Email Writing Guide

How to Start an Email (Greetings That Sound Natural)

Choose a greeting and opening line that suit the reader and situation.

The essential idea

The opening sets the relationship and tone. A natural start has two parts: a greeting and, when needed, one short opening line.

The right choice depends on how well you know the reader, the formality of the situation, and workplace culture. Warm and professional is usually safer than either cold formality or forced friendliness.

What makes it effective?

Match the relationship

A first contact usually needs more formality than a message to a close colleague.

Use the right name

Copy the spelling and preferred form of the name from the person’s signature.

Keep warmth brief

One genuine opening sentence is enough before the purpose.

Move to the point

Do not bury the reason for writing beneath social phrases.

A step-by-step method

    1

    Choose the formality

    Use ‘Dear + title and surname’ for a formal first contact. ‘Hello + first name’ or ‘Hi + first name’ works in many workplaces.

    2

    Address groups naturally

    Use ‘Hi everyone’, ‘Hello team’, or ‘Dear Hiring Committee’ when appropriate.

    3

    Add a useful opening

    Refer to a meeting, introduce yourself, or offer one sincere courtesy.

    4

    State the reason

    Move directly to the purpose: ‘I’m writing to share the revised project schedule.’

Worked email example

Situation: A first email to someone met briefly at an industry event.

Subject: Resources from Thursday’s accessibility workshop

Dear Ms Chen,

It was a pleasure meeting you at Thursday’s accessibility workshop.

As promised, I’ve attached the checklist our team uses when reviewing new web pages. I hope it is useful for your upcoming project.

Please feel free to contact me if you have any questions.

Kind regards,

Lucas Green

Why this email works

  • The greeting respects a new relationship.
  • The opening is specific, not automatic.
  • The purpose follows quickly.
  • The offer of help is appropriate.

Useful phrases

Formal

  • Dear Dr Singh,
  • Dear Ms Brown,
  • Dear Hiring Manager,

Neutral

  • Hello Alex,
  • Hi Sam,
  • Hello everyone,

Opening line

  • Thank you for your email.
  • It was good to speak with you yesterday.
  • My name is …, and I’m contacting you about …

Common mistakes to avoid

Improve this wording

Avoid: Dear Sir/Madam when a name is available

Use: Dear Ms Okafor

Using the person’s name is attentive and natural.

Improve this wording

Avoid: Hey! in a formal first contact

Use: Hello Jordan,

A neutral greeting avoids overfamiliarity.

Improve this wording

Avoid: Several ‘hope you are well’ sentences

Use: One brief courtesy

Move to the purpose promptly.

Before you send

  • The subject line describes the topic or action.
  • The purpose is clear in the opening lines.
  • The tone suits the reader and situation.
  • Names, dates, links, and attachments are correct.
  • The reader’s name and title are correct.
  • The opening sounds genuine and brief.

Continue building your practical email skills.

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