Professional Email Greetings: The Complete List

Formal Email Greetings

1. Dear [Full Name]

The gold standard for formal business communication. Use when writing to executives, clients you haven’t met, or in highly professional industries (legal, finance, academia).

Example: “Dear Margaret Thompson,”

2. Dear Mr./Ms./Dr. [Last Name]

Maximum formality with title. Essential for first contact with senior stakeholders, government officials, or when cultural norms demand extreme respect.

Example: “Dear Dr. Chen,”

3. Good morning/afternoon [Name]

Time-specific formal greeting that adds warmth while maintaining professionalism. Works well for scheduled communications or when you know the recipient’s timezone.

Example: “Good morning Sarah,”

4. Greetings

Neutral, professional greeting when you’re uncertain about formality level. Particularly useful for international communications where cultural norms vary.

Example: “Greetings,”

5. Dear Hiring Manager

Standard for job applications when you don’t have a specific contact name. Always attempt to find the actual recipient first—personalization increases response rates by 26%.

Example: “Dear Hiring Manager,”

Informal Email Greetings

6. Hi [First Name]

The workhorse of business email. Strikes the perfect balance between professional and approachable. Use for colleagues, established clients, and most day-to-day business communications.

Example: “Hi James,”

7. Hello [First Name]

Slightly more formal than “Hi” but still friendly. Excellent middle ground when you’re unsure whether to go fully casual or stay formal.

Example: “Hello Rebecca,”

8. Hey [First Name]

Casual greeting reserved for close colleagues, internal team communications, or established relationships where you’ve already built rapport. Avoid in client-facing or upward communications.

Example: “Hey Mike,”

9. [First Name]

Direct approach with no greeting word. Common in fast-paced environments or ongoing email threads. Signals efficiency but can feel abrupt in first-time communications.

Example: “Rachel,”

Cold Email Greetings

10. Hi [First Name]

Best-performing cold email greeting according to Yesware data analyzing 200,000+ cold emails. Achieves 27% higher response rates than “Dear” in B2B contexts.

Example: “Hi David,”

11. [First Name]

Direct, no-fluff approach that works well in sales prospecting when you’re establishing yourself as a peer rather than a supplicant. Use when targeting busy executives.

Example: “Amanda,”

12. Hi [First Name], hope you’re doing well

Adds a human touch to cold outreach. The “hope you’re doing well” buffer can increase replies by 15% but feels generic if overused. Personalize when possible.

Example: “Hi Thomas, hope you’re doing well.”

13. Hi [First Name] – [Mutual Connection] suggested I reach out

Leverages social proof immediately. The name-drop in the greeting line itself (not just the body) increases open rates by 22% and response rates by 35%.

Example: “Hi Jennifer – Sarah Martinez suggested I reach out”

Group Email Greetings

14. Team/All/Everyone

Standard for internal group communications. “Team” feels more cohesive, “All” is neutral, “Everyone” is slightly warmer.

Example: “Team,” or “Hi everyone,”

15. Dear [Committee/Board/Department] Members

Formal group greeting for official communications to boards, committees, or formal groups. Maintains professionalism while addressing multiple recipients.

Example: “Dear Board Members,”

How to Choose the Right Email Greeting

Consider Your Relationship Stage

First Contact: Default to formal unless the context clearly allows casual (e.g., startup culture, creative industries). Use “Dear [Full Name]” or “Hi [First Name]” depending on industry norms.

Established Relationship: Mirror the formality level your recipient uses with you. If they sign “Best, John,” you can use “Hi John.” If they maintain “Sincerely, Mr. Peterson,” stay formal.

Ongoing Thread: After 2-3 exchanges, you can drop the greeting entirely or use just the name. In rapid-fire exchanges, greetings create unnecessary friction.

Match Industry and Company Culture

Conservative Industries (Legal, Finance, Government, Healthcare): Default to “Dear [Full Name]” or titled greetings. Better to be too formal than too casual.

Tech and Startups: “Hi [First Name]” is standard. Using “Dear” may position you as out of touch with company culture.

Creative Fields: Slightly more casual greetings build rapport. “Hey [First Name]” is often acceptable even in first contact.

International Business: Research cultural norms. Some cultures (Japan, Germany) expect higher formality; others (Australia, Scandinavia) trend casual.

Factor in Communication Channel

Cold Email: “Hi [First Name]” outperforms all alternatives in B2B cold outreach. It’s professional enough to avoid offense but casual enough to feel human.

Job Applications: “Dear [Hiring Manager Name]” or “Dear Hiring Manager” remains the standard. Casual greetings in job applications reduce callback rates by 18%.

Internal Communication: Match your team’s norms. When in doubt, observe how leadership communicates.

Pro tip: When using automated prospecting tools like La Growth Machine, coordinate your email greeting with your LinkedIn approach. Using the same level of formality across channels increases trust and response rates by 3.5x compared to email-only campaigns. For multichannel sequences that combine email and LinkedIn touches, maintain consistency in how you address prospects.

Read Contextual Signals

Their Email Signature: If they sign “John Smith, Esq.” they expect formality. “John 🚀” signals casualness is fine.

Company Website Tone: Check the About page and blog. Formal, corporate language suggests formal greetings. Conversational copy means casual is safe.

LinkedIn Profile: Professional headshot and detailed credentials suggest formal. Casual photo and emojis in the headline suggest informal is acceptable.

Previous Communications: Always match or slightly exceed the formality level they’ve established.

Common Email Greeting Mistakes

1. Using “To Whom It May Concern”

This phrase signals laziness and lack of research. It decreases response rates by 47% according to Boomerang data. Spend 2 minutes finding the actual recipient’s name via LinkedIn, company directory, or a quick phone call.

Better Alternative: “Dear [Department] Team” or “Dear Hiring Manager” if you genuinely cannot find a name.

2. Misspelling the Recipient’s Name

Nothing kills credibility faster. 42% of recipients delete emails that misspell their name without reading further. Triple-check spelling, especially with uncommon names.

Prevention: Copy-paste from their email signature or LinkedIn profile. For verbal introductions, ask “How do you spell that?” before sending.

3. Using Overly Casual Greetings in Formal Contexts

“Hey” or “Yo” in a job application, client proposal, or first contact with executives signals poor judgment. Save casual greetings for established relationships.

Rule: When uncertain, err formal. You can always become more casual; recovering from too-casual is difficult.

4. Generic Greetings in Personalized Contexts

Using “Hi there” or “Hello” (no name) when you have the recipient’s name wastes your opening line. Personalization increases response rates by 26%.

Fix: Always use the recipient’s name when known. Save generic greetings only for true mass communications.

5. Wrong Titles or Outdated Names

Using “Mrs.” for someone who prefers “Ms.,” addressing “Dr. Smith” as “Mr. Smith,” or using a maiden name after marriage damages rapport.

Solution: Use “Ms.” as the safe default for women. Check LinkedIn for current names and credentials. When in doubt, use the full name without a title: “Dear Jordan Smith.”

Best Practices for Email Greetings

1. Personalize Beyond the Name

Reference a recent achievement, shared connection, or relevant detail in your greeting line. “Hi Sarah, congrats on the promotion” immediately differentiates your email from 100 others in her inbox.

2. Match Greeting to Email Goal

Requesting a Favor: Slightly more formal shows respect. “Dear Michael” > “Hey Mike”

Sharing Good News: Warmer greeting builds enthusiasm. “Hi Sarah!” with exclamation point works.

Delivering Bad News: Neutral, professional tone. “Sarah,” (just name) or “Dear Sarah,”

Sales/Persuasion: Mirror the prospect’s communication style exactly.

3. Consider Mobile Rendering

62% of emails are opened on mobile devices. Long greetings like “Good morning Sarah, I hope this email finds you well” push your actual message below the fold. Keep greetings concise for mobile readability.

4. Use Correct Punctuation

Comma After Name: Standard US convention. “Hi John,” (comma) then start body on next line.

Colon for Formal: “Dear Ms. Thompson:” (colon) signals maximum formality, common in legal/academic writing.

No Punctuation: Increasingly common in rapid exchanges or internal comms. “John” (no comma) feels efficient.

5. Update Greetings as Relationships Evolve

Start formal in first contact, then calibrate based on their responses. If a C-level executive signs “Best, Tom” after you addressed them as “Dear Mr. Patterson,” you can shift to “Hi Tom” in your next email.

Email Greeting Templates by Scenario

Template 1: Cold B2B Sales Email

“`

Hi [First Name],

[Personalized one-liner referencing their company, recent news, or shared connection]

[Value proposition in one sentence]

[Specific ask]

Best,

[Your Name]

“`

Example:

“`

Hi Rebecca,

Saw FirstRound just raised Series B—congrats. Hypergrowth typically strains outbound prospecting systems, which is why I’m reaching out.

We help Series B companies scale multichannel outreach without adding headcount. Worth a 15-minute conversation?

Best,

Alex

“`

Template 2: Job Application Email

“`

Dear [Hiring Manager Name],

[One-sentence intro stating the position and how you found it]

[Two sentences on why you’re qualified—specific achievements with numbers]

[Enthusiasm for company/role with specific reason]

I’ve attached my resume and would welcome the opportunity to discuss how I can contribute to [specific team goal].

Sincerely,

[Your Full Name]

“`

Template 3: Networking Follow-Up

“`

Hi [First Name],

Great meeting you at [Event] yesterday. [Specific detail from your conversation that shows you were engaged].

[Offer of value or relevant resource]

Let’s continue the conversation—are you free for coffee next week?

Best,

[Your Name]

“`

Template 4: Client Check-In

“`

Hi [First Name],

Hope you’re doing well. I wanted to check in on [specific project/deliverable] and see if you need anything from our team.

[Optional: Share relevant insight or resource]

Let me know if you’d like to schedule a quick call to discuss next steps.

Best,

[Your Name]

“`

Template 5: Executive Communication

“`

Dear [Full Name],

[One sentence establishing context and purpose]

[Two-three sentences with key information—be concise and use bullets if presenting multiple points]

I’d appreciate your input on [specific decision/question] by [specific date].

Thank you,

[Your Full Name]

[Your Title]

“`

Frequently Asked Questions

Is “Hi” or “Dear” better for professional emails?

“Hi” works for 80% of modern business communications—it’s professional yet approachable. “Dear” is necessary for maximum formality (legal, academic, first contact with executives) or when cultural/industry norms demand it. Boomerang data shows “Hi” gets 27% higher response rates in standard B2B contexts.

Can I use “Hey” in professional emails?

Only with established colleagues or in casual company cultures. Never use “Hey” in job applications, client communications, upward management, or first contact. It reduces perceived professionalism by 34% according to business communication research.

What if I don’t know the recipient’s name?

Use role-based greetings: “Dear Hiring Manager,” “Dear Customer Service Team,” or “Dear [Department] Team.” Always attempt to find the actual name first—check LinkedIn, company directory, or call reception. Personalized greetings increase response rates by 26%.

Should I use exclamation points in email greetings?

Use sparingly and only in genuinely enthusiastic contexts (congratulations, exciting news). Overuse of exclamation points decreases perceived competence by 25%. For most professional emails, stick with standard punctuation.

How do I greet someone with a doctorate or professional title?

Always use their title on first contact: “Dear Dr. Smith” or “Dear Professor Chen.” After they respond, mirror how they sign their email. If they sign “Best, Robert Smith,” you can shift to “Hi Robert” in future emails.

What greeting should I use for cold emails?

“Hi [First Name]” outperforms all alternatives in B2B cold outreach, achieving 27% higher response rates than formal greetings. It’s professional enough to avoid offense while feeling human and direct. Avoid “Dear” (too formal/stuffy) and “Hey” (too casual/presumptuous).

Conclusion

Your email greeting is a 3-second opportunity to establish credibility, demonstrate cultural awareness, and set the tone for your entire message. The difference between “Dear Sir/Madam” and “Hi Rebecca, congrats on the promotion” can mean the difference between deletion and a 10-minute response.

Master these 15 greetings and apply them contextually. Default to “Hi [First Name]” for standard business communication, escalate to “Dear [Full Name]” for formal contexts, and personalize whenever possible. Match industry norms, mirror your recipient’s formality level, and adjust as relationships evolve.

The professionals who succeed in email communication don’t just write better content—they understand that first impressions start with the greeting. Choose wisely.