How to Write Email Salutations (With Tips and Examples)

By Indeed Editorial Team

Updated November 25, 2022 | Published November 5, 2021

Updated November 25, 2022

Published November 5, 2021

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

Related: Email Etiquette: Tips For Professional Communication in the Workplace

You'll learn the best email etiquette tips for the workplace including how to schedule meetings and what to do when you don't know how to respond to an email!

Sending an email requires a strong email salutation to ensure the recipient receives information with the intent with which you sent it. Choosing an email salutation requires significant reflection and effective communication. By knowing which salutation to use, you can establish strong relationships with potential clients, coworkers, hiring managers, and those around you. In this article, we discuss the definition of email salutations, provide several salutation examples, and discuss how to identify your recipient.

What are email salutations?

Email salutations refer to the phrases used when beginning and ending your email. These salutations address the recipient of your email. They also indicate your relationship with the person. Here are some things to consider when writing your salutations:

1. Consider the tone

Your salutations establish the overall tone of your letter. Consider how you want the recipient to feel upon reading your salutation. For example, you may want to say To whom this may concern if you send a professional email to someone you don't know personally.

Related: How to Address a Business Letter Professionally

2. Consider perspective

When you email a recipient, they typically don't know the reason for your writing. Consider how you want the reader to respond to the email and whether you have a specific request for them. For example, if you know the reader personally and have a request, you may want to use informal salutations.

Related: How to Write Salutations (With Examples)

3. Consider your goal

Consider your overall goal for writing to determine how to set the tone for your letter and salutation. When writing a note to your colleagues or to members of upper management, you may want to use a formal salutation. When sending your note to someone you know personally, you may want to use an informal salutation. If you send the email to a coworker or supervisor that you know personally, you may want to use a semi-formal salutation.

Examples of email salutations

Here are some examples of salutations to use in your email:

Dear

This is a typical email salutation and is typically used in professional settings. Following this salutation, you also include the recipient's name. To maintain an inclusive salutation, you may want to address the recipient by their name rather than by Mr., Ms., and Mrs. For example, you may write, Dear Tabitha. Alternatively, you may want to include the recipient's official title. For example, you may say, Dr. Hybern.

Hello

There are a few variations of this salutation, including Hi and Hey. This salutation is less formal than Dear. You typically use this salutation when you have an existing relationship with the recipient. If you don't know the recipient's name and seek contact information, you may also want to use this salutation. For example, when speaking to a group of people, you may want to use, Hello everyone. This salutation is inclusive and semi-formal.

Greetings

This salutation is semi-formal and provides a balance between Dear and Hello. You may want to use this salutation when you have an existing relationship with the recipient. You may also find this salutation appropriate if you cold call or pitch ideas to potential clients.

Related: 7 Best Email Greetings for All Situations

How to identify the recipient in email salutations

In some situations, you may not know who to send your email to, which increases the difficulty of sending the right salutation. When sending an email to potential employers, you may want to demonstrate your dedication to the position by ensuring you email the right person. Here is a guide to help you determine how to determine the contact person for your email:

1. Review company websites

The majority of websites list the names of hiring managers and supervisors. You may find it beneficial to review the supervisors and the various responsibilities they have to discover which person is your best point of contact. The website may not have the hiring manager's formal title, but it provides you with a basis for your salutation.

Related: When to Use the Phrase "To Whom It May Concern"

2. Use networking websites

You may also find it beneficial to use networking websites when researching the hiring managers and points of contact for potential jobs. This allows you to find a list of those working for a company. When you have a full name and title, you can begin to craft your salutation.

Related: Top 5 Networking Skills and How to Develop Them

3. Search social media

You may find it beneficial to research the company's social media websites to discover the names and contact information of hiring managers and employers. Some groups require requests for memberships or have limited members. If so, you may find someone in your contact list who works for the company or who has friends with the company. These connections provide you with contact information and general information about appropriate salutations.

4. Contact the company

Contacting the potential employer saves time and allows you to obtain the appropriate contact information efficiently. When calling, you typically speak to administrative assistants who can also answer additional questions. If the reason for your email is to inquire about potential job openings, this contact can also provide you with information about these positions. The administrative assistant may also provide you with essential information about the contact and their general tone. This informs you of whether they prefer to use formal or informal language in their letters and identifies which salutations to use.

5. Speak to your network

When looking for potential contact information, you may want to speak with your colleagues or close friends. This identifies whether they have the information required to send your email. Those within your network may also provide you with information about who to contact and can help you determine which salutation to use.

Letter endings to consider

You may also want to know how to end your emails using a salutation. When writing this ending, you may want to consider including your full name and contact information. This ensures the recipient knows who sent the email and they have the appropriate contact information to send you a follow-up email. Consider including this information if you apply for job positions or if you want to include your mailing address.

Related:

  • How to End an Email

  • 4 Steps To Closing Letters Appropriately (With Tips)

  • Alternatives to Sincerely and Why Your Email Closing Matters

Alternatively, you may want to include your current title, along with the title of the recipient. This is especially useful if you send the email to people within your company because it shows the recipient that you work within the company. Here are some possibilities for email endings:

Sincerely

This salutation is formal and appropriate for various situations. This salutation tells the recipient that you appreciate the time they took to read this email. When using this salutation, you don't need to have a previous relationship with the recipient. You typically follow up by writing your name after the salutation.

Related: A Complete Guide on How to Write an Email to Your Manager

Talk to you soon

There are several variations to consider when using this salutation, including speak to you soon. These salutations provide the recipient with a sense of familiarity and suggest a previous relationship with them. When using this salutation, you may want to consider scheduling a time for future discussion to ensure you and the reader communicate in the near future.

With love

When using this email salutation, you typically want to ensure you have a strong relationship with the recipient because it suggests a level of devotion for the reader. You typically include your name following this email salutation. If you plan to send this to a coworker, make sure this coworker is someone you also connect with outside of work. You may also want to use this sign-off for loved ones.

Cheers

This email ending is informal and is best for those you know personally. You may want to use this sign-off if you want to demonstrate optimism and a positive attitude. Before using this salutation, consider whether your correspondence provides negative or positive information.

Examples of letter endings

Here are some examples of letter endings you may want to use when writing your ending salutation:

  • Have a great vacation! Hope you get to rest plenty. Cheers, Emily

  • I hope to hear back from you soon so we can continue discussing our budgeting. Please find attached my calendar and availabilities. Talk to you soon, Kathy

  • Congratulations on your hard-earned promotion. Sincerely, Hannah

  • From your favourite coworker, James

  • It was a pleasure speaking to you about our shared passions and interests. Talk to you soon, Amy

  • I hope you take some time to manage your personal wellness. Best, Cynthia

  • Feel free to contact me for more information about this project. Sincerely, Jake

  • Hoping to see you at next week's meeting. Best regards, Sam


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