Email Salutations You Can Use in the Workplace

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Email salutations are important to make a good impression internally and with clients. Good introductions and closings to your emails should be professional and appropriate for your target recipient. There are many different options to choose from based on the situation and your needs. Read this article to learn more about email salutations and the best ones to use.

What are email salutations?

Email salutations are short opening and closing statements. You should use professional salutations any time you email a client, co-worker or manager. There are many different options on how to write salutations, and you should find the one that works best for the tone you want to set for the email.

What to include in the opening of an email

An email opening should be a short greeting followed by the recipient’s name. Depending on who you need to address, you can use a variety of greetings and a combination of the person’s name. Since the opening sets up the rest of the email, be sure to consider your options thoroughly and make sure your opening sets the right tone.

Popular options for email openings

The following list provides some of the many options to consider for your opening greetings in an email:

Hi, or Hi [name]

For a more informal version of a casual ‘hello’ greeting, use this term. It’s important to reserve this greeting for those contacts you know very well.

Dear, or Dear [name]

This term provides a very formal greeting. It’s appropriate for most types of professional communication within the workplace, both external and internal. ‘Dear’ often appears more in personalized messages such as acceptance or rejection letters, resignation letters and follow-up letters.

Greetings, or Greetings [name]

This term is a more formal version of a casual ‘hello’ greeting. It’s one of the most appropriate formal options when speaking to an acquaintance in a business email. ‘Greetings’ can also be used for almost any level of communication.

Hello, or Hello [name]

This term is often acceptable in business emails. However, it carries a very casual tone that must be considered in each email. Reserve this for internal messaging or with clients or vendors you have established a firm relationship with.

Hello all

Most consider this a formal method of greeting multiple recipients. Similar to a standard ‘hello,’ however, this carries a very casual tone. Consider all audience members before using this in a message. If there is a single person who stands as an acquaintance or less to you, revise your greeting message.

Hi everyone

This greeting method to multiple recipients is even less formal than the one previously mentioned. Consider this term carefully before sending it out to a group. For example, a team leader with a close team might send this out as the introduction to a casual update message.

Good morning/afternoon

This greeting carries a casual tone, but depending on the recipient, it may be welcomed. It adds personalization to the message, addressing the time of day.

To whom it may concern

Use this phrase for formal correspondence, especially if you’re unsure who your recipient is. For example, you might use this to make a formal business inquiry, job inquiry or don’t know the name of the person you need to contact.

What to include in the closing of an email

Here are some suggestions that you can use for the closing of an email:

Closing thoughts

In no more than three sentences, summarize your thoughts expressed throughout the email. Keep it simple, brief and on topic. For example, if the intent of the email was to extend thanks, use these last few lines to thank the recipient again and express gratitude for their deed.

Full name

Include your full name at the end of every professional email. This includes first and last name. Use the name you go by at work or in professional settings instead of nicknames or shortened names. Using your professional name in all business matters avoids confusion and improves communication with recipients.

Company information

Along with your full name, include company information at the end of every professional email. Use your job title, company name and tagline, if necessary. Organizations have their own in-house rules regarding the signature area of an email, but most include this information.

Contact information

The last section included in every professional email is contact information. You can add your work phone number or personal phone number, additional business emails and the business mailing address. If you’re sending an email to a hiring manager, you can include a link to your professional networking or portfolio site.

If you’re creating a closing for a company email, check to see if there are any guidelines that you need to follow, such as adding a logo or company address.

Popular options for email closings

Here are some common closings you can use in your emails:

Best

This is a common closing that you can use in almost any positive situation. You can also use ‘All the best.’

Regards

You can use ‘Regards’ to end most emails. It has a more formal tone, so it’s good for emailing a client or hiring manager.

Kindest regards

‘Kindest regards’ is a variation of ‘Regards’ that’s best when used for strictly formal emails. You can add this closing if your email has a request for the recipient to respond. For example, if you send an email asking a hiring manager to schedule an interview.

Thank you

If you send an email to ask for a favor or that needs a response, ‘Thank you’ is an appropriate closing. You can also use it if you want to thank the recipient for something they’ve already done for you.

Thanks

‘Thanks’ is an informal variation of ‘Thank you’ that you can use when emailing a colleague or a close manager. Use this closing only when you have a good relationship with the recipient.

Sincerely

This closing is standard for most formal emails. You can use ‘Sincerely’ in any situation where you need to sound professional.

Cheers

‘Cheers’ is best for very casual situations. If you’re emailing a coworker who you have a very close relationship with, you can use it. Otherwise, consider a more formal closing.

Since closings are one of the last parts of your email that the recipient will read, it’s important to use one that ends your email in the right tone.

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