How to Start an Email: Greetings and Opening Lines That Work
How to start an email the right way: which greeting to use, what to write in the first line, and examples for formal, work, and friendly emails.
2 min read
Quick answer
Start an email with a greeting that fits the relationship (“Dear Dr. Lee,” for formal emails, “Hi Sam,” for most work emails), then use the first sentence to say who you are or why you’re writing. Skip filler and get to the point within the first two lines.
The first two lines of an email decide whether someone reads the rest carefully or skims it. A good start has two parts: the greeting and the opening line.
Step 1: Choose the right greeting
| Greeting | When to use it |
|---|---|
| Dear [Name], | Formal emails, first contact, job applications |
| Hello [Name], | Polite and neutral, works almost anywhere |
| Hi [Name], | Most everyday work emails |
| Hi everyone, / Hi team, | Group emails |
| Good morning [Name], | Friendly, but only if it will be read that morning |
| Dear Hiring Manager, | When you don’t know the recipient’s name |
Step 2: Write a useful first line
Your first sentence should do one of these:
- Introduce yourself: “My name is Jordan, and I manage events at Northwind.”
- Give context: “Thanks for your call yesterday.”
- State your purpose: “I’m writing to ask about the open designer role.”
- Mention a connection: “Alex Kim suggested I get in touch.”
Polite openers like “I hope this email finds you well” are fine in formal emails, but they don’t replace a clear purpose.
Examples
Mistakes to avoid
- Misspelling the name: double-check it against their signature.
- “Dear Sir or Madam” when you could find a name with a quick search.
- Long warm-ups before you say why you’re writing.
- “Hey” in a first email to someone you don’t know.
Frequently asked questions
What is the best way to start a professional email?
“Hi [Name],” followed by a clear first sentence about why you’re writing is right for most professional emails. Use “Dear [Name],” for formal or first-contact emails.
Should I use “Dear” in an email?
“Dear” is still correct for formal emails, such as job applications, letters to professors, or official requests. For everyday work email, “Hi” or “Hello” is more common.
How do you start an email when you don’t know the name?
Try to find the name first. LinkedIn or the company website often has it. If you can’t, use a role (“Dear Hiring Manager,”) or a team (“Hello Support Team,”) rather than “To whom it may concern.”