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What are the most common email greetings and when should you use them?

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Email greetings are the first words that your recipients see when they open your message. They set the tone and show your level of professionalism, respect, and familiarity. Choosing the right email greeting can make a difference in how your message is received and how you are perceived. In this article, you will learn about the most common email greetings and when to use them in different situations.

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1 Formal email greetings

When communicating with someone you don't know well, such as a potential employer, a client, a professor, or a senior colleague, it's important to use formal email greetings. These greetings are respectful and polite, and they avoid any assumptions about the relationship. Examples of formal email greetings include "Dear Mr./Ms./Dr. Last Name", "Greetings", "Hello", and "To whom it may concern". It's best to use the person's title and last name if you know them, but if you're unsure of their gender, you can use their full name or a neutral salutation like "Greetings". Additionally, avoid using "Hi" or "Hey" in formal emails as these are too casual and may come off as rude or unprofessional.

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H. M. Rubayyiat Quayyum

Energizer || Readaholic || Capacity Building Professional
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"Dear Sir" can be put in almost every situation. You won't have to bother about someone's designation, rank, seniority, and even gender. This is a fine choice for starting any email without feeling troubled.

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Mona Liza Cosares

Your Virtual Partner to Elevate Your Productivity
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One of the most common email greetings is "Dear Sir/Madam" a better option when it is for Business or professional email to someone you don't know well.

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2 Semi-formal email greetings

Semi-formal email greetings are suitable when writing to someone you know moderately well, such as a coworker, supervisor, teacher, or customer. These greetings express friendliness and courtesy while acknowledging the existing relationship. Examples of semi-formal email greetings include: "Dear First Name," "Hello First Name," "Hi First Name," or "Good morning/afternoon/evening." You may use the person's first name if you have met them before or if they have signed their emails with their first name. Additionally, adding a time-specific salutation like "Good morning" or "Good afternoon" shows that you are aware of the time zone and context. Avoid using overly informal greetings like "Hey" or "Yo" in semi-formal emails, as they may sound disrespectful or immature.

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Corey Kelly

Executive Assistant to CEO | PACE Certified
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I believe this varies depending on the industry. Having worked in the tech sector for the past decade, I have found that a simple and friendly greeting, with a generally more relaxed tone, works best. Personally, I tend to use "hi" as my go-to greeting, and I also notice that it is used in about 98% of the emails I receive.

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Mona Liza Cosares

Your Virtual Partner to Elevate Your Productivity
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I believe it's "Hello + Name", you use this greeting whenever you email someone you have a working relationship with or your client you are familiar with.

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3 Informal email greetings

When writing to someone you know very well, such as a friend, family member, close colleague, or mentor, informal email greetings can be used to convey warmth and familiarity. Examples of informal greetings include "Hi," "Hey," "Yo," and "What's up." You can use any informal term that you and the recipient are comfortable with and that reflects your personal style. Additionally, adding a nickname, an emoji, or a question can make your email more engaging and conversational. However, it is important to avoid using informal email greetings in professional or academic settings as they may be seen as inappropriate or unprofessional.

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4 No email greeting

Sometimes, you may choose to omit an email greeting. This is often the case when replying to an ongoing thread or when writing a brief and direct message, such as “Re: Meeting agenda”, “Thanks for the update”, or “Confirming receipt of your invoice”. However, even when omitting the greeting, it is important to use polite and clear language and end with a sign-off and your name. Omitting the greeting can save time and space, but it can also sound cold or impersonal; thus, you should only do so when sure the recipient won't be offended or confused.

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H. M. Rubayyiat Quayyum

Energizer || Readaholic || Capacity Building Professional
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For me, an email without any sort of greeting does not count. In case of replying to an ongoing conversation and direct message, you have other effective tools like Whatsapp, Telegram, etc. Email should always be treated as more of a formal platform for communication, no matter personal or professional, and less of a casual medium for conveying a message.

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5 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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What are the most common email greetings and when should you use them?

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1 Formal email greetings

2 Semi-formal email greetings

3 Informal email greetings

4 No email greeting

5 Here’s what else to consider

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What are the most common email greetings and when should you use them?

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5

1 Formal email greetings

2 Semi-formal email greetings

3 Informal email greetings

4 No email greeting

5 Here’s what else to consider

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