How to Write Salutations (With Salutation Examples)
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Email is a common communication tool you can use to share and receive information regarding your job and career. Crafting professional emails can help you clearly and efficiently communicate with colleagues, clients and other professionals. Understanding how to craft professional emails using appropriate salutations can help you make a good impression on email recipients. In this article, we explore the steps to write salutations in professional emails, list salutation examples you can use and provide information to include in your professional emails.
Salutation examples to start professional emails
Reviewing some common salutation examples can help you write a professional email. A salutation is the greeting at the beginning of an email, and it's the first thing your recipient sees. It's an important factor influencing your recipient's impression of you and the rest of the content of your email. If you start your email with the appropriate salutation, you can set a professional tone for the rest of your email. Below are some salutation examples to start professional emails:
This is the most common and often the most preferred type of formal salutation to use when starting professional emails. You can use this salutation to send emails to people you know and also to contact new clients or business partners. After Dear, you can include the recipient's name and prefixes such as Mr, or Ms. For example, you can say, Dear Mr Wong, or Dear Ms Lam,. You may also use the recipient's full name and leave out the prefix. Make sure to also spell out the recipient's title such as Professor, Rabbi or Doctor. Examples include Dear Professor Chun, or Dear Doctor Lui,.
2. Hi, or Hello,
This type of salutation can be a bit less formal than Dear, but they are still acceptable salutations in professional emails. You can use Hi, or Hello, when you're addressing a department or sending an email without personal contact information. For example, you can use the greeting Hello, when you're writing an email to a government office.
You can also use the greetings Hi, or Hello, if you have built up a regular correspondence with the recipient or if you're sending follow-up emails in the same email thread. Make sure to also include their name in the salutation as its business appropriate and a sign of respect. Examples include Hi Lily, or Hello Susan.
3. Good morning/afternoon/evening,
You can start your professional email with Good morning/afternoon/evening, if you're sending a quick update on an issue or making an announcement of a company policy or function. This salutation has more of a friendly tone so it's best to use it to send emails to recipients that you're familiar with or that are in your close professional network. For instance, you can use it to announce an upcoming office party to the people in your department.
Using Greetings, as your email salutation lies somewhere on the spectrum between Dear, and Hi, or Hello, in terms of formality. It's still an acceptable email salutation but often implies an affable relationship more than a formal introduction. Greetings, is also used to stand out from the crowd if you're cold pitching or cold emailing a potential client. It's a good option if you have a limited relationship with the recipient.
5. Hi everyone,
This salutation is similar to the Good morning/afternoon/evening salutation. You can use it to address a group of people about a quick update or announcement. It's inclusive of everyone in the email and is professional while also being friendly.
Ways to end professional emails
Choosing an appropriate email closing is just as important as using a proper greeting at the start of the email. How you end an email can leave a lasting impression on your audience and even be a motivating factor in how quickly they respond or take action. Below are some example closings you can use to end professional emails:
This salutation is the most commonly used and preferred form of ending a professional email. It's appropriate in most business and formal situations and it shows that you care about the impression you make on your recipients. It also lets the reader know that you appreciate the time that has gone into reading the email and any call-to-actions that you requested.
2. Thank you for your time/consideration,
This is also another popular way to end professional emails. It's especially appropriate for job application emails. It shows that you're respectful of the time that your reader has spent reading the email and their deliberate consideration of your suitability for the role you applied for.
3. Hope to talk soon,
Using this salutation reinforces that you want to have a follow-up conversation or meeting. This is a great sign-off to use for cover letters, interview requests and interview follow-up emails. You can also use this in a more casual tone with people your familiar with.
Another popular way to end a professional email is to use Regards,. Based on the context and your relationship with the recipient, you can use either Best regards, or Warm regards,. You can use Best regards, for general, everyday business emails and is suitable to be a default sign-off on a digital emailing platform. Warm regards, is more suitable in situations where you know your recipient well or when you're emailing a subordinate.
5. Best wishes,
This salutation is similar to Regards, but it tends to be more context-specific. It's best to use this ending in a situation where you actually want to wish the recipient the best in the future. For instance, if a colleague is leaving, you can use Best wishes, to indicate that you wish them well in their future prospects.
Other information to include in your closing salutations
In business settings, it's common for employees to include essential information about themselves at the end of their emails. This works as a professional introduction to who you are, your role and what company you represent. Here is some common information to include in your closing salutations:
1. Full name
It's best to use your full name to end a professional email. You may use just your first name if you're emailing someone you're very familiar with, or if the email is more casual in nature. You may also consider adding your signature, so your email is more formal.
2. Position and company
It's important to include your official position and the name of the organisation you work for in your ending salutations. This is especially useful if you're cold-emailing potential clients, reaching out to new clients, growing your network or generally emailing someone unfamiliar to you. People also often add disclaimers regarding the company they work for.
3. Contact information
Including your contact information is essential, especially if you're enquiring about a job position or hoping the recipient of your email contacts you after reading. Typically, you want to include your email address and your phone number after your name, position and company. This allows people to easily contact you for more urgent matters.
How to write better salutations in professional emails
Follow these simple steps to write better salutations in professional emails:
1. Learn the details of the recipient
Before you write a professional email to a supervisor or a business partner, it's important to know the details of their name, title and position. Knowing these details can help you choose appropriate salutations and make sure that your email is respectful of the recipient. It can also help you avoid using the wrong names or titles and cause unnecessary misunderstandings.
2. Determine the nature of your relationship with the recipient
In addition to learning the details of the recipient, another important step is to determine what kind of relationship you have with them. For instance, if you're writing a work email to a colleague that you're very familiar with, you might choose to use an informal salutation. On the other hand, if you're writing to an important client or someone you have never met before, it's best to use a respectful and professional salutation.
3. Identify the recipient's perspective or context
If the recipient doesn't know who you are or why you're writing, consider how the recipient would read and respond to your email. Think about how people often tend to react to certain email greetings and endings and set your salutation accordingly. For instance, you might want to use a more professional salutation rather than starting your email with slang or jargon which people don't really respond well to.
4. Establish a goal or subject matter for the email
Because the email salutation sets the tone for the email, consider what you're writing about when you write your salutation. If you're writing a note to let a colleague or management know that the company has lost an account, you might use a formal greeting and ending. If you're sending a note about the birth of a child to your boss, you can use something more informal.
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