Best Letter And Email Salutations And Greetings (With Examples)

The way you begin a business email or letter significantly influences the tone of your message. Therefore, selecting the appropriate salutation is crucial. A thoughtful greeting not only shows respect but also sets the stage for the entire correspondence, whether in letters or emails.

With numerous salutations available, choosing the right one can be daunting. If you’re uncertain about proper etiquette for email greetings, this guide will explore various options and their ideal usage contexts.

Key Takeaways:

• When selecting your salutation, consider the recipient, the purpose of your message, and the nature of your past interactions with them, including how they address you.

• As your relationship with a person evolves and becomes less formal, your salutations can also shift to reflect that change.

• Choosing the appropriate salutation establishes the tone for your interaction since it is the first thing the recipient will notice in your communication.

What is a salutation?

A salutation is a term used to express greeting, goodwill, or courtesy, typically in written communication. According to Merriam-Webster, it is “the word or phrase of greeting that conventionally comes immediately before the body of a letter or email.”

This means the salutation is the first thing your reader will see. “Dear” remains the most common formal salutation, but there are many alternatives. Selecting the right greeting is essential for setting the desired tone for your message.

How to choose the right salutation

Unfortunately, there’s no universal answer for selecting the right salutation. The choice depends on several factors, including your familiarity with the recipient, the purpose of your communication, and their preferred level of formality.

Consider the following when choosing a greeting:

1. Familiarity with the recipient. Generally, the better you know someone, the more casual your greeting can be. This can vary even between colleagues based on individual relationships.

2. Medium of communication. Emails can be formal but are often less formal than written letters. You can use any greeting suitable for a letter in an email, but the reverse isn’t always true.

3. Purpose of your message. Your salutation should align with the message’s context. For example, if you’re scheduling a meeting with a colleague, a casual greeting may be more appropriate than in a formal cover letter.

4. Previous interactions. If this is your first correspondence with the recipient, opt for a more formal greeting than in subsequent emails.

5. How they address you. If the recipient has previously contacted you, match their level of formality or adjust slightly based on their status relative to you.

Different types of salutations examples

The type of salutation you use will depend on the formal nature of your communication and your relationship with the recipient. For business correspondence, it’s generally safer to choose a more formal greeting, but this can vary based on familiarity.

Here are some types of salutations and guidance on when to use them:

Formal Salutations

Formal salutations are ideal for letters and emails when you wish to maintain a professional tone, especially if you don’t know the recipient well or if they prefer formal communication.

• Dear. This is the most commonly used greeting and is suitable for both emails and formal letters. Whether writing a cover letter, resignation notice, or an email to a colleague, “Dear” followed by the recipient’s name is a safe choice.

• Greetings. This greeting works well when you have met the recipient but don’t know them well or if their name is unknown. It’s more formal than “hi” and can be used in both letters and emails.

• Good morning/afternoon/evening. These salutations are best for emails, as the timing of delivery for physical letters can be uncertain. They are friendly yet professional, making them suitable for colleagues.

• To whom it may concern. While this greeting is sometimes debated, it remains useful when the recipient’s name is unknown, such as in cover letters or letters of recommendation.

Informal Salutations

Informal salutations should generally be reserved for casual email conversations with established professional relationships.

• Hello. This is the most formal of the informal greetings and can be utilized with or without a name. It’s also suitable for group emails when names are not practical.

• Hi. Slightly more casual than “Hello,” “Hi” should be used with people you know well. It is best coupled with a name, though it can stand alone.

• Hey. The most informal option, “Hey” should only be used with colleagues with whom you have a strong rapport, as it may come off as overly casual.

• No salutation, just a name. Beginning a message with the recipient’s name can be efficient but should be used sparingly, as it may appear abrupt.

Other Salutations for business correspondence

There may be instances when you don’t know the recipient’s name, or when emailing a group. The salutation will depend on the context and desired level of formality.

• No contact information. Ideally, you should know who you’re addressing, but if you lack the recipient’s details, consider these options:

  • To Whom It May Concern. As mentioned, this is practical for general communications when the specific recipient is unknown.

  • Hello/Greetings. If your message is less formal, starting with a general greeting is perfectly acceptable.

  • Dear Sir or Madam. This greeting is somewhat outdated and not highly recommended.

• Cover letter. If you cannot identify the recipient, try to find the hiring manager’s name through research. If unsuccessful, address your cover letter to “Dear Hiring Team,” or “Dear [Department Name] Team.” Avoid generic greetings to make a positive impression.

• Multiple people. When addressing multiple recipients, list all names after the salutation, separated by commas, maintaining consistency in using titles or first/last names.

How to follow a salutation

After selecting a salutation, consider how to follow it. Typically, this will involve the recipient’s name, and it is vital to ensure correct spelling.

1. Full name. If you aren’t on a first-name basis and don’t know their gender, use both first and last names. For example: “Dear Jordan Parker.” This is increasingly popular among younger professionals as it avoids gender assumptions.

2. First name. Use only the first name when you have an established rapport. This is more common in emails than letters.

3. Last name. Using titles like “Dear Ms. Haywood” or “Dear Dr. Jacobs” is a safe, formal option, especially for potential employers. Remember to use appropriate honorifics.

   • Use “Ms.” for females. This is the safest choice unless you are certain of the individual’s marital status, in which case “Ms.” is generally preferred.

   • Use “Mr.” for males. This is typically the standard option.

   • Use other titles when applicable. If the recipient holds a doctorate or military rank, use “Dr.” or their rank instead of “Ms.” or “Mr.”

4. Generic options. When addressing a group or an unknown recipient, consider greetings like “Hello, team,” or “Hi, all.” For small groups, try to address individuals by name whenever possible.

Punctuating salutations

Salutations can be punctuated with either a comma or a colon. Both are acceptable in professional writing, but a colon is the more formal choice. Always leave a blank line between the salutation and the body of your message.

Examples include:

1. Colon punctuation example:

   Dear Mr. Wilson:

   I’m writing to recommend Wendy Peterson for the position of Junior Accountant.

2. Comma punctuation example:

   Hi, Jason,

   I hope your week is going well. I wanted to follow up with you on our conversation from earlier.

When to switch to less formal greetings

Choosing a salutation at the start of a conversation doesn’t require you to maintain that formality throughout. As interactions progress, including over email, you can adopt a more casual tone. This shift should be mindful of the conversation’s subject and the professionalism required.

These longer exchanges are also opportunities to observe the recipient’s communication style and adjust your salutations accordingly.

Salutations FAQ

1. What are some common salutations?

   Common salutations include dear, good morning, hello, and to whom it may concern. While there are numerous informal options, formal choices are primarily limited to dear, good morning/afternoon/evening, and greetings.

2. What is a closing salutation?

   A closing salutation is how a letter is concluded, typically appearing just before your name or signature. Examples include sincerely, regards, thank you, or cordially.

3. Do emails require salutations?

   Yes, emails typically require salutations. While very informal emails may omit them, most emails are structured like letters, making a salutation appropriate.

References

1. Business Insider — the Perfect Way to Start an Email, and Greetings You Should Avoid

2. Purdue Owl — Writing the Basic Business Letter

Author

Abby McCain

Abby is a writer who is passionate about the power of story. Whether it’s communicating complicated topics in a clear way or helping readers connect with another person or place from the comfort of their couch. Abby attended Oral Roberts University in Tulsa, Oklahoma, where she earned a degree in writing with concentrations in journalism and business.