, help the email recipient know what to expect from the rest of the correspondence by getting straight to the point. Keep it short and sweet—after all, you know how busy your team members are after a meeting!
#21 Per our phone call,
There are often action points coming out of a meeting. This is a straightforward, to-the-point way of sending any materials or follow-up points from the meeting.
#22 Per our conversation,
Use this when your email follows up on a conversation you already had with the recipient.
#23 Sending the [documents/follow-up email/task list…] as promised,
It’s not uncommon that in a meeting, someone will ask you to send out some information to everyone present. These could be meeting notes, various documents you have, or research you’ve compiled on a topic, just to name a few. By getting straight to the point, you’ll help people remember why your email is relevant to them and why they should keep reading!
#24 Here is the [research/article] I mentioned,
If someone mentioned an article during the meeting, send the attendees a follow-up note with the resource you mentioned.
#25 I’m glad we got to touch base on [topic of meeting],
This is a friendly way to start a post-meeting email. Generally speaking, if you meet with someone regularly, you don’t need to send a note unless there’s some further information you promised you’d send them. However, if you rarely meet someone, you might want to send a pleasant “It was nice talking with you today!” note.
#26 Just sending a recap of what we talked about today,
It’s a good idea to have significant discussion points in writing. Towards the end of a meeting, let the other person know that you’ll send an email with the main issues you discussed and any decisions you came to. Despite being less formal than meeting minutes, it’s a good idea to have a “paper trail” of any important decisions you and the person you met with came to.
Group Email Greetings
Sending a group email can be tricky. If it’s going to more than two or three people, you probably won’t want to list each recipient’s name. Instead, opt for something more general.
Here are some ideas for when you’re feeling stuck on how to start writing a large group email.
This can be a good option for a group email where you’re trying to balance professional and pleasant. It’s relatively formal, short enough to be respectful of everyone’s time, and a friendly way to get started.
#28 Hello all,
“All” can be an excellent alternative to listing everyone’s name. It acknowledges that it’s a group email while staying short and sweet.
#29 Hi team,
This is a more casual option than “Hello all.” Use this with groups you talk with regularly, like a team you work closely with.
#30 I saw this [blog post/article/research] and thought you might find it interesting,
Try sending this email greeting when you find an article relevant to your entire team. It gets straight to the point, which will hopefully encourage people to give the piece a read.
#31 I’m glad to announce…
They say, “teamwork makes the dream work.” Use this email to let your whole team know of goals you’ve reached or positive customer feedback you want to encourage your team with.
Formal Responses to Emails
Let’s say you’re on the receiving end of an email. How do you respond? Here are a few pleasant, formal options for responding to an email from a professional connection.
#32 Great to hear from you,
This is an excellent option if it’s been a while since you’ve talked with the person who emailed you. They may have been nervous to reach out, so you can put their nerves at ease from the very first sentence by letting them know you’re happy to hear from them.
#33 Thank you for following up,
Use this if someone has taken the time to send you an email after a meeting.
#34 Thank you for the email,
Opt for this option if you met someone at an event or through a mutual friend, and they’ve emailed you first.
#35 I’m glad you reached out,
This is a pleasant and warm way to let someone know you’re glad they took the time to contact you.
#36 I apologize for the delay,
Ideally, you should respond to emails within one or two business days, but sometimes for one reason or another, an email response gets delayed. By giving a quick apology, you can help disperse any frustration the other person may feel about waiting for your reply.
If you want, you can follow this up by giving a reason for the delay. For example, “I just got back from vacation,” or “I had to connect with someone else before I could respond to you.”
#37 Thank you for your quick response,
It’s nice to hear back from someone quickly! Express your gratitude by thanking them.
Email Greetings to Send a Potential Client
When first emailing a potential new client, you want to make a good first impression (and write an email that doesn’t look spam). Keep it professional and warm while letting them know who you are, how you can help them, or where you met. Here are a few email greetings you can use that will help you do all of those things!
#38 Hi from [your name] at [your company name],
If you met a potential client, this could be an excellent way to help them place you right from the introduction. This will help give them a framework for who you are and where they know you from.
#39 In response to your inquiry,
If a potential client has reached out with a question, you can start the response email by letting them know that you’re getting back to them with an answer to their question.
#40 [Mutual friend’s name] suggested I reach out to you,
Referencing a mutual acquaintance can increase your credibility.
#41 Let me introduce myself,
While this isn’t the best email opener, it works as a cold email introduction to someone you’re hoping to work with. Use this if you don’t have a mutual connection you can reference. It’s straight to a point and a relaxed way of starting an introduction email.
#42 Following up on my previous email,
You may need to send a follow-up email when cold pitching to a prospective client. Since they don’t already know you, a follow-up email can help assure them that your email was meant for them and keep you on their radar.
Casual Email Greetings for Your Work Bestie
Depending on your industry, you might get away with less-than-formal openers when emailing coworkers. When emailing a boss or a new client, opt for more formal options. However, formality can sometimes feel out of place when writing to a colleague you work closely with. If you’re looking for a friendly greeting for a coworker you work with closely, consider using one of these!
#43 Hi there!
This is a less formal alternative to “Hi [their name].” It works well when sent to a teammate and followed by, “I just had a quick question about XYZ” or, “Just wanted to check in about XYZ.” It conveys friendliness and warmth while also diving right into business.
This is VERY informal, so only use it if you have established rapport with the coworker you’re sending this email to. But if you have a coworker you email on a multiple-times-per-day basis, this old western classic might bring a smile to their face.
Bonus: If you are in Hawaii or are feeling adventurous, you can also try Aloha!
#45 Hey, hey,
Another casual one to use when emailing your work friends. Avoid sending this to your boss or someone you don’t have an established relationship with.
#46 Me again!
This works best for the second or third email of the day to the same person. Even then, only use it if you know the person receiving the email is okay with super casual greetings.
#47 How are you?
In this instance, you may or may not get an answer to the question, but don’t worry about that. “How are you” is a pleasant and casual way to start an email to someone you have an established relationship.
#48 Quick question for you,
This can help you, and your coworker both stay in work mode. Use this when you need their help on a project, but don’t anticipate it taking long. For example, maybe you need the email of someone they know or are wondering if they can help you use a particular feature on company software.
#49 It’s almost Friday!
It’s good to celebrate the small joys of the week.
Email Greetings to Steer Clear Of (And What to Write Instead!)
Steer clear of options that are on the end of overly formal or overly casual. Here are a few examples that aren’t usually the best option, with a few ideas of what to use instead. If you can make “Hey girl” or “To whom it may concern” work for you, go for it!
#50 Hey girl!
Feel free to send this to your best friend, but in pretty much every other context, steer clear of this. It has such a casual option that it fits better in a text message than an email greeting. Instead, try “Hi there!” for a casual work friend or “Hi [recipient’s name]” for a slightly more personal feel.
#51 To whom it may concern,
This is way too formal. While it’s good to be respectful, stick with an option that feels a little less like you took it from the pages of a Victorian-era novel. Try swapping this one out for “I thought this article might be of interest” or “Hello everyone,” depending on where the email is going.
#52 Hola! [or “hello” in a language different than the body of the text]
If you can follow “Hola” by (truthfully) saying, “writing to you from Mexico City,” or “Bonjour from Paris,” then you can maybe get away with it. For the most part, steer clear of greeting the recipient in a different language from the body of the email. It can feel culturally insensitive.
If you want to let someone know you’re traveling, try “Greetings from [insert country name]” or “Writing to you from [country name].”
#53 What’s good?
Does anyone know how to answer this? Not only is it a bit awkward, but it’s also more fitting as a text message than in an email. Instead of “What’s good?” try, “I hope this email finds you well,” or, “How are you?”
This email greeting falls more on the side of stuffy rather than formal. Instead of this, try “Greetings,” it can be used in similar formal group email situations but has more warmth.
#55 I’d like to pick your brain about…
As a general rule, steer clear of “picking brains.” Instead, try something like, “I had a few questions I believe are within your scope of expertise.” This sounds more formal in a good way and also helps the recipient know why you reached out to them specifically with your questions. If they don’t have the answers, it will be easy for them to redirect you to the appropriate person.
Thrive in Your Virtual Workplace
Sure, email greetings can be great. But having a reliable, effective team can feel even better. Here’s exactly what you need to take your team to the next level.
How To Thrive In A Virtual Workplace
Do you know how to work from home effectively? Do you know the science of bonding in a virtual environment?
I’ll show you what you need to do to be productive, effective, and more valuable than ever while working remotely.
Key Takeaway: Set the Tone With an Intentional Email Greeting
Remember that the first few lines of your email help set the tone of the entire correspondence. Here are a few rule-of-thumb tips to keep in mind when you’re sending emails:
- It’s generally better to err on the side of being more formal, especially when emailing a boss, hiring manager, professor, mentor, or someone else you want to communicate respect to.
- If you don’t have a firmly established relationship, help the recipient of your email remember who you are—mention what you talked about, where you met, or who you both know.
- For colleagues you work closely with, you can usually ease up on the formality and go for some more friendly email greetings.
- If in doubt, “Hi/Hello [name]” is almost always a safe option—it’s neither super formal nor overly casual.
If you need more help writing professional emails, look no further! Check out these 18 Professional Email Tips to Craft Your Next Email.