Inboxes are overflowing with incoming and outgoing emails throughout the day. According to Campaign Monitor, an email marketing platform, the average person sends and receives 121 business and consumer emails per day. however, not all of those messages are read, or read cover to cover.
To grab your recipient’s attention, you’ll need to craft a purposeful greeting and opening sentence. Here’s more on how to start an email professionally and effectively.
why compelling email introductions are important
A good email introduction encourages your reader to continue scanning the body of your message. the best emails have an engaging greeting and an opening sentence that ensures the recipient’s interest and buy-in. Ideally, a captivating introduction ultimately drives readers to action.
A well thought out email opening sentence is helpful when recipients are asked to:
- click a link
- answer a question
- take part in a survey
- provide additional clarity
- review a document or other information
- provide business-related support
- rsvp
A compelling opening sets the tone of the message. it can also entice recipients to spend more time with the message and help your email avoid the dreaded “trash can.”
6 solid ways to start an email
Below is a list of email greetings and opening sentences that keep recipients and your time in mind.
appropriate greetings
1 dear [name]
This email greeting is an appropriate greeting for formal email correspondence. It’s typically used in cover letters, official business letters, and other communications when you want to convey respect for the recipient.
although honorifics like “mr.” and “ma’am”. once accepted, they run the risk of confusing the genre or wrongly assuming the marital status of the reader. use “dear sam” or “dear sam barney” instead.
2 hello or hello
When it comes to email greetings, an informal “hello” followed by a comma is perfectly acceptable in most work-related messages. If you prefer a slightly more formal tone, consider the “hello” greeting.
Although it is considered an informal greeting, it also conveys a direct and friendly tone.
3 hello everyone, hello team or hello [department name] team
When writing an email message to two or more people, you have a few options. “hello everyone”, “hello team” or “hello [department name] team” are informal but professional ways to greet a group of people.
They also avoid gender-specific addresses for a group, such as “hello guys,” “hello ladies,” or “gentlemen,” which might not accurately describe the recipients.
engaging email opening phrases
4 I hope your week is going well or I hope you had a good weekend
These are effective email opening sentences because they first acknowledge your reader and help establish rapport with a colleague you already know or with whom you want to develop a friendly working relationship.
5 I am communicating about . . .
Beginning an email with “I am communicating about . . . ” is polite and direct and clarifies the purpose of the email. With hundreds of email correspondences transmitted in a single business day, this approach shows you are being mindful of the recipient’s time by going straight to the point.
Stating your intent also avoids misunderstandings or confusion about what you need from the reader.
6 thanks for . . .
Expressing gratitude is another way to put the reader first. If the email you’re writing is in response to an email or action from the recipient, recognize that it’s based on workplace camaraderie at first.
6 not ways to start an email
The greetings and opening sentences below are stiff in tone and in some cases suggest a careless approach. if your goal is to appear genuine and thoughtful, then these phrases are best avoided.
greetings to avoid
1 to whom it may concern
Although “to whom it may concern” sounds like a professional greeting, it is impersonal and overused. suggests that you didn’t care to confirm who your recipient is or if your message refers to them.
This also applies to the email salutation, “dear sir or madam”. in this case, the gender binary salutation is dated and could be considered non-inclusive.
2 hello [misspelled name]
When using the recipient’s name in an email greeting, confirm that you have used the correct spelling. Typos happen, but misspelling a person’s name sends a red flag that you didn’t write your message with care or attention to detail.
3 dear [enter name here]
Misspelling a recipient’s name in an email greeting should be avoided, as is another greeting faux pas: forgetting to enter their name in a pre-written template altogether.
Using an email template without any customization hoping to captivate your reader is probably not going to be effective. If you must use a templated message for efficiency, always double-check that you have changed any placeholders in the greeting with the recipient’s name spelled correctly.
opening sentences to avoid
4 can you do me a favor?
when you don’t know the recipient and you’re emailing them for the first time, an opening sentence like “can you do me a favor?” it can feel abrupt and has an egotistical tone.
Instead, consider an email opening sentence that concisely explains the problem you hope to solve with your help, such as “I am contacting . . . ”
5 I know you’re busy, but . . .
This email introduction, at best, assumes that the reader’s time is valuable. at worst, it suggests that you are aware of that fact, but deserve their attention nonetheless.
Regardless of your relationship to the reader, avoid this introductory sentence and instead briefly explain why you’re sending them a message.
6 let me introduce myself
This email opener is typically used when sending an email to a recipient for the first time. Starting an email with “let me introduce myself” is like narrating your own introduction. would you say this out loud to someone? It sounds declarative, but ultimately it’s a waste of time. instead, get to the point.
additional tips for a compelling email introduction
- know your audience. the email greeting and the opening sentence of your message should reflect the relationship you have with the audience. Consider whether you’re writing for a client, a senior leader, a professional acquaintance, or a close colleague.
- Clarify your purpose. When the purpose of your email is unclear, it can leave the reader confused or frustrated. To avoid overlooking this critical factor, try to incorporate the purpose of your email into your opening sentence.
- Use an online tool. Find the right tone for your audience and the action they ultimately want them to take can be challenging. grammarly’s shade detector can help you spot areas that are not achieving the desired shade.