Key takeaways
The start of an email has two jobs: a greeting that suits the relationship, and a first line that says why you are writing.
Use "Dear Ms. Lopez" for formal, "Hello Maria" for most work email, and "Hi Maria" for casual. When you do not know a name, find it first, and if you cannot, use "Hello" or "Hello [team name] team."
Get to the point in the first line. The reader should know the purpose of your email within five seconds.
A professional email has six parts: subject line, greeting, opening, the ask, the close, and the sign off.
The first two lines of an email decide whether it gets read carefully, skimmed, or ignored.
Many people freeze at the greeting. "Dear" or "Hi"? What if you do not know the name? What if you do not know whether the person is a Dr., a Ms., or a Mr.? This guide gives you a simple decision tree, strong first lines, the full structure of a professional email, and examples for five emails you are likely to write.
Choose the Greeting: A Decision Tree
Start with one question: how well do you know the person, and how formal is the setting?
| Situation | Greeting | Example |
|---|---|---|
| Formal, you know the name and title | Dear + title + last name | Dear Dr. Okafor, |
| Formal, you know the name only | Dear + full name, or Dear + title + last name if you are sure | Dear Jordan Lee, |
| Professional, you know the name | Hello + first name | Hello Maria, |
| Casual or you know them well | Hi + first name | Hi Maria, |
| Very casual, a close colleague | Hey + first name, or just the name | Hey Sam, |
| Unknown name | Find the name first. If you cannot: Hello, or Hello [team] team | Hello Customer Support team, |
| A group | Hello everyone, Hi all, or Hello team | Hello everyone, |
| Multiple people | List the names | Hi Maria and Sam, |
| A title you are unsure of | Use their full name, or the most neutral form | Dear Alex Morgan, |
When you do not know the name
Try to find it before you write. Check the company website, LinkedIn, or the email thread, or call and ask the front desk. A named greeting makes a big difference. If you cannot find a name, use "Hello," or "Hello [team name] team," or a role such as "Dear Hiring Manager." Avoid "To whom it may concern," which sounds cold and dated, and avoid "Dear Sir or Madam," because it assumes the reader's gender.
When you do not know the title or how to address them
Use their full name ("Dear Alex Morgan") and avoid guessing at Mr., Ms., Mrs., or Miss. If you know someone has a doctorate, "Dr." is the safe choice in formal settings. If the person has signed with a first name only, follow their lead and use it.
Capitalization and punctuation
Put a comma after the greeting ("Hello Maria,"). A colon is acceptable in very formal business letters. Always check the spelling of the name.
Email Greetings by Tone
Formal
- Dear Mr. Patel,
- Dear Professor Nguyen,
- Dear Ms. Alvarez,
- Dear Hiring Manager,
Professional but friendly
- Hello Maria,
- Good morning, Maria,
- Hello Maria and Sam,
Casual
- Hi Maria,
- Hi team,
- Hi all,
Very casual
- Hey Sam,
- Morning, Sam,
For a deep dive on endings, see our guide to email sign offs.
How to Write a Strong First Line
After the greeting comes the line that matters most. A good first line does one of three things.
- States your purpose. "I am writing to ask about the open marketing role."
- Connects to something shared. "It was good to meet you at the conference on Tuesday."
- Responds to them. "Thank you for your quick reply."
Here are more openers, sorted by situation.
- Introducing yourself: "My name is [Name], and I am a [role] at [Company]. I am writing because..."
- Following a conversation: "Thank you for your time on the phone today. As discussed, ..."
- Following up: "I wanted to follow up on my email from [day]."
- Requesting something: "I am writing to ask whether you could..."
- Replying late: "Apologies for the delay in replying."
- Sharing news: "I wanted to let you know that..."
- Sending a document: "Please find attached the [document] we discussed."
You will notice none of these are "I hope this email finds you well." If you want alternatives and a straight answer on whether it is outdated, read our guide to alternatives to "I hope this email finds you well".
The Anatomy of a Professional Email
Every good email has the same six parts.
- Subject line. Specific and short. "Question about Thursday's meeting" beats "Hello."
- Greeting. Chosen with the table above.
- Opening. One or two sentences that say why you are writing.
- The body or the ask. What you need or what you are sharing, with any details. Use short paragraphs, and use a list if there are several items or questions.
- The close. What happens next, and thanks if it is warranted.
- The sign off and signature. "Best regards," plus your name and contact details.
A good test: if the reader sees only the subject and the first two lines, do they know what you want? If not, rewrite.
For the subject line, try the free email subject line generator. For a full draft, the email generator can write one from a few details, and our email writing page shows how to use it well.
Five Examples of Common Emails
1. Asking for information
Subject: Question about the project timeline
Hello Maria,
I am writing to ask whether the delivery date for the project has changed. I need to plan next month's schedule and want to be sure I have the right information.
Could you confirm by Friday?
Thank you,
Sam
2. Introducing yourself
Subject: Introduction: Sam Rivera, [Company]
Dear Ms. Alvarez,
My name is Sam Rivera, and I lead marketing at Brightloop. I am writing because I read your article on community events, and I would like to ask a short question about it.
Would you be open to a ten minute call next week?
Best regards,
Sam Rivera
3. Following up after a meeting
Subject: Thank you and next steps
Hi Maria,
Thank you for meeting with me today. As discussed, I will send the draft proposal by Wednesday, and we will review it on Friday.
Please let me know if anything changes.
Best,
Sam
4. Asking your manager for time off
Subject: Time off request: 10 to 14 June
Hello Jordan,
I would like to request time off from 10 to 14 June. I will finish the quarterly report before I leave, and Maria has agreed to cover my urgent tasks.
Please let me know if this works.
Thanks,
Sam
5. Writing to a professor
Subject: Question about the essay deadline, ENGL 201
Dear Professor Nguyen,
I am a student in your Tuesday ENGL 201 section. I am writing to ask whether the essay deadline could be extended by two days because of [reason].
I understand if that is not possible, and I appreciate your time.
Sincerely,
Sam Rivera
These are illustrative examples with invented names and details.
Mistakes to Avoid at the Start of an Email
- Getting the name wrong. Check spelling and any pronunciation or title you use.
- Starting with "To whom it may concern" when you could find a name.
- Being too casual too soon. Start slightly more formal than you think you need, and let the other person set the tone.
- Burying the point under long introductions.
- Using a different greeting each time in one thread. Follow the other person's lead.
- Forgetting the greeting altogether in a first message. In a fast thread, dropping it is fine, but not in an introduction.
What This Guide Cannot Do
Norms for greetings vary by country, industry, and company. A warm "Hey" is normal in some startups and unacceptable in a law firm, and some cultures expect more formality than others. When unsure, go a little more formal, and watch how the other person writes to you.
