How to Start an Email: Greetings and Opening Lines
Start an email with a greeting that matches your relationship with the reader, then use the first sentence to say why you are writing. "Hi Sam," followed by "I'm writing to confirm Thursday's delivery time" beats any amount of warm-up. The greeting sets the tone and the first line earns the next ten seconds of attention.
Below you will find which greeting to use when, opening lines for common situations, and a few habits worth dropping.
Choosing the greeting
Formal greetings
Use these for job applications, first contact with senior people, legal or official correspondence, and cultures or industries that expect formality.
- Dear Ms. Patel, the safest formal choice when you know the name.
- Dear Dr. Okoye, use titles like Dr. or Professor when they apply.
- Dear Hiring Manager, when you cannot find a name after a genuine search.
- Dear Admissions Team, or another team name for a department.
Avoid assuming someone's gender from a name. If you are unsure, use the full name: "Dear Jordan Ellis."
"To Whom It May Concern" still appears, but it reads as distant. A role or team name is almost always better.
Neutral, professional greetings
Most day-to-day work email sits here.
- Hi Sam,
- Hello Sam,
- Good morning, Sam, (only if you are confident when it will be read)
"Hi" has become standard in many workplaces, even with people you have not met. If the other person writes "Dear," mirror their formality in your reply until they relax it.
Casual greetings
For colleagues you know well and friends:
- Hey Sam,
- Sam, (just the name; fine in quick internal threads but can sound curt to someone you do not know)
- Morning!
Group greetings
- Hi all,
- Hello team,
- Hi everyone,
These are inclusive and simple. Avoid greetings that assume everyone shares a gender.
Punctuation
In most business email, put a comma after the greeting ("Hi Sam,") and start the next line with a capital letter. In very formal US letters a colon is sometimes used ("Dear Ms. Patel:"). Strictly, "Hi, Sam," has a comma before the name because you are addressing Sam, but "Hi Sam," is so widely used in email that few readers will notice.
Writing the first line
The first sentence should answer the reader's unspoken question: why is this in my inbox? Lead with the purpose, then give context.
Opening lines by situation
Making a request
I'm writing to ask whether you could review the attached budget before Friday's meeting.
Following up
I'm following up on my email from 4 June about the venue booking, as we need to confirm numbers by the 15th.
Replying
Thanks for sending the revised schedule. The new dates work for our team, with one question about week three.
Introducing yourself
My name is Daniel Reyes, and I manage the community garden project on Mill Lane. Our mutual contact, Aisha Rahman, suggested I get in touch.
Cold outreach
I noticed your shop stocks handmade ceramics but no outdoor planters, which is exactly what our studio makes.
Sharing news
Good news: the planning application was approved this morning.
Delivering bad news
I'm sorry to let you know that we won't be able to deliver the order by the 20th as planned.
Applying for a job
I'm applying for the Junior Data Analyst role advertised on your careers page, and I've attached my CV and a short portfolio.
Thanking someone
Thank you for taking the time to walk me through the onboarding process yesterday. It made my first week much easier.
Openers to retire
Some openings take up space without telling the reader anything:
- "I hope this email finds you well." Harmless, and fine occasionally, especially in cultures where it is expected. But if every email starts this way, it becomes filler. If you want warmth, make it specific: "I hope the move to the new office went smoothly."
- "My name is X and I am writing to..." in an email where your name is already in the sender line and signature. Use it only when the introduction adds context.
- "Sorry to bother you." Apologising for emailing undermines your request. "Thanks for considering this" works better at the end.
- "Per my last email." Widely read as passive-aggressive. Try "To recap what I mentioned on Tuesday."
- "Just checking in." Vague. Say what you are checking on and what you need.
Match the subject line to the opening
The subject line and the first sentence work together. If the subject says "Invoice 2214: payment date question," the first line can go straight to the question. A clear email subject line means your opener does not have to repeat it.
Examples of full openings
Formal
Dear Professor Lindqvist,
I'm a second-year history student in your Tuesday seminar, and I'm writing to ask whether I could discuss my essay topic with you during office hours this week.
Professional
Hi Marta,
Quick question about the Henley account: do you know if they've signed the renewal yet? I need to update the forecast by tomorrow.
Casual
Hey Jonah,
Are you still up for the Saturday hike? The forecast looks good, so I'm thinking we start at 8.
If you are stuck on a tricky email, an AI email writer can draft a few versions to react to. Edit the result so it sounds like you and contains only details you know are true.
FAQ
What is the most professional way to start an email?
"Dear [Title] [Last name]," is the most formal choice and suits first contact, applications and official correspondence. For everyday work emails, "Hi [First name]," is professional and widely accepted.
Is "Hi" too casual for a work email?
In most workplaces, no. "Hi" is the standard neutral greeting. For very formal situations, a first message to a senior stranger or more traditional industries and cultures, use "Dear" until the other person signals a more relaxed tone.
How do I start an email when I don't know the person's name?
Spend a minute looking for a name on the company's website or LinkedIn. If you cannot find one, address the role or team: "Dear Hiring Manager," or "Hello Customer Support Team," rather than "To Whom It May Concern."
Should I always start with "I hope you are well"?
No. It is polite but often reads as filler. Use it when the relationship or culture calls for it, or replace it with something specific. In most cases, starting with your purpose is more respectful of the reader's time.