💡 How-To
How to Write a Professional Email (Greetings and Sign-offs)
First impressions happen in the first line. The wrong greeting can undermine your message before anyone reads it. Here's how to get it right.
Professional Greetings by Situation
| Situation | Greeting | Example |
|---|---|---|
| Unknown recipient | Dear [Name], | Dear Dr. Smith, |
| Coworker (formal) | Hi [Name], | Hi Sarah, |
| Coworker (casual) | Hey [Name], | Hey Mike, |
| Manager/boss | Dear [Name], | Dear Mr. Johnson, |
| Group/team | Hi everyone, | Hi team, |
| Job application | Dear Hiring Manager, | Dear Hiring Manager, |
Professional Sign-offs
| Sign-off | Tone | Best For |
|---|---|---|
| Best regards, | Formal | Business, clients |
| Kind regards, | Warm formal | Networking, outreach |
| Sincerely, | Very formal | Applications, letters |
| Thank you, | Grateful | Requests, follow-ups |
| Best, | Semi-formal | Internal, colleagues |
| Thanks, | Casual | Quick internal emails |
Email Structure
- Subject line: Clear, specific, action-oriented (e.g., "Meeting Request: Q3 Budget Review")
- Greeting: Match the relationship and formality
- Opening line: State your purpose immediately
- Body: Keep it short " — one topic per paragraph
- Call to action: What do you need them to do?
- Sign-off: Match the greeting's formality
- Signature: Name, title, company, phone
The subject line rule: Never leave a subject line blank. Make it specific: "Question about Thursday's meeting" beats "Hi" or "Quick question." Busy people scan subject lines to prioritize " — help them help you.
⚠️ What NOT to do:
- Don't use "To Whom It May Concern" " — it's outdated and impersonal
- Don't use "Hey" with executives or clients " — too casual
- Don't use "Dear Sir/Madam" " — assume a name or use "Dear Hiring Manager"
- Don't write "No worries" as a sign-off " — it's too informal
- Don't forget to proofread " — typos in professional emails look careless
The bottom line: Match your greeting and sign-off to your relationship with the recipient. "Dear [Name]" for formal, "Hi [Name]" for everyday, "Best regards" for sign-offs. Always include a clear subject line and end with a specific call to action.