How to Start a Professional Email in English
Start with a greeting that fits the person you are writing to. Use the person’s name if you know it. Then write a clear first sentence that says why you are writing.
Hello Maria,
I’m writing to ask when the new project schedule will be ready.
“Hello Maria,” is the greeting. The next sentence tells Maria why you are writing. You do not need a long opening.
Which greeting should you use?
A greeting is the line that says hello to your reader. Choose one that fits who you are writing to.
If you know the person
You can use Hi or Hello with the person’s first name. Both are common in work emails.
Hi Maria,
Hello Maria,
If you want a more formal greeting
You can use Dear with the person’s name. For example:
Dear Alex,
You do not need to use “Dear” in every professional email. It can be useful when you contact a client for the first time or apply for a job. If you are replying to an email that starts with “Hi” or “Hello,” you can usually use the same greeting with the other person’s name.
If you do not know the person’s name
Use a team or job role when you know the team or role. For example:
Hello Finance Team,
Dear Hiring Manager,
Do not guess a person’s name. A team or role shows who your message is for.
Add the person’s name when you know it
If you are writing to Maria, Hi, does not show that the message is for her. Hi Maria, does.
The greeting and the name go together at the start of the email. Put a comma at the end of the greeting. The first sentence begins on a new line.
Before you send your message, check that you included the correct name.
What should the first sentence say?
After the greeting, tell the reader why you are writing. Make that reason clear and specific.
If you need information:
I’m writing to ask when the new delivery date will be confirmed.
If you are sending an update:
I’m writing to let you know that the report is ready.
If you are replying to a question:
The meeting you asked about is on Thursday at 10 a.m.
A friendly line like ‘I hope you’re well’ can be polite. It does not say why you are writing, so give your reason soon after it. You can also go directly to your reason.
Put the greeting and first sentence together
Here is an opening to a colleague whose name you know:
Hi Maria,
I’m writing to ask about Friday’s project meeting.
Here is an opening to a team when you do not know the reader’s name:
Hello Finance Team,
I’m writing to ask when the October report will be ready.
Each opening tells the reader who the email is for and why you are writing.
Check your opening before you send
- Does the greeting fit the person or team you are writing to?
- Did you use the person’s name when you know it?
- Does the first sentence say why you are writing?
More help with work emails
No Greeting and Missing Name in Greeting are two Email Problems in Business English for Work. For help with other common work email problems, visit Business English for Emails.
Learn More About Business English for Work
Business English for Work has 90 short lessons for email, meeting, and presentation problems. Choose the problem you need and learn what to say or write.