To start an email, pick a greeting that matches your relationship with the reader ("Dear Dr. Lee" for formal, "Hi Sam" for most work email), then make your first sentence say why you're writing. Readers decide in seconds whether an email needs their attention, so a clear opening line does more than any polite filler. If you're unsure how formal to be, start one step more formal than you think and mirror the reader's tone in later replies.
Part 1: Choose the right greeting
Match formality to the relationship
| Situation | Greeting | Example |
|---|---|---|
| Formal, first contact | Dear + title + last name | Dear Dr. Okonkwo, |
| Job application, unknown name | Dear + role | Dear Hiring Manager, |
| Professor (unless told otherwise) | Dear Professor + last name | Dear Professor Haas, |
| Colleague or regular client | Hi + first name | Hi Marta, |
| Group at work | Hi + group | Hi team, / Hi all, |
| Friendly, ongoing thread | Name alone, or no greeting | Marta, |
"Dear" reads as formal and respectful. "Hello" sits in the middle and works when you aren't sure. "Hi" is the everyday default in most offices. "Hey" is casual; save it for people you already know well.
Get names and titles right
- Copy the spelling from their signature or profile. A misspelled name is the fastest way to start badly.
- Use a title they've earned or use themselves (Dr., Professor). If they sign "Ana," you can usually reply with "Hi Ana."
- If you don't know someone's gender, use the full name: "Dear Jordan Patel." Avoid "Dear Sir or Madam" when you can.
Punctuation
In American business email, a comma after the greeting is standard: "Hi Sam," In very formal letters, a colon is also acceptable: "Dear Dr. Okonkwo:" Either way, start the first sentence on a new line.
Part 2: Write the first line
The greeting sets the tone. The first line sets the purpose. Busy readers often see only the subject line and the opening sentence in their inbox preview, so make that sentence carry real information.
Lead with the reason you're writing
Weak: "I hope this email finds you well. I am writing to you today because I had a question."
Better: "I'm writing to ask whether the lab report deadline applies to students in the Thursday section."
Or lead with a connection
When the reader doesn't know you, show why you're in their inbox:
- "Dana Ruiz suggested I contact you about the data analyst role."
- "We met at the regional teachers' conference last week, at your session on reading groups."
- "I'm a second-year student in your Environmental Policy course."
Or lead with the action you need
For quick requests between colleagues, go straight to it:
- "Could you send me the updated budget by Friday?"
- "Quick question about tomorrow's client call: are we presenting the old or new pricing?"
Opening examples by situation
Dear Professor Haas,
I'm a first-year student in your Tuesday section of Introduction to Sociology. I'd like to ask whether I can switch my presentation date from October 21 to October 28, because I have a required lab field trip that week.
Dear Ms. Adeyemi,
I read your article on community solar projects in the county newsletter, and I'm researching a similar project for my capstone. Would you be open to a 20-minute call in the next two weeks?
Hi Tom,
Following up on my note from last Tuesday about the venue contract. We need to confirm by Friday to hold the date, so a quick yes or no would help.
Hi Ms. Duarte,
Thanks for letting us know about the late delivery. Your replacement order shipped this morning, and the tracking number is below.
Hi all,
Starting Monday, our weekly check-in moves from 10 a.m. to 2 p.m. Details and the new calendar invite are below.
Openers to use sparingly
These aren't wrong, but they rarely help:
- "I hope this email finds you well." Fine in a very formal or first-contact email; filler in most others.
- "My name is..." Your name is already in the sender field and signature. Lead with context instead ("I'm a student in your..." or "I manage the front desk at...").
- "Sorry to bother you." It undercuts your request. Thank them for their time at the end instead.
- "Per my last email." Often reads as irritated. "Following up on..." is calmer.
- "To whom it may concern." Impersonal. Use a name or role when possible.
If you want a warm opener, make it specific: "Congratulations on the product launch" or "Thanks for the quick turnaround on Monday" means more than a general wish.
Starting emails across cultures
If you write to people in other countries, greetings carry different weight. In some workplaces, especially in parts of Europe and East Asia, people expect titles and last names for longer, and switching to first names too early can feel presumptuous. In others, such as many US and Australian offices, staying formal after someone has signed with their first name can feel distant.
A safe approach:
- Start formal with anyone senior, new or outside your organization: "Dear Dr. Yamamoto" or "Dear Ms. Schneider."
- Follow their lead. Use whatever name and level of formality they use when signing their reply.
- Watch name order. In some cultures the family name comes first. If you're unsure which name is the surname, use the full name as written, or check their signature or profile.
- Keep the first line extra clear. Readers working in a second language appreciate a plain, direct statement of purpose more than idioms or small talk.
Openers for tricky situations
Some emails are hard to begin because the news is awkward. A direct first line still works best:
- Apologizing: "I'm sorry I missed our call this morning; I had the time wrong in my calendar."
- Delivering bad news: "I'm writing with an update on the grant application: it wasn't funded this round."
- Reconnecting after a long gap: "It's been a while since we worked together on the library project, and I've thought of you often since."
Starting with the point respects the reader's time, and it's usually kinder than making them read three sentences to find the news.
Don't forget the subject line
The subject and first line work as a pair. A clear subject such as "Question about Oct 21 presentation date" lets your first line skip straight to details. A vague one like "Question" forces the first line to do all the work.
Getting help with drafts
If you write a lot of email, or English isn't your first language, an assistant can suggest greetings and opening lines for a given situation. ZeroTell's AI email writer drafts a starting version from a short description, which you then edit for the details and tone only you know.
AI Email WriterAny email, drafted in secondsRead every draft before you send it, check names and dates, and make sure the opening sounds like you rather than a template.
Key takeaways
- Match the greeting to the relationship: "Dear" for formal, "Hi" for most work email.
- Spell names right and use titles people actually use.
- Make the first line say why you're writing, who you are, or what you need.
- Skip filler openers unless the situation is very formal.
- Pair a clear subject line with a clear first sentence.
When you're ready to sign off, see how to end an email.