by Ilya Azovtsev January 10, 2019 Reading Time: 6 minutes

Email Greetings: How To Professionally Begin an Email

Email Greetings: How To Professionally Begin an Email

“If your email isn’t opened, it never existed.”

This is true. In today’s world, sending information to your clients, parents, and leads via email is vital - it should be opened.

Why? Because if it’s not:

  • Your recipient doesn’t receive important information

  • You waste your time writing an email with no results

  • You may lose your client/partner/lead

Today we will discuss business email greetings. It’s the second thing a recipient sees before opening your email. And if it doesn’t look professional, a recipient will think that you are a spammer and just push the delete button.

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Here are Six Different Greetings:

 1.When You’re Writing a Cold Email and Know Just the Recipient’s Name

The recipient doesn’t know who you are and why you are writing. In this situation, a recipient has only one question - “Why should I open this email?”

Fair enough. You’re just the 100th Bob, Jack or Helen who writes to that person. And if you are like every one of those 100 people who already wrote to your lead/client you may be rejected right away.

What you need to do in your email salutation is to personalize first few lines of your message.

 “ Hey {FirstName},

How are things going?”

The first must-have rule in your email greeting is the recipient’s first name. It looks like you are receiving an email from your friend who knows you on a first-name basis, not by your full name or a nickname.

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 Mistakes in email greetings in this situation:

 “Hello {Nickname}”

 “Hello {FullName}”

 “Hello there” (Note: When you know or can find a recipient’s name, don’t use “Hello there,” it looks like a spam email).

For example, the “Hello there” email was one I recently saw in my Inbox, and after one second after seeing such a subject line and greeting in a business email, I clicked “Spam” -> “Delete.”

2. When You’re Writing a Cold Email and did Your Research Ahead of Time

Frankly, just personalizing the name isn’t enough these days. It’s easy to find someone’s name by just googling.

What really helps is: personalization in email introductions.

Let’s say you’re writing to a blogger named Jack. Just imagine how many emails in Jack’s inbox start with:

 “Hey, Jack,

Hope things are going well.”

I bet he gets many like that!

But what if you do some research about what Jack is writing about and now you know the topic and title of his last successful article? If you spend just a few minutes learning this, you can make your email greetings sound knowledgeable and professional.

For example:

 “Hey, Jack, Enjoyed your last article about “How to Merge 2 Gmail accounts”. Thanks a lot. It saved me tons of hours.”

It still is a business email greeting, but with much more personalization. You’re writing to Jack directly; no one else. Jack understands it, and he will open your email since it is clear that this email was sent to him and not everyone.

I bet if you start personalizing your cold emails, your open rate will dramatically increase. And if you want to know which recipients opened your important emails, use per-recipient email tracking.

This is just a great example of an email I recently received. I didn’t have a chance to ignore this. For me, the personalized method is one of the best email greetings.

  Mistakes in email greetings in this situation:

It’s simple - people don’t personalize their email introductions, and that’s their first mistake.

 Know what happens with emails with Free Email Tracking

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 3. A Few Fun Ways to Say “Hi.”

One of the best ways to stand out from the crowd is to be different. When you’re unique, people will always remember you. Here a few creative ways to say “Hello.”

 Use GIFs in Email Introductions

The funniest, but not the most professional way to start your email is to use trending and funny GIFs. Believe me, almost no one sends GIFs, and even fewer send funny GIFs. Your recipients will remember you because you’re unique. Also, it’s a great way to start your communication with humor, and GIFs are awesome and creative ways to say hello.

 Use Emoji Greetings

Here are a few reasons why you should try using emojis in email greetings:

  • You can highlight your email in the recipient’s Inbox. The standard Inbox looks like black and white messages, but your email will have colorful emojis, so it stands out from the crowd.

  • We all know that an emoji isn’t just an image, it expresses feelings and moods. So when you send the “happy smile,” it may break the ice (especially if you “cold contact” someone).

 “Hey, Jack,

 Mistakes in email greetings in this situation:

Ok, let’s be realistic - all emojis and GIFs are far from formal business greetings, and some people DON’T like this. For them, emojis don’t mean serious business relationships. For example, if you send an email to governmental teams, it’s best not use emojis or GIFs. But when you follow up with someone you met and with whom you had an informal conversation, don’t worry! The fun way is the best approach you can use with them.

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 4. Conversations with Multiple Recipients

When you write to several people, of course, you can just say: “Hi everyone.” But we all love personalization, and if your recipient sees his/her name in an email, they are always more likely to open that email.

So, try to:

 “Hey {FirstName1}, {FirstName2}, {FirstName3},”

It can highly increase the open rate of your email. Also, if you want to see who exactly among a group of people opened your email, clicked a link, and viewed your attachments, try per-recipient email tracking.

Know what happens with emails with Free Email Tracking

Add Docsify to Chrome

5. Be Straightforward in Your Follow-up Email

It takes 5–6 seconds for people to decide to open an email or not. It’s a small amount of time; perhaps two eye blinks. So when you’re writing a follow-up email, say “Hello,” and immediately state what you want to say. For example:

 “Hey Mike, Wanted to follow-up to ask; does Monday work for you? It’d be awesome to have a 15-minute call to discuss our potential partnership.”

It’s not the most polite way to start an email, but it can have good results. If a recipient is truly interested in communicating with you, they will open the email and reply, but if you’re not 100% sure, I don't recommend doing this.

An example of a mistake in this type of email greeting:

It doesn’t work in all cases. It works only when you’re sure about a recipient’s interest in communication with you.

 6. How to Begin an Email after a Business Meeting

We’ve already shared 7 rules on how to write an email after a business meeting or call, and discussed not only email introductions but also the entire email process and the magic of an email after a meeting.

So here’s a reminder on how to make your email greeting better in emails after a call. You should be as precise in the email introduction as you can.

Use the most personalized point that you can in the first sentence. For example:

   "Hey {FirstName}, Thank you for our meeting on Monday."

  "Hey {FirstName}, It was nice to have a call yesterday."

  "Hey {FirstName}, Thank you for the story about your business trip to LA." (if your recipient told you any stories, of course. :-D )

 Personalize your email introduction, and the open rate will be very high. And to check whether your recipient opened your important email or not we highly recommend you track all sent email with the email tracking tool for Gmail.

 Mistakes in email greetings in this situation:

Many people don’t personalize their email introduction and forget to refer to previous meetings. After a business call or a face-to-face meeting, they just say: “Hey {FirstName}, How are things going?” It looks like a cold email, and you can be ignored, so don’t lose your chance to have a 100% open rate in your emails.

The Top 4 Worst Ways to Start Your Email

  “Dear Sir or Madam” 

It was the best way to start the conversation…about 50 years ago! Now it’s much better to write the recipient’s name so the person will feel that this email is directed to him or her.

 [Misspelled Name],

Always remember this, ALWAYS doublecheck a recipient’s name. (Especially if it’s unusual and different from Bob, Jack, or Jim). If you make a mistake, it will show an unprofessional attitude.

 To Whom It May Concern,

When I get “To whom it may concern” email introduction, I always think: “that’s not me.” People who want to connect with me know who I am, and contact me directly with a clear message.

 Happy Friday!!!

We face many spammers, and they all start their emails like “HAPPY MONDAY,” or something similar to this. So DON’T use such an email greeting (unless you’re spammer :) ).


Email introductions are super important for your open rate and starting a business conversation with partners, clients, and users. But there are lots of people who fail on this stage.

To avoid this and always get your emails opened, check:

 “Hey {FirstName},” - when you know just a recipient’s name.

 “Hey {FirstName} {Personalization}” - when you did research and know more than just a name.

  “Hey {FirstName}  Hope everything is going awesome” - when you want to be highlighted.

 “Hey {FirstName1}, {FirstName2}, {FirstName3},” - when you write to several people.

 Hey {FirstName}, “Straightforward message” - when you’re 100% sure a recipient is interested in conversation with you.

 "Hey {FirstName}, {Some info about your call or meeting}" - when you’re writing an email after a business meeting.

Also, if you want to save time and not bother about email greetings each time you click “Compose” - save them once and use email greetings as templates with email shortcuts


Know what happens with emails with Free Email Tracking

Add Docsify to Chrome


Read more interesting posts:


  Top 25+ Must-Have Tools For Your Digital Marketing Agency In 2019


  How to write an email after business meeting? 


  How to merge 2 Gmail accounts?

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