Email Salutation

Saying hello and saying goodbye should be simple, right? It's straightforward regarding the number of words you use, which might be as many as five or six. However, what those words are is a big deal, especially when writing an email. Although the world speeds ahead, email continues to be how many business people communicate, especially when talking to those outside the company. Here is how to say hello and goodbye in various contexts.

Proper Salutations for Email

Before you can understand what a “proper” email salutation is, you need to know what an email salutation is in the first place.

"Who" you are talking to is what makes a given salutation “proper” or “improper.” Your salutations will differ between formal emails and informal emails.

You typically use formal emails for critical business emails, inquiries, and talking to those you don’t know well.

Use these when talking to people you know. High-level business emails might be informal if the two people communicating are friends or old colleagues.

So what is proper for each of these kinds of email? To begin, here are two quick examples of what not to do.

Way overkill, right?

Way… underkill.

To understand what you should write, break down the topics.

Informal Email Salutations

You will mostly send emails in a business or academic setting. A friend might email you a travel itinerary, but most friends text each other. All of this being the case, we will focus on your business and academic colleagues when writing informal emails.

Specifically, informal emails are for peers or immediate superiors (once you get to know them). Each workplace is different, so take this with a grain of salt.

Here are the key things you want to consider in an informal email salutation. For now, focus on the greeting of your informal email.

Comfortable Language in Informal Emails

Think warm when writing your greeting. Here are some examples:

These are all familiar ways to address someone.

The Exclamation Point in Informal Emails

People have a habit of assuming the worst possible tone when reading a message, so you want an informal email to convey friendliness. The exclamation point is one way to appear less severe.

Simple.

Emojis in Informal Emails

In face-to-face dialogue, people get a variety of social cues from each other. When emailing, you do not get this benefit. The answer: emojis. You can do this right in your greeting.

These are four fabulous ways to informally greet your colleague.

Formal Email Salutations

Formal emails are for people you don’t know well. These are for job interviews, contacting the big boss, and talking to clients outside your company. If you don’t know whether you should send someone a formal or informal email, your best bet is the formal email.

Hello vs. Hi in Formal Emails

Even in a formal setting, “greetings” or similar phrases sound straight out of the gilded age. Both “hello” and “hi” are acceptable, but if you're unsure, use "hello." Even if you are talking to someone older than you or higher up, you can’t go wrong with “hello.”

Be calm and neutral in a formal email. Flaticon.

How to Address Someone in Formal Emails

Calling someone “Mr. Stone” is old-fashioned and reserved for talking to someone higher up, like the the vice-president of your company. So, unless you have good cause, don’t assume Miss, Ms., Mrs., or Mr..

Using the first name on its own is also helpful if you don’t know how someone identifies.

You can also use the standard "dear" in formal emails, if you don't mind your email sounding like a written letter. This usage is not as popular as it used to be.

If you don't know who you are addressing, you might say something like this:

You can use "To whom it may concern," but this might sound too much like a template email, which isn't good.

Exclamation Points and Emojis in Formal Emails

If you are seeking a job, you can use an exclamation mark to show the kind of person you are.

Don’t use emojis in formal emails. Although they are beneficial, formal emails are too steeped in the written tradition. The good news is that, over time, formal emails can relax into less formal or informal emails.

Salutatory greetings are your first impression of someone. Try to be yourself, if you can, so you are happy with what you get back and how others treat you. Putting on a false face can land you somewhere that you are unhappy.

Send emails that reflect who you are. Flaticon.

Email Closing Salutations

Now that you understand the basics of informal and formal greetings, it’s time to translate that knowledge to your closing salutation. As usual, break it down between informal and formal emails.

Informal Closing Salutations

In informal emails, you may not even include a closing salutation. Often, you don’t. If you are including one, though, here are some excellent choices.

After one of these, you can include your first name if you want (on a separate line below), although it isn’t necessary.

Yes, feel free to use an exclamation point or emoji in your closing salutation.

Formal Closing Salutations

You always want a closing salutation in your formal emails. Here are some particularly formal closings you can use.

Only use these formal examples in very formal situations.

In some formal cases, something like “cheers” works fine.

Email Salutation Examples

Here are two short, complete email examples. This first one is an informal email.