How to Start an Email

Many recipients decide whether to keep reading an email within the first few seconds. Your greeting and opening line are your chance to capture attention and establish the right relationship dynamic.

A good email opening accomplishes several things at once:

• Establishes rapport by acknowledging the recipient appropriately
• Sets expectations for the tone and formality of your message
• Demonstrates professionalism through correct form and spelling
• Creates context so the reader knows why you are writing

Getting your opening wrong can have real consequences. Using "Hey" to address a senior executive might mark you as unprofessional. Starting with "To Whom It May Concern" when the recipient's name is easily available suggests you did not do your homework. Misspelling someone's name is one of the fastest ways to lose credibility.

Every email opening has two components that work together:

1. The Greeting (Salutation)

This is your first line, where you address the recipient by name. The format you choose signals how formal or casual the email will be. Common patterns include:

• Dear [Name], for formal situations
• Hi [Name], for professional but friendly emails
• Hello [Name], as a neutral middle ground

2. The Opening Line

This is your first sentence after the greeting. It either provides context, acknowledges a previous interaction, or gets straight to the point. Strong opening lines include:

• "I hope this email finds you well."
• "Thank you for your quick response."
• "Following up on our conversation last week..."
• "I am reaching out regarding..."

The greeting you choose should match your relationship with the recipient and the context of your email. Here is how to think about it:

Use Formal Greetings When:

• You are writing to someone for the first time
• The recipient holds a senior position
• You are in a traditional industry (law, finance, government)
• You are applying for a job or writing a cover letter
• You are writing to a customer or client you do not know well

Use Professional Greetings When:

• You have an established working relationship
• The recipient has signed previous emails with their first name
• Your company culture is relatively casual
• You are writing to peers or colleagues in other departments

Use Friendly Greetings When:

• You work closely with the person on a regular basis
• Your workplace culture is informal
• You are at a startup or creative agency
• The recipient has used casual language with you before

Even experienced professionals make these errors. Being aware of them will help you avoid common pitfalls:

1. Misspelling the Recipient's Name

This is perhaps the most damaging mistake you can make. Always double-check the spelling, especially for names with multiple common spellings (Sarah vs. Sara, Jon vs. John, Kaitlyn vs. Caitlin). If you are unsure, check their email signature or LinkedIn profile.

2. Using "To Whom It May Concern" Unnecessarily

This greeting feels impersonal and outdated. With LinkedIn and company websites, you can almost always find the right person's name. If you truly cannot find a name, try "Dear Hiring Team" or "Dear [Department] Team" as alternatives.

3. Being Too Casual Too Soon

Starting with "Hey" or "Yo" to someone you have never met is risky. It is always safer to start slightly more formal and let the recipient set the tone for future exchanges.

4. Using Outdated Formalities

Phrases like "Dear Sir or Madam" or "To Whom It May Concern" can make you seem out of touch. Similarly, overly formal language like "I hope this letter finds you in good health and spirits" is unnecessarily stiff for most modern business contexts.

5. Starting with "I"

While not always wrong, repeatedly starting sentences with "I" can make your email feel self-centered. Try to vary your sentence structure, especially in your opening line.

6. Generic Opening Lines

"Hope you're doing well" is fine, but it does not add much. When possible, reference something specific: "Hope you had a great time at the conference last week" shows you pay attention and care about the relationship.

When You Are Following Up

• "Following up on our conversation from [date]..."
• "I wanted to circle back on the proposal I sent last week."
• "Checking in to see if you had a chance to review..."

When You Are Making a Request

• "I am writing to ask for your help with..."
• "Would you have time to..."
• "I am hoping you might be able to..."

When You Are Introducing Yourself

• "My name is [Name], and I am the new [Title] at [Company]."
• "I am reaching out because [mutual connection] suggested I contact you."
• "We met briefly at [event], and I wanted to follow up on..."

When You Have Good News

• "I am excited to share that..."
• "Great news! We have..."
• "I am pleased to let you know that..."

When You Have Bad News

• "Thank you for your patience as we worked through this issue."
• "I wanted to update you on a change to..."
• "After careful consideration, we have decided..."

When You Are Cold Emailing

• "I came across your work on [topic] and was impressed by..."
• "[Mutual connection] mentioned you might be the right person to talk to about..."
• "I noticed that [Company] recently [achievement], and I thought..."

Different industries have different expectations. Here is what works best in each:

Legal and Finance

Stick to formal greetings. "Dear Mr./Ms. [Last Name]" is standard. Avoid first names unless you have an established relationship. Opening lines should be direct and reference the specific matter at hand.

Technology and Startups

More casual is generally acceptable. "Hi [First Name]" works well. Getting straight to the point is valued over formal pleasantries. Emojis are sometimes acceptable in internal communications.

Creative Industries

The most flexibility here. Personality is often welcomed, and overly formal emails can actually work against you by making you seem stiff or out of touch with the culture.

Healthcare and Education

Use professional titles (Dr., Professor) when applicable. Err on the side of formality, especially when writing to patients, students, or their families.

Government and Nonprofit

Traditional formality is expected. Use proper titles and last names until invited to do otherwise. Be respectful of hierarchies and protocol.