How to start an email? 7 Copy/paste examples

Want to know how to start an email on the right foot? 🦶 In this article, you’ll discover the 7 best greetings for sending emails on any occasion. 💯

Remember that first impressions are something you can never get back, 👀 so make sure you present yourself properly to get off to a good start when sending emails in professional or personal environments! 🤝

How do I start an email?

Here are 7 tips on how to start an email. Below you’ll find 7 effective introduction templates for your emails. 👇

1) Appropriate ways to greet in a letter/email

Greetings such as “Sir” and “Madam” are socially acceptable, but you risk “misgendering” someone, by wrongly assuming the reader’s identity or marital status. 🌈

This email greeting is ideal for formal email conversations. It’s commonly used in cover letters, formal business letters and other forms of communication to show respect to the recipient. 😌

2) A relaxed approach to email intros

In most work-related emails, a casual “Hi {{FirstName}},” followed by a comma, is quite appropriate as an email greeting. Consider the salutation “Hello {{FirstName}}” if a slightly more “formal” tone is desired. 😏

Although this is a casual greeting, it expresses a simple, welcoming tone. 👌

3) Greeting several people as you start an email

When you’re sending an email to two or more people, you have a few alternatives, such as :

• “Hi everyone”.
• “Hi team”.
• “Hello X-team.”
  

They also avoid using gendered addresses to a group, such as “Hi guys” or “Ladies/Sirs”, which may not correctly identify the recipients. 🤫

4) Perfect e-mail subject lines

Starting an e-mail with “I’m contacting you about…” is polite and direct, and emphasizes the purpose of the communication.

With hundreds of email correspondences transmitted in a single working day, 😖 this approach shows that you care about the recipient’s time by getting straight to the point. 🏹

What’s more, stating your objective at the outset minimizes misinterpretation or uncertainty about what you want the reader to do. 🤷

5) Express gratitude when replying to an e-mail

Gratitude is another approach to showing that you care about the reader, you can start your email by saying “Thank you for…”. This is a way of acknowledging from the outset that your email is a response to an email from the recipient or to a previous action.

It’s also a way of showing your appreciation for the teamwork shared. 🤩

Why is the beginning of an email so important?

The beginning of an e-mail is crucial, as it determines whether the recipient will continue reading or not. 👀

The beginning of an e-mail, often accompanied by a subject line, acts as your store window. It should make the reader want to click through to your entire mail. 😌

But that’s not all. From the very first lines, the recipient needs to understand why they’re receiving this email.

From the very first lines, the recipient needs to understand why they’re receiving this email. 🤔

This builds trust and legitimacy. A clear, concise introduction shows that you respect its time while generating interest. 💪🏼

Finally, to write a good start to an e-mail, you could, for example, write :

• A promise of value.
• An intriguing question.
• Personalized recognition.

For example: “After studying your recent projects, I have an idea that could reinforce your strategy”.

Here, we give an overview of the content while whetting the appetite for more. 👀

1. How to start a professional email? For a teacher or professor

Especially when contacting a teacher, university professor, lecturer, mentor or anyone else you want to convey your respect to, it’s best to stay on the formal side. 🤓

You can use a template like this one: 👇

Object line: Reading list for class

Dear Professor Smith,

I am currently enrolled in your English as a Foreign Language course for Fall 2022. I was curious to find out which version of Shakespeare’s Hamlet we would be reading in class. This summer, I was hoping to get a head start on my course readings. Thank you for your time.

Sincerely,
Jeanne Doe

Our advice. 👇🏼

Step	Recommendation
Message subject	Add a clear subject line that specifies your class so that your teacher immediately knows what it’s about.
Form of address	Use a formal greeting like “Dear Prof. X” or “Dr. X”, rather than an informal one like “Hi”.
Conclusion	End with “Sincerely” or similar, and add your full name.
Clarity and conciseness	Be brief and to the point, as your teacher is probably very busy. Ask complex questions in person if possible.
Email address	Use your school’s e-mail address, rather than an unprofessional personal address such as “lejocker_13@gmail.com”.

2. Hello {{FirstName}}, I’ve discovered…

Subject line: You’re an expert in [industry], and that inspired me!

Hello {{FirstName}},

I’ve discovered your work in [sector or field] and I’m impressed by your expertise. At {{Enterprise}}, we share this interest in [common theme], and I wanted to introduce you to a solution that could simplify your daily life: [name of product/service].

Looking forward to hearing from you!

3. Hello {{FirstName}}, did you know that…

Subject line: Find out how to increase [expected result] by X% in [time].

Hello {{FirstName}},

Did you know that [your solution] can help you achieve [key benefit] in just [time]? That’s what we did for [customer reference] in [sector].

I’d be delighted to tell you how we could achieve similar results for you.

See you soon.

4. How to start an email for a job offer?

Writing an email to apply for a job is often the first contact you make with a recruiter or potential employer.

It’s your opportunity to make a positive, professional first impression. 👀

Subject line: I’d like to join your team at [Company name].

Hello {{FirstName}},

I hope you are well.
I am writing to you because I am very interested in the position of [job title] recently advertised with {{CompanyName}}. After discovering your profile on [LinkedIn/their website], I was impressed with your background and your role as [current position].

I’d love to hear more about your experience at {{CompanyName}}: the company’s values, team culture, and the qualities essential for success in this role. If you have a few minutes, I’d be grateful for any advice or feedback on what the company is looking for in its candidates.

Thank you very much for your time and help.
Have a great day.

Our tips. 👇🏼

Step	Recommendation
Message subject	Clearly state the subject of your message so that your correspondent immediately knows what you want.
Salutation	Opt for an informal greeting, such as “Hello” or “Hi”, to set a friendly tone.
Conclusion	Always end with a phrase like “Thank you very much”, “Best regards”, etc., and add your full name.
Message clarity	Be direct and concise: get straight to the point, without beating around the bush.
Email address and LinkedIn	Use a formal email address, such as “jean.darc@gmail.com”, or send a message directly via your LinkedIn profile to initiate a connection.

5. How do I start an e-mail to send a document?

Sending an email to your employer or boss is a quick and easy way to express any updates, questions or vital information about work and ongoing projects. 🪶

If your job requires you to communicate with your employer, knowing how to write a professional email, like this one, can come in handy 👇

Subject line: Many thanks for [reason].

Dear [supervisor’s name],

Further to your e-mail, our support for [name of project or task] has enabled our team to [indicate the benefits of its assistance]. Please refer to the attached document, which contains [description of information]. Thank you for taking the time to read this email.

Sincerely,
[Your name and position]

Our advice. 👇🏼

Step	Recommendation
Reason for contact	Explain clearly why you are contacting them, and include this reason in the subject line.
Salutation	Use an appropriate greeting such as “Dear Mr/Mrs X” or “Hello Mrs Dupont”.
Clear request	State precisely what you expect, for example: “Please confirm my request for leave” or “Please examine the attached documents”.
Concluding sentence	Add a sentence like “You can reach me if you have any further questions or for more information.”
Professional email and proofreading	Use your professional email (example: pierre.dupont@waapi.com) and always proofread your message to avoid mistakes or errors.

6. Hello {{FirstName}}, we’re recruiting…

Approaching prospects via email is a great way to close a deal and establish a working relationship with a new customer. Your ability to write these emails can help you increase conversions using an effective acquisition channel. 🧲

Discovering engaging ways to write an email to a potential customer can help you increase your chances of closing a sale. Let’s take a look at how to introduce yourself in an email : 👇

Subject: {{FirstName}}, We’re offering 35% off the first month, for new subscribers !

Hello {{FirstName}},

My name is Paul and I work for Waalaxy, a company that makes it easy for LinkedIn users to send personalized messages and emails to their prospects.

You’ve recently expressed interest in learning more about what we do at Waalaxy, so here’s some more information about why we’re the best automation tool of our kind:

*Affordable prices: Freemium version + Team Plans,
*Customizable templates: Send customized templates from different sequences, and combine LinkedIn + email.

We offer a 35% discount to new members who subscribe to an annual plan, until the end of the month. I look forward to hearing from you!

Have a nice day,
Paul de Waalaxy
+33778787878
paul@waalaxy.com

Our advice. 👇🏼

Step	Recommendation
Call to action	Place a call to action directly in the subject line to grab your B2B prospect’s attention.
Personalize	Use a greeting like “Hello X” and always personalize your message.
Value proposition	Clearly present the benefits of your product/service and show the value proposition in the body of the email.
Conclusion and contact details	Add a closing sentence such as “We look forward to hearing from you”, and include your contact details: email and phone number.
Proofread	Always proofread your message to avoid mistakes and the risk of it ending up in spam.

7. How to start an informal e-mail? Sample mail for a friend/acquaintance

Finally, here’s a sample greeting you can use to contact a friend, work colleague or someone you don’t know very well, but with whom you’d like to become friends. 🤗

You can be informal in this type of approach, for example using a template like this: 👇

Object line: Hello, it’s me again!
Hi {{FirstName}},

First of all, I hope you’re having a great day (even though it’s Monday haha).
Don’t worry, I’ll keep this brief… This email is about next week’s meeting. Do you mind if we move it to Thursday? Next Tuesday will be horribly busy for me, I’m sorry about that! Let me know if that works for you.

Thanks and see you soon,
X.

Our advice. 👇🏼

Step	Recommendation
Subject line	Use a fun subject line to show that this is not a formal e-mail.
Greetings	Use gender-neutral greetings such as “Hello everyone” or “Hi {{FirstName}}”.
Clarity and simplicity	Keep it short and simple. If the subject isn’t serious, prefer a face-to-face discussion.
Conclusion	End with a formula appropriate to the level of trust, such as “Goodbye”, “Take care” or “Kisses”.
Humor	Add light-hearted jokes to lighten the mood, such as “Happy (not) Monday!” or “I hope you had your coffee this morning”.

How about a recap?

E-mails are an integral part of our lives. Whether you use them in your personal or professional life. Emails are very useful and, as we can see here, it’s not too difficult to write a professional email, is it? 😃

You just have to pay attention to the little things and send the email. Who knows? 💁

Maybe, you could land a huge client, your dream job, or a promotion. Simply because your email was impeccable. 💯

The possibilities of a well-written message are endless, so don’t let the formalities intimidate you. 😅

Finally, here are some other ideas you can apply for effective email greetings. 👇🏼

Aspect	Detail
Understand your target audience	Your welcome message and opening line should reflect the relationship with your readers (customer, executive, business acquaintance, close colleague).
Make your objective clear	State the purpose of the e-mail in the first sentence or subject line to avoid confusion or frustration. This prepares the reader to understand the message’s intent.
Use Internet tools	Check spelling to appear professional. Use automation tools, such as Waalaxy, to set reminders or send emails when you’re unavailable.

Frequently asked questions

What polite formula should I use to write a sample e-mail?

👉 Here are 5 polite formulas to start a professional email effectively:

• “Hello”, “Cuckoo”.
• “Hello {{FirstName}}”.
• “Hello everyone”.

Be sure to use commas, punctuation and grammar correctly, as first impressions can make or break your business, or tarnish brand image. 😣

How to write a professional e-mail in French?

There are several intro phrases for writing a professional email in French, each with its own use cases. 🤔

You could, for example, express gratitude to your readers or remind them of an upcoming meeting. You should write different opening sentences depending on your purpose and who you’re writing to. ✍️

Here are some typical opening lines to keep in mind for every occasion: 🧠

• I’m writing to you about [subject].
• Could you please [action].
• This is just a follow-up on [issue].
• Wonderful work on [work].
• How is [project X] going?
• I’d like to introduce myself.
• I have a quick question for you.
• When can we meet?
• I hope this email finds you well.” / (“I hope this email finds you well”).
• This is a reminder email regarding [subject].
• I just wanted to thank you for [action].
• I wanted to apologize about [event].
• I have some bad news to share.

I hope all these tips and tricks were helpful, and that you’ll know how to start an email for every occasion. 👌