Professional Email Greetings and Opening Lines

Often, the hardest part is starting—especially if what you’re starting is an email to your boss. This paralysis by analysis happens because you want to ensure the message is written perfectly and professionally.

We’re here to help you get the ball rolling with a quick, easy-to-follow guide and also show you a paraphrasing tool that will ensure your emails are flawless!

Ready? Let’s begin!

Professional Email Greetings

The first thing you want to do when starting a professional email is to choose a greeting (also known as a salutation). A greeting is a polite and courteous opening phrase used to start an email. These salutations can vary depending on the intended recipient and the tone of the message. But when it comes to writing professional emails, there are only a few that you should use.

To ensure your professional email is error-free, try our Grammar Check tool.
Don’t panic—we’ll teach you how to start a professional email.

1. Dear [name],

You can’t go wrong with this classic.

The name that follows depends on the relationship between you and the recipient. If you’re writing to your boss, someone in a higher position, or someone you don’t know very well, you should use Mr., Mrs., Ms., and their last name. If you’re writing to someone you have worked closely with, it’s (usually) acceptable to use their first name.

Additionally, if you’re unsure about the recipient, it’s also okay to address the email to a department. However, you should try your best to find the name of the person receiving the message.

2. Good morning/ afternoon/ evening,

Using Good morning, afternoon, or evening is another timeless and foolproof salutation. It’s polite, respectful, and suitable for both formal and casual emails. You can use this salutation on its own or follow it with the recipient’s name.

3. Hello [name],

Hello is also an acceptable salutation for formal and informal emails. You can use it when writing to anyone, from the CEO of a company to a coworker. Just make sure you’re using the appropriate name (and that you spell it correctly).

4. Hi team,

Use this greeting if you’re writing to a group of people, particularly one you’re working closely with. It’s acceptable to use, even if your boss or supervisor is one of the people you’re CC’ing.

5. Greetings,

Be careful with this salutation: it’s fine to use it to write to a group of people or someone whose name you’re unsure of. But if you use it with someone you’ve met and worked with, it may come off as a bit cold and distant.

To explore other more ways to start a professional email, try our Paraphrase Tool.

How To Start Writing the Body Paragraph

Once you’ve chosen a greeting, it’s time to start writing the body paragraph. Many people decide to open with a polite remark.

While some find these courteous, others prefer to jump straight to the point of the email. If you’re unsure what to do, we’d say you can’t go wrong with a polite opening line. Eventually, you’ll understand the culture of the company you work for and can adjust your emails accordingly.

If you’re looking for something more specific, take a look at the following opening lines.

Introducing Yourself

Referring to Previous Communication

Informing or Providing Updates

Meeting Proposal

Expressing Gratitude

Professional Email Example

You see? Starting a professional email can be easy if you follow these steps:

1. Pick an appropriate greeting.
2. Decide whether you want to use a generic opening line or jump straight to the point.
3. Select a line that best fits the point of the email.

If you follow these steps, your email should look something like this: