25 Salutations Examples 2026 (Professional & Casual)

Understanding Salutations

What Are Salutations?

A salutation is the greeting or closing phrase in written communication. In emails and letters, you encounter two types:

Opening salutations (or greetings) appear at the beginning, immediately before your message. Examples include “Dear Sarah,” “Hi team,” or “Good morning.” They acknowledge the recipient and establish your communication style from the first line.

Closing salutations (or sign-offs) come at the end, just before your name. Examples include “Best regards,” “Sincerely,” or “Thanks.” They provide a polite ending and reinforce the tone you’ve set throughout your message.

Both types serve as essential bookends to your communication, framing your message within appropriate professional or personal boundaries.

Why Salutations Matter

First impressions form in seconds. When someone opens your email, they scan the greeting before diving into your message. A well-chosen salutation signals professionalism, cultural awareness, and respect. A poor choice—or no salutation at all—can make you appear careless, overly familiar, or socially tone-deaf.

Salutations set expectations. “Dear Ms. Johnson” signals formal business. “Hey Sarah” suggests an established, casual relationship. Your recipient subconsciously adjusts their interpretation of your entire message based on how you’ve opened. Mismatched formality creates cognitive dissonance: if you open with “Yo” but write in stiff corporate language, something feels off.

They demonstrate emotional intelligence. Choosing the right salutation shows you understand context, relationship dynamics, and professional norms. It proves you’ve thought about your audience, not just your message.

Research on professional email communication suggests that email greetings significantly impact recipient perception of sender professionalism, though specific percentages vary by study and context.

How to Choose the Right Salutation

Three key factors determine which salutation fits best:

1. Relationship with recipient: Are you writing to a stranger, a colleague, or a close team member? First contact requires more formality. Established relationships allow flexibility. The recipient relationship directly influences your formality level.

2. Communication context: Is this a job application, a sales pitch, an internal update, or a quick question? High-stakes situations (job interviews, client proposals) warrant formal greetings. Routine correspondence allows casual approaches.

3. Medium and industry: Formal business correspondence follows stricter rules than email. Industries vary wildly: law firms expect “Dear Mr./Ms.” while tech startups commonly use “Hey.” Understanding professional norms in your field prevents missteps.

When these three factors align, your choice becomes obvious. When they conflict (casual industry, but formal situation), err toward formality. It’s always safer to be slightly too formal than too casual.

Email Opening Salutations

Formal Business Email Salutations

Dear [Name]

“Dear” remains the gold standard for formal business emails in 2026, despite some declaring it outdated. Use “Dear [First Name]” or “Dear Mr./Ms. [Last Name]” when:

• Writing to senior executives or clients you’ve never met
• Sending job applications or cover letters via email
• Addressing formal business proposals or legal matters
• Communicating with academic professionals or government officials
• Your company culture leans traditional (finance, law, healthcare)

Example:

“Dear Ms. Thompson,

I’m writing to follow up on our proposal submitted last week regarding the Q3 marketing strategy…”

The formality of “Dear” shows respect without seeming cold. It works across generations—Boomers expect it, while Gen Z professionals recognize it as appropriately formal for serious situations.

When to use titles: Use “Mr./Ms./Dr./Professor [Last Name]” when the situation is highly formal or you’re unsure of the person’s preferred formality level. Once they sign their reply with their first name, you can switch to “Dear [First Name]” in subsequent exchanges.

Common mistake: Using “Dear” with a title but getting the name wrong. “Dear Mr. Sarah Johnson” reveals you didn’t check whether Sarah uses Mr., Ms., or another title. When uncertain, use the full name: “Dear Sarah Johnson.”

To Whom It May Concern

This ultra-formal salutation survives only in specific scenarios:

• Formal letters when you genuinely don’t know the recipient’s name
• Legal documents or official complaints
• Correspondence to a department rather than a person
• Traditional business correspondence requiring maximum formality

Example:

“To Whom It May Concern:

I am writing to formally request access to records under the Freedom of Information Act…”

In email, this phrase feels increasingly archaic. Alternatives include “Dear Hiring Manager,” “Dear [Department] Team,” or even “Hello” when you can’t identify a specific recipient. Modern best practice: spend 5 minutes finding an actual name. LinkedIn, company websites, and even calling the front desk can help you avoid this impersonal opener.

Professional But Friendly Salutations

Hi [Name]

“Hi” has become the workhorse of professional email salutations. It strikes the perfect balance: professional without being stuffy, friendly without being casual. Use “Hi [First Name]” when:

• Writing to colleagues at any level
• Following up with clients after initial formal contact
• Sending professional emails in moderately casual industries (tech, marketing, media)
• You’ve met the person but don’t have a close relationship
• Your company culture values approachability over hierarchy

Example:

“Hi Marcus,

Thanks for the quick turnaround on the design mockups. I’ve reviewed them with the team and have a few thoughts…”

“Hi” works in approximately 70% of professional email situations. It’s become the default because it adapts well: formal enough for clients, casual enough for coworkers, and appropriate across industries.

Pro tip: “Hi” with the person’s name is always safer than “Hi” alone. “Hi,” as a standalone greeting feels slightly abrupt. “Hi Marcus,” adds warmth.

Hello [Name]

“Hello” sits slightly more formal than “Hi” but more approachable than “Dear.” Think of it as occupying the middle ground. Use “Hello [First Name]” when:

• “Hi” feels too casual but “Dear” feels too stiff
• Writing to international contacts (particularly British English speakers who favor “Hello”)
• First email to a business contact after being introduced
• You want to sound professional yet personable

Example:

“Hello Dr. Patel,

I was given your contact by Jennifer Wong, who suggested you might have insights on our AI implementation project…”

“Hello” particularly shines for first-contact emails where you want to seem professional but not rigidly formal. It splits the difference beautifully.

Tone difference: “Hello” sounds slightly more composed and measured than “Hi.” If “Hi” is wearing business casual, “Hello” is wearing a blazer.

Good Morning / Good Afternoon

Time-specific greetings add a personal touch and show attentiveness. Use these when:

• Sending emails during specific times and want to acknowledge it
• Writing to international contacts (shows timezone awareness)
• Your workplace culture favors warm, personable communication
• Following up on real-time conversations

Example:

“Good morning Jennifer,

Following up on our call yesterday about the budget reallocation…”

Caution: These work best for emails sent and read within the same business day. If you send “Good morning” at 9 AM but the recipient reads it at 8 PM, it feels slightly off. For asynchronous communication crossing time zones, stick with time-neutral greetings.

Regional note: “Good morning” feels particularly natural in customer service, hospitality, and client-facing roles. In engineering or technical fields, it might seem overly warm.

Casual Internal Team Salutations

Hey [Name]

“Hey” signals casual familiarity. Reserve it for:

• Close colleagues you work with daily
• Internal team emails in casual company cultures
• Quick questions or informal check-ins
• Tech, startup, or creative industries with relaxed norms
• People who’ve explicitly set a casual tone first

Example:

“Hey Jake,

Quick question about the API endpoint we discussed—are we using v2 or v3 for the new integration?”

“Hey” implies you’re on the same level and comfortable with each other. Don’t use it for first contacts, clients, senior executives (unless they’ve used it with you first), or formal requests.

Generational note: Gen Z and younger Millennials use “Hey” more liberally. Older professionals may find it too casual, even internally. Read your audience.

Hi Team / Hey Everyone

Group greetings work for internal communications when addressing multiple people. Use when:

• Sending updates to your department or project team
• Announcing company news internally
• Coordinating group activities

Examples:

“Hi team,

Here’s the agenda for tomorrow’s planning session…”

“Hey everyone,

Reminder that we’re doing the office lunch tomorrow at noon.”

“Hi” for professional team updates, “Hey” for casual internal matters. Both are acceptable in most modern workplaces.

What’s Up / Yo / No Greeting

Ultra-casual or absent greetings only work in specific contexts:

• Instant messaging platforms (Slack, Teams) where conversation flows rapidly
• Very close colleagues with established casual dynamics
• Quick, transactional emails (“Yo, attached that file you needed”)
• Startups with extremely informal cultures

Outside these narrow contexts, these approaches risk seeming unprofessional or lazy. Even in casual environments, client-facing emails should maintain “Hi” or “Hello” as minimums.

Group Email Salutations

Dear Team / Dear Colleagues

For formal group communications:

• Company-wide announcements from leadership
• Formal policy updates or organizational changes
• Cross-departmental professional communications

Example:

“Dear Colleagues,

I’m pleased to announce the promotion of three team members to senior positions…”

Hello Everyone / Hi All

For professional but approachable group emails:

• Project updates to multiple stakeholders
• Meeting invitations to various departments
• Routine announcements that aren’t highly formal

Example:

“Hello everyone,

This email confirms our quarterly review meeting scheduled for March 15th at 2 PM…”

Greetings

A versatile, neutral greeting that works when:

• You’re unsure of the formality level needed
• Writing to a mixed audience (some formal, some casual)
• Communicating across cultural contexts where specific greetings might not translate well

“Greetings” sounds slightly formal but not stuffy. It’s particularly useful for international business emails.

Email Closing Salutations

Formal Closings

Sincerely

The most traditional closing signature, “Sincerely” conveys genuine respect and formality. Use when:

• Writing formal business letters or email equivalents
• Sending job applications, cover letters, or resignation letters
• Addressing complaints or serious matters
• Communicating with executives, clients, or important external contacts
• The situation requires maximum professionalism

Example:

“I appreciate your consideration of my application and look forward to discussing how my experience aligns with your needs.

Sincerely,

Patricia Chen”

“Sincerely” pairs naturally with “Dear [Name]” openings. If you’ve opened formally, close formally. The consistency reinforces professionalism.

Variations: “Sincerely yours” sounds slightly warmer; “Yours sincerely” is British English convention (used when you’ve addressed the recipient by name). In American business, plain “Sincerely” remains standard.

Respectfully

“Respectfully” conveys even deeper formality and deference than “Sincerely.” Use when:

• Writing to significant authority figures (C-suite executives, government officials)
• Military or government correspondence
• Formal requests or petitions
• Situations requiring explicit respect

Example:

“Thank you for considering this matter. I trust in your judgment and await your guidance.

Respectfully,

Michael Torres”

“Respectfully” can feel overly deferential in standard business contexts. Save it for when you genuinely need to emphasize respect for hierarchy or authority.

Yours Faithfully

British English convention used when you don’t know the recipient’s name (opened with “Dear Sir/Madam” or “To Whom It May Concern”). In American business, this is rare. “Sincerely” works regardless of whether you know the name.

Use “Yours faithfully” only if:

• You’re writing in British English contexts
• Following strict formal letter conventions
• Your correspondence is extremely traditional

Most modern business email has moved beyond this level of formality.

Professional Standard Closings

Best Regards

The Swiss Army knife of email closings, “Best regards” works in approximately 80% of professional situations. Use when:

• You need professional but not overly formal
• Writing to clients, colleagues, or external partners
• Following up after initial contact
• Standard business correspondence
• You’re unsure and need a safe default

Example:

“Please let me know if you have any questions about the proposal. I’m happy to discuss further.

Best regards,

Sarah Mitchell”

“Best regards” hits the sweet spot: professional enough for senior executives, friendly enough for colleagues. It’s become so standard that it’s nearly invisible—which is exactly what you want in most closings.

Why it works: “Best regards” feels warm without being overfamiliar, polite without being stiff. It’s aged well through changing email norms.

Kind Regards

Slightly warmer than “Best regards,” “Kind regards” adds a touch of personal warmth. Use when:

• You want to convey friendliness while maintaining professionalism
• Writing to clients or contacts you’ve worked with positively
• Following up on helpful exchanges
• Customer service or client-facing communications

Example:

“Thank you for bringing this to my attention. We’ve resolved the issue and added protections to prevent recurrence.

Kind regards,

David Okonkwo”

The word “kind” softens the closing. It works particularly well after positive interactions or when you want to leave a warm impression.

British preference: “Kind regards” appears more frequently in British English. American English leans toward “Best regards,” though both work internationally.

Warm Regards

The warmest of the “regards” family, “Warm regards” suggests genuine friendliness and positive relationship. Use when:

• You have an established, positive relationship with the recipient
• You want to emphasize personal connection within professional bounds
• Following up on particularly helpful or generous interactions
• Nonprofit, education, or relationship-focused industries

Example:

“I really appreciate you making time to mentor me through this project. Your insights have been invaluable.

Warm regards,

Lisa Tran”

Caution: “Warm regards” can feel too effusive for purely transactional emails or first contacts. Save it for relationships that genuinely feel warm.

The “Regards” Spectrum Summary:

• Regards (alone): Slightly abrupt, use sparingly
• Best regards: Professional default, works everywhere
• Kind regards: Professional + friendly
• Warm regards: Professional + warm relationship

Friendly Closings

Thanks / Thank You

“Thanks” and “Thank you” work when your email involves a request or expresses gratitude. Use when:

• You’ve asked the recipient to do something
• Following up on help or information received
• The email’s primary purpose involves gratitude
• You want a casual, positive closing

Examples:

“Could you send me the updated spreadsheet by Friday?

Thanks,

Kevin”

“I appreciate you taking the time to walk me through the new system.

Thank you,

Amanda”

“Thanks” vs “Thank you”: “Thanks” feels casual and breezy; “Thank you” sounds more sincere and formal. Both work—choose based on relationship and tone.

Overuse warning: Using “Thanks” when you haven’t actually asked for anything can feel manipulative or presumptuous. If the email contains no request, choose a different closing.

Cheers

“Cheers” conveys casual friendliness and positive energy. Use when:

• You have an established casual relationship
• Working in creative, casual, or international (particularly British/Australian) contexts
• The email’s tone is upbeat and informal
• Internal team communications

Example:

“Looking forward to seeing everyone at the offsite next week!

Cheers,

Oliver”

Geographic note: “Cheers” is standard in British and Australian English but can feel affected or try-hard in American contexts if overused. Americans who work with international teams adopt it naturally; those in purely domestic contexts might stick with “Thanks” or “Best.”

Best

“Best” is “Best regards” with the formality trimmed off. Use when:

• You want professional but efficient
• You’ve established rapport with the recipient
• The email is routine or quick
• You want to sound friendly but not overly warm

Example:

“I’ll send the revised document by end of day.

Best,

Rachel”

“Best” has become increasingly common in fast-paced industries (tech, media, consulting) where brevity is valued. It’s professional enough for clients but quick enough for the tenth email in a thread.

Some view “Best” as too abrupt or lazy. Others see it as refreshingly efficient. Know your audience.

Situation-Specific Closings

Looking Forward to Hearing From You

Use when you’re genuinely awaiting a response and want to:

• Encourage reply to a proposal or question
• Express enthusiasm about continuing conversation
• End networking or sales emails positively

Example:

“I’d love to discuss how we might collaborate on this initiative.

Looking forward to hearing from you,

James”

Variations:

• “Looking forward to your thoughts”
• “I look forward to hearing from you” (slightly more formal)
• “Excited to hear back” (more casual)

Overuse: This closing works best when you actually need a response. In routine emails where no reply is needed, it feels manipulative.

Please Let Me Know

Direct and action-oriented, use when:

• You need specific information or feedback
• Providing options requiring the recipient’s choice
• Following up on pending decisions

Example:

“I can make myself available Tuesday afternoon or Wednesday morning.

Please let me know what works best for you,

Maria”

This closing pairs well with clear questions or requests. It prompts action without being pushy.

Hope This Helps

Friendly and service-oriented, use when:

• You’ve provided information, advice, or resources
• Responding to questions or requests for help
• Internal team support or customer service contexts

Example:

“I’ve attached the template we use for these reports, along with a few examples.

Hope this helps,

Tyler”

Tone: “Hope this helps” strikes a humble, supportive note. It’s particularly natural in teaching, mentoring, or support roles.

Caution: Avoid when you haven’t actually helped. It can sound passive-aggressive (“Hope this helps” after a terse correction) or presumptuous (“Hope this helps” when pitching your services).

Letter Salutations

Formal Letter Openings

Traditional Business Letters

Physical business letters maintain stricter formality conventions than email. The salutation follows the inside address and precedes your message body.

Standard format:

“`

Ms. Jennifer Park

Director of Operations

Acme Corporation

123 Business Ave

New York, NY 10001

Dear Ms. Park:

[Letter body begins here…]

“`

Key rules:

• Use recipient’s title (Mr., Ms., Dr., Professor) + last name
• Follow salutation with colon (:) in American business letters, comma (,) in British English
• If you don’t know gender, use full name: “Dear Jordan Smith:”
• For unknown recipient: “Dear Hiring Manager:” or “Dear Selection Committee:”

When letters still matter: Job applications (when specifically requested), formal contracts, legal correspondence, official complaints, resignation letters sent via mail, thank-you notes after interviews (physical notes stand out positively).

Cover Letters

Cover letters—whether physical or emailed—require formal salutations. Following these guidelines for your opening salutation for cover letters demonstrates attention to detail:

Best practice: Research the hiring manager’s name. “Dear Mr. Rodriguez:” shows more effort than “Dear Hiring Manager:”

Example:

“Dear Ms. Thompson:

I am writing to express my strong interest in the Senior Marketing Manager position posted on your careers page. With eight years of B2B marketing experience…”

If you can’t find a name:

• “Dear Hiring Manager:”
• “Dear [Department] Team:” (e.g., “Dear Marketing Team:”)
• “Dear Hiring Committee:”

Never use: “To Whom It May Concern” on cover letters. It signals you didn’t research the company. Spending 10 minutes finding the right name can differentiate your application.

Official Correspondence

Letters to government agencies, legal entities, or formal institutions maintain high formality:

Examples:

“Dear Senator Williams:”

“Dear Members of the Board:”

“Dear Dr. Hutchinson:” (academic context)

These contexts rarely permit casual greetings. When in doubt, err toward formality. “Dear [Title] [Last Name]:” remains the safest choice.

Formal Letter Closings

Physical letters and formal email letters traditionally close with:

Most formal:

• “Respectfully yours,”
• “Respectfully,”

Standard formal:

• “Sincerely yours,”
• “Sincerely,”

Professional:

• “Best regards,”
• “Kind regards,”

Format:

• Closing followed by comma
• Four lines of space for handwritten signature (physical letters)
• Typed name below
• Optional: job title and contact information below name

Example:

“`

I appreciate your consideration and look forward to the opportunity to discuss my qualifications further.

Sincerely,

[Handwritten signature]

Marcus Johnson

Senior Project Manager

[email protected]

(555) 123-4567

“`

Context-Specific Salutations

By Industry

Law / Finance

Conservative industries maintain traditional formality. These fields value hierarchy, precision, and proven conventions.

Opening preferences:

• “Dear [Title] [Last Name]” for external and senior internal communications
• “Dear [First Name]” acceptable after relationship established
• “Hi [First Name]” only for peer colleagues in very casual moments

Closing preferences:

• “Sincerely,” for client communications and formal matters
• “Best regards,” for routine professional exchanges
• Avoid casual closings (“Cheers,” “Best”) in client-facing emails

Why: Legal and financial professionals manage significant risk and liability. Formality demonstrates seriousness and professionalism. Clients in these sectors often expect traditional communication.

Example context (law firm associate to client):

“Dear Ms. Yamamoto:

I have reviewed the contract amendments you sent last week. I recommend the following modifications to strengthen the liability protections…

Sincerely,

Lauren Beck, J.D.”

Tech / Startups

Technology companies and startups typically embrace casual, efficient communication. Hierarchy matters less; speed and clarity matter more.

Opening preferences:

• “Hi [First Name]” is standard across all levels
• “Hey [First Name]” common for internal team emails
• “Dear [Name]” rare except for very formal external communications

Closing preferences:

• “Best,” “Thanks,” or just the name
• “Cheers” in international tech companies
• “Best regards” when more polish is needed (investor updates, PR)

Why: Tech culture values directness, egalitarianism, and speed. Formal salutations can feel bureaucratic or slow-moving—counter to startup mentality.

Example (product manager to engineering team):

“Hey team,

Quick update on the Q2 roadmap. We’re prioritizing the API refresh over the new dashboard features based on customer feedback…

Thanks,

Alex”

Creative / Marketing

Creative industries balance professionalism with personality. Communication can show brand voice and individual style.

Opening preferences:

• “Hi [First Name]” standard for most situations
• “Hello [First Name]” when more polish needed
• First-name basis quickly established

Closing preferences:

• “Best,” “Cheers,” “Thanks” common
• “Best regards” for formal client communications
• Creative professionals sometimes use unique personal closings (“Stay creative,” “Keep creating”)

Why: Marketing and creative fields reward personality and brand alignment. Overly formal communication can seem disconnected from the work itself, which emphasizes authenticity and voice.

Healthcare / Education

These fields blend professionalism with personal care. Communication reflects both expertise and empathy.

Opening preferences:

• “Dear [Title] [Last Name]” when titles indicate expertise (Dr., Professor)
• “Hi [First Name]” for peer colleagues
• More formal for patient/parent communications, casual for internal staff

Closing preferences:

• “Best regards,” “Kind regards” most common
• “Warm regards” fits the caring nature of the work
• “Sincerely” for formal communications to families/patients

Why: Healthcare and education involve vulnerable populations. Professionalism builds trust, while warmth communicates care. The balance is crucial.

By Relationship

First Contact

When reaching out to someone for the first time—whether networking, sales outreach, or job inquiry—formality protects you from missteps.

Opening guidelines:

• Default to “Dear [First Name]” or “Hello [First Name]”
• Use “Hi [First Name]” if the context is moderately casual (tech, creative industries)
• Never use “Hey” or no greeting on first contact

Closing guidelines:

• “Best regards,” “Kind regards,” or “Sincerely” (depending on formality)
• Avoid overly casual (“Cheers,” “Best”) unless industry norms support it
• Include full signature block (name, title, contact info)

Example (cold outreach following best practices):

“Hello Maria,

I came across your article on supply chain optimization in Manufacturing Today and was impressed by your insights on lean methodology…

Best regards,

David Chen

Supply Chain Consultant

Optimization Partners”

Why it matters: First impressions form quickly. Starting too casual suggests poor judgment; you can always become less formal as the relationship develops. You can’t undo an overly casual first impression.

Established Relationship

Once you’ve exchanged several emails or work together regularly, formality can relax naturally.

Signals the relationship has evolved:

• They’ve signed emails with just their first name
• They’ve used casual greetings (“Hi,” “Hey”) with you first
• You’ve met in person or video called
• Email threads become conversational

Adjust accordingly:

• Match their formality level
• “Hi [First Name]” becomes standard
• Closings can simplify to “Thanks,” “Best,” or just your name
• Drop formal signature block for quick exchanges

Example (fifth email in a thread with established client):

“Hi Jordan,

Got it—I’ll make those changes and send the updated version by tomorrow.

Thanks,

David”

The relationship evolution is natural. Don’t force casualness, but don’t maintain stiff formality once it’s clearly unnecessary.

Internal vs External

Your colleagues warrant different treatment than clients or external partners.

Internal (within your company):

• More casual acceptable: “Hey,” “Hi team,” minimal closings
• Speed valued over polish
• Company culture dictates norms (match what you observe)

External (clients, partners, vendors):

• Maintain professionalism: “Hi,” “Hello,” “Dear” for formal matters
• Standard closings: “Best regards,” “Thanks,” “Sincerely”
• Represent your company’s reputation

The boundary matters. An email that’s fine for your team Slack channel isn’t appropriate for client communication. Context-switch accordingly.

What NOT to Do

Common Salutation Mistakes

Understanding what to avoid is as important as knowing what works. Here are eight frequent errors and their solutions:

1. No Greeting at All

The mistake:

“I need the quarterly reports by Friday. Please confirm receipt.

Mark”

Why it fails: Jumping straight to demands without greeting feels abrupt and rude. It suggests the sender doesn’t value basic courtesy or the recipient’s time.

Better alternative:

“Hi Jennifer,

I need the quarterly reports by Friday. Please confirm receipt.

Thanks,

Mark”

Even “Hi [Name]” takes two seconds and transforms the tone entirely.

2. Misspelling the Recipient’s Name

The mistake:

“Dear Brain,” (instead of Brian)

“Hi Kathryn,” (when it’s Katherine)

Why it fails: Name misspellings signal carelessness and disrespect. Your name is fundamental to your identity—getting it wrong shows you didn’t pay attention.

Better alternative: Triple-check spelling. Copy-paste from their email signature. When uncertain about spelling or pronunciation, ask: “I want to make sure I’m spelling your name correctly—is it Katherine or Kathryn?”

3. Using Outdated or Overly Formal Phrases

The mistake:

“Dear Sir or Madam,”

“To Whom It May Concern,”

“Respected Sir,”

Why it fails: These phrases feel archaic in 2026. They suggest inability to research the recipient’s actual name or adapt to modern communication norms.

Better alternative: Invest 5 minutes finding the actual person’s name via LinkedIn, company website, or phone call. Use “Dear [Name]” or “Hello [Name].”

4. Gender Assumptions

The mistake:

“Dear Mr. Jordan Smith,” (when Jordan’s gender is unclear)

“Dear Sir,” (addressing a woman)

Why it fails: Gender mistakes are embarrassing and potentially offensive. Many names are gender-neutral, and making assumptions reveals bias.

Better alternative: When uncertain, use the full name without title: “Dear Jordan Smith,” or “Hello Jordan,”. If the email signature provides pronouns, use them. Otherwise, avoid gendered titles.

5. Inappropriate Casualness for Context

The mistake:

“Yo,” in a job application

“What’s up?” to a new client

“Hey!” to a senior executive you’ve never met

Why it fails: Excessive casualness in formal contexts suggests poor judgment, lack of professionalism, or inability to read social cues.

Better alternative: When uncertain, err formal. You can always relax as relationships develop. Opening with “Dear” or “Hello” keeps you safe.

6. Copy-Paste Errors

The mistake:

“Dear [Hiring Manager Name],” (with the placeholder still visible)

“Hi [Name],” (never replaced)

Why it fails: Template errors scream “I sent this to 500 people.” They prove you don’t care enough to personalize—fatal in job applications and sales outreach.

Better alternative: Use templates, but create a final checklist. Before sending, verify: name spelled correctly? Title accurate? All placeholders replaced?

7. Mismatched Formality

The mistake:

Opening: “Dear Esteemed Dr. Robertson,”

Closing: “Later! 😎”

Why it fails: Inconsistent formality creates cognitive dissonance. If you open formally, the recipient expects formal throughout. Mismatching suggests confusion or insincerity.

Better alternative: Match opening and closing formality. “Dear [Name]” pairs with “Sincerely” or “Best regards.” “Hi [Name]” pairs with “Thanks” or “Best.”

8. Overly Familiar on First Contact

The mistake:

“Hey buddy,” (to someone you’ve never met)

“My friend,” (in sales outreach)

Why it fails: False familiarity feels manipulative. Real relationships build over time—pretending one exists when it doesn’t raises suspicion.

Better alternative: Acknowledge the lack of prior relationship: “Hello Sarah, We haven’t met, but I came across your work on [topic]…” Honesty builds trust faster than manufactured familiarity.

Red Flags to Avoid

Beyond specific mistakes, certain patterns signal unprofessionalism:

Emojis in professional greetings: “Hi there! 👋” might work in very casual internal communications, but generally keep emojis out of salutations. They undermine professionalism.

Multiple exclamation points: “Hi!!!” or “Thanks!!!!” suggests overenthusiasm or lack of composure. One exclamation point—maximum—when appropriate.

All caps: “DEAR JOHN,” reads as shouting. Never use all caps in greetings or anywhere else in professional email.

Nicknames on first contact: If someone’s email signature says “Jennifer,” don’t open with “Hey Jen” until they’ve introduced themselves that way.

Generic group greetings in individual emails: “Dear Sirs” or “Gentlemen” to a mixed-gender group is outdated and exclusionary.

International and Cultural Considerations

Regional Differences

Email conventions vary significantly across English-speaking regions:

United States

• Direct, efficient communication valued
• “Hi [First Name]” standard in most business contexts
• First-name basis established quickly, even with clients
• “Best regards” most common closing
• Formality declining over time—2026 norms more casual than 2015

United Kingdom

• Slightly more formal than US
• “Dear [First Name]” or “Hello [Name]” more common than “Hi”
• “Kind regards” and “Best regards” both standard
• “Cheers” common informally
• Title usage (Mr./Ms.) maintained longer in formal contexts

Australia

• Casual, friendly tone standard
• “Hi [First Name]” or “G’day [Name]” internally
• “Cheers” extremely common as closing
• Formality exists but less emphasized than UK
• Directness valued, similar to US

Canada

• Middle ground between US and UK formality
• “Hello” and “Hi” both common
• “Best regards” standard closing
• French-language business in Quebec follows different conventions
• Generally polite, slightly more formal than US

Cultural Email Etiquette Beyond English-Speaking Countries

When emailing international business contacts whose first language isn’t English:

General principles:

• Err formal: What seems stiff to Americans may be appropriately respectful elsewhere
• Use titles: “Dr.,” “Professor,” “Mr./Ms.” matter more in many cultures than in US
• Full names safer: When uncertain about cultural naming conventions, use full name without title
• Avoid idioms and colloquialisms: “Cheers” or “Take care” may not translate clearly

Specific considerations:

German business culture: Very formal. Use “Dear Mr./Ms. [Last Name]” and “Sincerely” or “Kind regards.” First names come slowly.

Japanese business culture: Extremely formal and hierarchical. Titles matter significantly. Consider “Dear [Last Name]-san” when appropriate.

French business culture: Formal. “Dear Mr./Ms. [Last Name]” standard. “Cordialement” or “Best regards” for closings.

Latin American business culture: Warmer, relationship-focused. Formality maintained but with personal touches. “Dear [First Name]” with “Warm regards” or “Kind regards.”

Middle Eastern business culture: Formal and respectful. Titles important. Gender-separate professional contexts in some regions.

Multilingual Teams

When working with international colleagues:

Strategy 1: Match their approach. If they use “Dear,” you use “Dear.” If they switch to “Hi,” you can too.

Strategy 2: Choose universally understood options. “Hello [First Name]” and “Best regards” work globally.

Strategy 3: When in doubt, explain: “Please let me know how you prefer to be addressed.” This shows cultural sensitivity and prevents errors.

Email personalization strategies become particularly important when working across cultures—taking time to understand preferences demonstrates respect and builds stronger international working relationships.

Best Practices and Quick Reference

Decision Tree for Choosing Salutations

Follow this simple flowchart logic:

Step 1: What’s your relationship?

• Never met → Go to Step 2
• Established professional relationship → Go to Step 3
• Close colleague/friend → Go to Step 4

Step 2: First contact – How formal is the context?

• Very formal (law, finance, job application) → “Dear [Name]” + “Sincerely”
• Professional (most business) → “Hello [Name]” + “Best regards”
• Moderate casual (tech, creative) → “Hi [Name]” + “Best regards”

Step 3: Established relationship – What’s the communication about?

• Formal matter (proposal, complaint) → “Dear [Name]” + “Best regards”
• Standard business → “Hi [Name]” + “Thanks” or “Best”
• Quick question → “Hi [Name]” + “Thanks” or just name

Step 4: Close colleague – What’s the medium?

• Email → “Hi [Name]” or “Hey [Name]” + “Thanks” or “Best”
• Instant message → “Hey” or just message + “Thanks” or nothing
• Formal email (announcement) → “Hi team” + “Best regards”

When uncertain at any stage: Move one level more formal. It’s always safer.

Quick Reference Table

Pro Tips

1. Mirror their style after first contact. If they sign “Cheers, Mike,” you can respond with “Hi Mike” and “Cheers” or “Thanks.” Mirroring builds rapport by showing you’re on the same wavelength.

2. When formality is uncertain, go up one level. Better to seem slightly formal than inappropriately casual. You can always relax later; you can’t undo a too-casual first impression.

3. Use their email signature as your guide. How do they sign off? That reveals their preferred formality. “Michael J. Thompson, Esq.” wants different treatment than “Mike.”

4. Context matters more than relationship. Even with a close colleague, use formal salutations for serious topics (performance issues, formal requests) or when others are CC’d.

5. Your industry’s norms trump personal preference. If you work in law or finance, “Hey” might feel natural to you but alarm clients. Match industry expectations.

6. Set the tone early in new relationships. If you want professional-but-casual going forward, start there. If you begin with “Dear Ms. Johnson” and “Sincerely,” it’s awkward to suddenly switch to “Hey Jenny.”

7. Drop formality in long threads naturally. By the fifth reply in a thread, you can simplify. “Hi Sarah, Got it—thanks! David” is appropriate even if earlier emails were more formal.

Conclusion

Salutations are small decisions with outsized impact. The right greeting sets the tone, demonstrates emotional intelligence, and helps your message land effectively. The wrong one—or none at all—can undermine even perfectly written content.

The good news: with the 99 examples and guidelines in this article, you now have a framework for every situation. Remember the core principles:

Context determines formality. Job applications and client proposals require different treatment than team Slack messages. Read the room.

Relationships evolve. Start appropriately formal, then relax naturally as rapport builds. Mirror the other person’s cues.

When uncertain, go formal. You can always become more casual. You can’t undo an inappropriately casual first impression.

Consistency matters. Match your opening and closing. “Dear” pairs with “Sincerely,” “Hi” pairs with “Thanks” or “Best.”

Most importantly: pay attention to how people respond. If you open with “Dear” and they reply with “Hi,” you have permission to match their informality. If you use “Hi” and they continue with “Dear,” mirror their formality. Professional communication is a dance—watch your partner’s moves.

The salutations you choose are part of your professional brand. They signal awareness, respect, and competence. Master them, and you’ll communicate more effectively in every professional interaction.

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Frequently Asked Questions

What are the best email salutations for professional use?

For most professional emails, “Hi [First Name]” and “Hello [Name]” offer the best balance of professionalism and approachability. “Dear [Name]” works for formal situations like job applications or first client contact. For closings, “Best regards” is the safest default, working in approximately 80% of professional situations. These options respect email etiquette while feeling natural in 2026 business communication.

Should I use Dear or Hi in professional emails?

Use “Dear [Name]” for formal situations: job applications, first contact with senior executives or clients, cover letters, and traditional industries like law or finance. Use “Hi [Name]” for established professional relationships, routine business emails, and moderately casual industries like tech or marketing. “Hi” has become the standard in most professional contexts, but “Dear” remains important for high-stakes or formal communications.

What is the most professional email closing?

“Best regards” is the most versatile professional closing, appropriate for clients, colleagues, and external partners across industries. “Sincerely” is more formal, ideal for job applications, cover letters, and very formal business correspondence. “Kind regards” adds warmth while maintaining professionalism. For established relationships, “Thanks” works when you’ve made a request. All these options are considered professional standard in modern business.

Is it OK to use Hey in business emails?

“Hey” is acceptable only in specific contexts: internal emails to close colleagues, very casual company cultures (particularly tech startups), and established informal relationships. Never use “Hey” for first contact, client communications, formal requests, or when writing to senior executives unless they’ve used it with you first. Even in casual workplaces, “Hi” is safer for maintaining professionalism.

What salutation should I use for a cover letter?

Always use “Dear [Name]” for cover letters. Research the hiring manager’s name through LinkedIn, the company website, or by calling the office. “Dear Ms. Rodriguez:” shows significantly more effort and interest than “Dear Hiring Manager:” If you absolutely cannot find a name, use “Dear Hiring Manager:” or “Dear [Department] Team:”. Never use “To Whom It May Concern” on cover letters—it signals lack of research.

What are formal salutations for business letters?

Formal business letters use “Dear [Title] [Last Name]:” (note the colon in American English). Include appropriate titles: “Dear Mr. Chen:”, “Dear Dr. Martinez:”, “Dear Professor Williams:”. For letters where you don’t know the recipient’s name, use “Dear Hiring Manager:”, “Dear Selection Committee:”, or “Dear [Department] Team:”. Close with “Sincerely,” or “Respectfully,” for very formal contexts.

Is Cheers too casual for business emails?

“Cheers” works in casual business environments, particularly in British and Australian English contexts where it’s standard. In American business, “Cheers” is acceptable for established friendly relationships, creative industries, and international teams. Avoid “Cheers” for first contacts, very formal situations, conservative industries (law, finance), or when you’re unsure of the recipient’s preferences. When uncertain, “Best regards” or “Thanks” are safer choices.