10 Best Phrases To Begin an Email, Plus the #1 Way You *Don’t* Want To Start Your Message
Sitting behind a screen and typing an email makes it tempting to ditch pleasantries and get straight to the point. However, experts share that the first phrase or two is like a delicious appetizer that sets the stage for the rest of the meat and potatoes of an email.
"It's your first impression," says Reena B. Patel, LEP, BCBA, a psychologist and licensed educational board-certified behavior analyst. "The same rules apply as in person when wanting to make a great first impression."
What precisely are those rules? While experts share that etiquette will vary based on the email's audience, Patel says some universal truths apply.
"Having good email etiquette ensures you come across as...polite, clear and direct," she explains. "This, in turn, makes others like you [and] receptive to your email and more likely that they will respond."
And if a person responds, it saves you the trouble of having to craft another email with the purpose of "just following up." How can you nail your email intro? Steal one of these psychologist-approved best phrases to start an email.
Related: 11 Best Ways To End an Email, According to Communication Experts
The Difference Between Email and Text/Social Media Messenger Communication
Email is no longer the only way to communicate digitally (and hasn't been for a while). There are nuances in email communication and messaging friends via text or social media. The first? The audience is often—but not always—different.
"Emails are typically used to communicate more formally, whereas Facebook and text messages can be used informally among friends and family," explains Cynthia Shaw, Psy.D, CGP, ACS, a licensed clinical psychologist and owner of Authentically Living Psychological Services.
Emails also have lower expectations for immediate responses, whether you're communicating with a text-averse grandparent or your own boss.
"Text and Facebook messages are designed to mimic conversations in real-time," says Mark Stonger, Ph.D., a licensed psychologist with Thriveworks in Colorado Springs.
But the lower expectations for an ASAP reply raise the bar for quality responses.
"Email allows for thoughtful replies and time to consider a response, giving both the writer and recipient time to process and carefully select their wording," Dr. Stonger says.
What Are the Risks of Starting an Email Wrong?
Starting an email incorrectly can cause the user to tune out anything else you have to say, missing the point of your email. Part of this risk is inherent in any written communication, where tone can get lost in the sauce.
"One of these important pieces is to consider that we may not be able to accurately communicate our tone of voice in an email," says Ernesto Lira de la Rosa, Ph.D., a psychologist and Hope for Depression Research Foundation media advisor. "This leads to misunderstandings in communication and may elicit a range of emotions when two people in communication may not be on the same page."
These feelings might include distrust, frustration and anger, which can create a ripple effect that reduces efficiency.
"This can lead to even more emails exchanged as a result of misunderstanding and can become frustrating for all parties involved," Dr. de la Rosa explains, adding that some people may not respond to the email at all.
Related: The No. 1 Surprising Sign of Workplace Burnout
10 Best Phrases To Start an Email
1. (Title) (Name),
An example of this phrase would be "Dear Mr. Smith." Dr. Stonger says this approach is basic and direct.
"It is a no-nonsense way to communicate respect for the reader's position without being overly formal," Dr. Stonger says.
Dr. Shaw is also a fan, especially if communicating with someone for the first time.
"This further demonstrates respect when communicating with someone you have not met," Dr. Shaw says. "It also demonstrates your research and attention to detail by including the individual’s title and job role."
2. Hello, my name is X, and I am responsible for Y
Dr. Shaw says this phrase is another excellent one for initial email outreaches.
"This quickly helps your recipient have a better understanding of who you are while demonstrating authority and expertise," Dr. Shaw says.
3. Good morning, afternoon or evening, (Name)
This phrase isn't reinventing the wheel. However, Dr. Shaw says sometimes it's best not to overthink an email introduction.
"This is a sure way to invite your reader or recipient into a space that is welcoming and respectful," Dr. Shaw explains. "You are demonstrating politeness, respect and warmness."
Dr. Shaw adds that warmth is a particularly polished touch in professional emails to people you've been in contact with.
4. Hi (Name), I wanted to send you an email to continue talking about (Topic)
Dr. de la Rosa shares that phrases like this provide a clear context of the email's intent. Patel agrees.
"This works great for receipts who do not like fluff and want to get straight to the point," Patel says.
5. Thank you for X
Starting from a place of gratitude can immediately make the recipient feel appreciated and receptive. Patel says this phrase is excellent if you want to thank someone for their time or something they did for you.
6. I wanted to compliment you on...
Make the person on the receiving end of an email feel good by sharing a quick compliment.
"Beginning an email with a compliment is also an appropriate and respectful way to broach an email exchange," Dr. Shaw says.
Examples include praising someone for a recent presentation or the depth of resources they provided.
7. Dear (Name), I apologize for not responding sooner, but I have been catching up on emails this week.
Emails don't mimic real-time conversations, but sometimes people feel like they should. If you're feeling a little bad for not responding sooner or replying to an email with multiple follow-ups, a quick apology may diffuse frustration and personal guilt.
Dr. de la Rosa says that phrases like this one provide more context.
8. To whom it may concern,
This one sounds stuffy and impersonal, but multiple experts share it's appropriate in specific situations.
"This is a very formal intro for an audience you do not know well," Dr. Stonger says. "Often, this [introduction] is [used] to bring up an issue without knowing the exact right destination. Be careful in using this intro, as the formality sets the tone for the email."
For example, you might request a quote from a vendor but send it to a generic email like info@ABCtechnology.com.
Dr. Shaw agrees it's best to save this phrase for audiences you have yet to engage with in any way.
9. Hi team,
Patel loves this phrase when communicating casually with multiple people.
"If you are emailing more than two people, it is best to address everyone instead of each individual name," Patel says.
"Hi everyone" also works.
10. How are you?
This question offers another colloquial and warm way to begin an email.
"This is a great way to get a conversation going and a way of showing that you are not only hoping for a response, but you are intending to create a conversation," Patel says.
Related: Adopting This One Simple Phrase Can Prevent 'High Achiever Burnout,' According to Career Experts
What's the Worst Way To Start an Email?
While some people need no introduction, experts share that an email does.
"The worst way to start an email is by not addressing your recipient and jumping writing into the body of the email," Dr. Shaw says. "This demonstrates that you are not considering your recipient, nor setting the stage for a reciprocal dialogue, in which the recipient feels valued, respected and considered."
Patel agrees.
"If you jump right into the message without a welcoming intro, it can also come across as not sincere," she says.
Next: 15 Phrases to Politely End a Conversation, According to Psychologists
