The best ways to start your email professionally (2023)

Whether you’re emailing a colleague or a client, knowing how to start an email professionally is a critical skill. Unprofessional emails stick out like a sore thumb and can damage your reputation. To prevent that from happening, we’ve put together these ideas on what to say (and what not to say) in your emails.

With a manager

Emailing your manager or any other superiors is something that everyone has to do at one point or another. Though it may seem stressful at the moment, knowing what to say is vital. Just as important is saying it quickly, as managers tend to be flooded with emails. Keep your emails professional, respectful, and concise.

“Dear manager,”

It’s the classic way to start an email or letter for a reason. “Dear so-and-so” is a simple, professional, and formal way to greet a superior. Opening your emails with “Dear” is a good idea if you work in a more traditional corporate space.

It’s also one of the better ways to email your manager if you’re emailing them about something serious. “Hey Manager, just letting you know I’m quitting today!” is not going to go over nearly as well as, “Dear Manager, today I’m writing to inform you that I will be leaving the company, etc., etc.”

“Good morning, manager”

If you work in a more laidback setting, try opening your emails with something like, “Good morning,” or “Good afternoon,.” This is a more casual approach and works better for daily emails.

Using a relaxed email opening is also great for addressing a direct superior rather than a higher-up superior. If you talk to this person regularly, “Good morning,” is the way to go, but if this is your boss’s boss, you might want to stick with “Dear Boss”.

“Checking in on that thing we talked about”

If you’re following up with a superior on something you discussed in a meeting, phone call, or the previous email, state that in your opening! Managers are some of the busiest people in the office, and they go through hundreds of emails a day.

Stating your reason for emailing upfront will let them know that your email is essential, what it’s about, and that you are working on the last topic the two of you discussed. It’s also helpful for reminding your boss about something they may have forgotten while remaining respectful.

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“I have a few suggestions for this thing”

With this idea for how to start an email, you replace “this thing,” with something ongoing in the company. For example, if there’s an upcoming business opportunity, you can use it as a chance to offer your expertise on the situation.

Other times that this opener is appropriate is when your boss is bringing on a new hire or when you’d like to initiate a change in your workflow. However you choose to use this opener, it helps show your superiors that you’re taking the initiative, paying attention to your work, and thinking outside of the box.

With a client

When emailing your clients, the key is maintaining positive relations. You never want your emails to feel dull or (even worse) hostile. Avoid both of these by catering to your clients’ needs and using a friendly tone as much as possible.

“Hi client!”

This is the most straightforward tip for how to start an email, but that isn’t a bad thing. It’s friendly and enthusiastic without being unprofessional. That makes this style of opening an email a popular choice and a good replacement for the more formal “Dear”.

If you’re comfortable with a client, you can try using “Hey client!” instead. Just keep in mind that “Hey,” can come across as unprofessional if you’re not familiar with the client you’re talking to yet. And although we’re suggesting you use “Hi,” with clients, it’s an excellent all-around opener for any of your contacts.

“Thank you for something, client!”

This is another opener where you’ll want to replace “for something,” with something else. For example, if your client has given you feedback on a product, you can open the email with, “Thank you for your feedback, Client!” You can also use this as a way to thank a client for their business, interest in your service, and more.

Opening your emails with “Thank you,” helps build a good relationship with your clientele. It can also take the awkward edge off of specific interactions, like setting up a payment routine.

“How can I make your life easier?”

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For clients that you’ve already built a lasting relationship with, you can keep the relationship fresh by asking them if there’s more you could be doing. Not only is this email guaranteed to be read by them, but it sets you up for better interactions in the future.

Using this opener will let you know if you should be doing anything different or extra for your client. Additionally, it’ll let your clients know that they’re more than just another associate. It tells them that you have their needs in mind. Just be sure that you listen to their feedback after asking for it!

“Hi client, sorry about that mistake”

This opener is more situational but still very important for client relations. If you’re performing work for someone, inevitably, you will eventually make a mistake. When this happens, how you handle it will play a significant role in your future client relations.

By responding to feedback quickly, thoughtfully, and humbly, you let your client know that you care about the mistake and aren’t likely to make it again in the future. On the other hand, if you take too long to respond or try defending yourself, you risk pushing the client to find someone else to work with.

With a recruiter

Emailing a recruiter requires accomplishing two things at once. You want your first impression to be both positive and memorable. Using these openers, you’ll be able to achieve each of these goals.

“Hi recruiter, thanks for reaching out!”

If you’re doing something right, you should have recruiters from your field reaching out to you. You don’t have to connect with every one of these recruiters, though it’s a good idea to respond to as many as you can, even if you aren’t presently interested in the position.

Starting an email this way lets the recruiter know right off the bat that you appreciate them contacting you. It also helps show mutual interest, which is a plus. Whether you choose to accept or reject a recruiter reaching out to you, maintain a friendly tone, and be respectful of the time they put into contacting you.

“Hi recruiter, I wanted to follow up on our phone call”

This opener is great for times when you’ve had some previous contact with a recruiter, typically the first real contact. This email will usually be a follow-up to a phone call, though it could be a response to another email.

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Regardless of what you are following up on, this is your chance to keep your name at the top of a recruiter’s list and let them know that you’re interested in the position they are offering. You should use this opener within a short window of time following your phone call, as waiting too long will make you seem less interested. You can also use this as an opportunity to ask any questions you forgot about and to address topics that you discussed over the phone.

“Hi recruiter, I just wanted to follow up on my application”

Similar to the previous opener, this is a follow-up email to a recruiter to express your interest in a position. Unlike the former opener, however, it’s not necessary to have had an in-depth discussion about the area yet.

Instead, you can send this email opener after applying or after sending a response to a recruiter’s offer. It’s better to wait to address this kind of opener until a few days after you’ve applied, as you risk bothering them while they’re busy. Make sure the focus of this email is about your interest in the position, and not if the recruiter has read your application.

“Hi recruiter, I saw your job on this website,”

This is a cold-email approach to contacting a recruiter. A cold email is one that you send without a recruiter contacting you first. For example, if you see a job listing on a website, or are interested in working with a particular business, you can use this opener to initiate a conversation with the company.

Though this isn’t as common now that job sites are abundant, it’s a great way to show initiative with a company you have a lot of interest in. Let the person you are emailing know how you found out about them, what position you are interested in, and provide some details on your experience.

“Hi, misspelled name!”

It shouldn’t come as a surprise that Rule Number One is to spell the name of the person you are emailing correctly. This goes for managers, clients, recruiters, and everyone in between.

When you misspell someone’s name in an email, it makes it seem like you aren’t giving the person your full attention. Mainly since many people include their name at the end of an email, if you’re not sure how to spell a person’s name, leave it out of the email by opening with “Hi!” or “Hey!”

“To whom it may concern,”

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For some unclear reason, this is one of the most common ways that people try to open an email. If you take a second to read it, though, you’ll see that it sounds like a letter from the school principal to your parents. It’s overly formal, stiff, and harmful.

Unless you’re a superior trying to strike fear (or boredom) into your subordinates, avoid opening any of your emails with this line. There’s almost always a better opener available that’s more appropriate and friendly. Try something like, “Hey Team!” if you’re emailing a group of people.

“Dear madame last name,”

“Dear first name,” is about as formal as you should ever get in a professional email unless you know a person prefers to be called by their last name. Throwing in redundant titles, like “madame”, “sir”, “mister”, or “ma’am”, should rarely be done.

Opening an email this way is so excessively formal that it almost comes across as silly. If you’re trying to go for a respectful tone, stick to opening your email with “Dear,” and ending it with “Sincerely,”.

“Yo, client!!!”

On the opposite end, we have this opener. We probably don’t need to explain why this is the worst way you could open an email, but just in case, we’ve included it.

Using an informal opener is a way to replace formality with friendliness. This opener, however, isn’t professional or particularly friendly. Only use this kind of opener if it’s a part of your brand (i.e., you run a surfboard shop or a tattoo parlor).

“Sincerely, B12”

We hope these email openers have given you some ideas for how to start your emails!

Using these techniques, you’ll be able to have more professional and friendly communications with others in your work sphere. If you’re looking for an emailing solution that you can integrate into your website, check out our solution right here at B12!

FAQs

How do you start a professional response email? ›

You might start with “Thank you for your patience and cooperation” or “Thank you for your consideration” and then follow up with, “If you have any questions or concerns, don't hesitate to let me know” and “I look forward to hearing from you”.

How do I respond to a professional email response? ›

How to write a response email
  1. Respond quickly. ...
  2. Start with a greeting. ...
  3. Reply to questions or concerns in separate lines. ...
  4. Ask for confirmation of understanding. ...
  5. Include closing remarks and your signature.
13 Apr 2021

What is a good email opening sentence? ›

1) Thank you for your message/email/phone call. 2) I hope you are doing well. 3) I hope you had a great weekend. 4) I hope this finds you well.

How do you say please reply professionally? ›

A nice prompt is “a reply at your earliest convenience would be much appreciated.” Alternatively, “I look forward to your reply.” If you need a response by a certain date or day, let them known, include a time to give more of a sense of urgency. “I would appreciate your reply by Wednesday 7th at 5pm please.”.

How do you say please respond professionally? ›

Show activity on this post.
  1. An early reply would be appreciated.
  2. I look forward to your reply.
  3. I look forward to hearing from you.
  4. I would appreciate a reply at your earliest convenience.
  5. Your earliest attention would be appreciated.
1 Apr 2013

What is the best response to an email? ›

We suggest including your first name, the recipient's name, and “I” as much as possible. For example, you might start off your response with something like, “Thank you for reaching out, recipient's name. I apologize for your difficulty.”

How do you reply to professional messages? ›

How to respond to emails professionally
  1. Start with your salutation. Choosing an appropriate salutation that's respectful and cordial can make your recipient more likely to cooperate with you. ...
  2. Write the body of the email. ...
  3. Include your closing remarks and signature.

How do you respond to I will let you know professionally? ›

You reply on letterhead stationery: Thank you for reaching out to our company, I will take care of this myself and determine if we are in a position to offer a proposal. I can call or email you on Friday to let you know if we can accommodate you and, if so, discuss particulars then.

What is a good opening sentence? ›

Start with the chase. A good hook might also be a question or a claim—anything that will elicit an emotional response from a reader. Think about it this way: a good opening sentence is the thing you don't think you can say, but you still want to say. Like, “This book will change your life.”

What is a good opening greeting? ›

I hope you are having a great day. Thank you for reaching out to us. Thank you for the prompt response. Allow me to briefly introduce myself.

What is a good opening sentence examples? ›

First sentence examples
  • The only way to ___.
  • Would you rather have ___ or ___?
  • There are two types of people, ___, and ___.
  • The more you ___, the easier ___ gets.
  • Do you think you understand how to ___? Here is why you're wrong.
  • I always told myself that ___. ...
  • Five years ago, I ___.
  • ___ is the perfect way to ___.
19 Jan 2021

How do you say quick response professionally? ›

Less formal
  1. Thank you so much for the speedy reply.
  2. Thank you so much for your speedy reply.
  3. Thank you for the/your quick reply.
  4. Thank you for the/your quick response.
  5. Thanks so much for....

How do you ask for a kindly response? ›

To increase your chances of getting of a reply, here are nine tricks you can try:
  1. Ask For A Response In Your Subject Line. ...
  2. Change The Subject Line When The Topic Changes. ...
  3. Don't Skip The Greeting. ...
  4. Start Your Message With A Clear Request. ...
  5. Stay In The Sweet Spot When It Comes To Length. ...
  6. Use Third-Grade Language. ...
  7. Use Emotion.
30 Mar 2016

How do you say professional Yes in an email? ›

Yes! Of course there is! In fact, we have several ways to say yes in English for casual and professional situations.
...
Polite Ways to Say Yes in English
  1. Yeah, sure. Here you go.
  2. No problem! I'm always happy to help.
  3. Yep! I will be right there. ...
  4. Yeah, I'd be happy to!
  5. Cool. ...
  6. You got it.
  7. Okay.
20 Sept 2017

How do you politely chase an email? ›

Tip: Be brief. Be polite by asking if they've looked it over rather than accuse or point out that you haven't received it yet. Add value by giving them context for the urgency if needed or urgency about the next steps. Finish with a call to action so they know what you want them to do and why it's important.

How do you say noted professionally in an email? ›

In a professional setting, people use the phrase “duly noted” as a quick way to acknowledge someone's email. Let's look at an example.

How do you respond to polite way? ›

Instead of yes, you can say:
  1. Yes I can/Yes, sure thing.
  2. Yes of course!/Of course I will.
  3. Yes I can. It's this way.
  4. Sure. It's 10am.
  5. Sure thing!
  6. I can certainly do that for you.
  7. Yes here you go!/Sure, here you go.
  8. OK I will.
8 Dec 2021

What is a good automatic reply? ›

Here are common examples of automated messages received by customers. “We will get in touch with you very soon”. “Thank you for reaching out to us”. “Our representative we contact you ASAP”.

How do you say formally I will let you know? ›

I'll inform you. I'll check & get back to you. I'll keep you posted. I'll keep you updated.

How do you say anyway professionally? ›

  1. at all events,
  2. at any rate,
  3. in any case,
  4. in any event,
  5. no matter,
  6. whether or no.
  7. (or whether or not)

How do you say definitely professionally? ›

assuredly
  1. absolutely.
  2. certainly.
  3. definitely.
  4. of course.
  5. positively.
  6. surely.
  7. undoubtedly.
  8. unquestionably.

What are the 5 sentence openers? ›

In this lesson you have learned to use several kinds of sentence openers: dependent clause, prepositional phrases, infinitive phrases, -ing word groups, and transitional words.

How do I start my introduction? ›

Use a stat or fact to convey importance.
  1. Keep your first sentence short. ...
  2. Say something unusual. ...
  3. Don't repeat the title. ...
  4. Keep the introduction brief. ...
  5. Use the word “you” at least once. ...
  6. Dedicate 1-2 sentences to articulating what the article covers. ...
  7. Dedicate 1-2 sentences to explaining why the article is important.
30 Jul 2019

How do you make a strong opening sentence? ›

How to Write a Strong Opening Sentence
  1. Ask a question. I don't mean to literally ask your reader a question–this would probably come off as a little cheesy, and you almost never address the reader in a fictional narrative. ...
  2. Hook your reader's emotions. ...
  3. Start in medias res. ...
  4. Make it matter.
29 Jun 2021

What is the most professional greeting? ›

  • Hi [Name], This is the most basic, yet formal greeting option for businesses. ...
  • Hello [Name], Using hello is a more formal greeting option. ...
  • Dear [Name], ...
  • Greetings, ...
  • To follow up on our meeting, ...
  • I'm checking in... ...
  • I'm getting back to you in regard to... ...
  • As promised...

What is a professional greeting? ›

For formal letters, you'll want to use something more professional than 'Hi (first name)'. The best greeting for a formal letter is 'Dear (first name) (last name)'. It shows respect, politeness, and demonstrates professionalism. With 'Dear', you can include the recipient's title if you know it.

How do you start a formal greeting? ›

The salutation (or greeting) in a business letter is always formal. It often begins with “Dear {Person's name}.” Once again, be sure to include the person's title if you know it (such as Ms., Mrs., Mr., or Dr). If you're unsure about the person's title or gender then just use their first name.

What are the 6 sentence openers? ›

There are six sentence openers:
  • #1: Subject.
  • #2: Prepositional.
  • #3: -ly Adverb.
  • #4: -ing , (participial phrase opener)
  • #5: clausal , (www. asia. b)
  • #6: VSS (2-5 words) Very Short Sentence.
26 Mar 2019

What is a number 1 sentence opener? ›

Sentence openers should always be indicated by writing the correct sentence opener number in the margin. 1. Subject opener: A sentence that starts with a subject or has a. subject near the beginning of the sentence. The tortoise felt confident and challenged the hare to a race.

What is a good opening paragraph? ›

The introductory paragraph of any paper, long or short, should start with a sentence that piques the interest of your readers. In a typical essay, that first sentence leads into two or three more sentences that provide details about your subject or your process. All of these sentences build up to your thesis statement.

How do you start a formal response letter? ›

In the first paragraph, mention thank you or sorry if needed. This is a situational clause to be added to your letter. In the next paragraph, mention the reason for writing this response letter. Also, please write down the date when you first received a letter from them.

How do you send a response email? ›

Reply to or forward a message
  1. From a message you've received, select Reply, Reply All, or Forward. ...
  2. Write your message. ...
  3. Recipients can be added or removed in the To, Cc, and Bcc boxes. ...
  4. Check the subject line. ...
  5. Click Send.

How do you start a good response? ›

Start by writing down your thesis statement and an idea that you want to follow. Write down the core points of your idea that you want to respond to. Add quotes, examples, and references to author's work and/or your own experiences. Use topic sentences to make the logical flow of your response paper work.

How do you start an email greeting sample? ›

Greetings for informal emails
  1. "Dear [first name]"
  2. "I hope this email finds you well"
  3. "Hello/Hi"
  4. "Hope you are having a great week"
  5. "[First name]"
9 Aug 2021

How do you start off a response? ›

The First Paragraph

In the case of a reaction essay, the first sentence should contain both the title of the work to which you are responding and the name of the author. The last sentence of your introductory paragraph should contain a thesis statement. That statement will make your overall opinion very clear.

How do you say fast response in an email? ›

Thanks for your quick response! With your confirmation on this, it will be easier to move forward with the next steps. I appreciate how quickly you shared this insight with me, as it will help me complete the project quicker. Thanks for your quick response!

How do you say noted professionally? ›

Duly noted” is a great phrase for official meeting minutes and memorandums, but in emails or chats, there are other ways to say the same thing. Even adding the phrase to a complete sentence and saying thanks will eliminate some of the rudeness: “Your concerns are duly noted. Thanks!”

What is another way of saying quick response? ›

Some common synonyms of prompt are apt, quick, and ready. While all these words mean "able to respond without delay or hesitation or indicative of such ability," prompt is more likely to connote training and discipline that fits one for instant response.

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