How to Choose the Right Email Greeting in English (with Examples)

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Writing an email in English can be tricky – especially when you’re not sure how to start it. Choosing the right email greeting in English sets the tone for your entire message, and it’s one of the first things your reader will notice.

Before we had email, people were taught to write Dear Sirs or Dear Sir/Madam, but that’s as outdated as sending a fax in a time of social media and instant messaging. In this guide, you’ll learn which greetings still work, which ones don’t, and how to sound polite and professional in your business emails. You’ll also find a list of greetings, from best to worst.

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How to choose the appropriate email greeting

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Start by considering who you are writing to as this sets the tone for your message. Depending on the person, their position, and their industry, you may need to be more or less formal. In some sectors, such as IT and marketing, informal communication is more common, while in others, such as the legal profession or academia, a more reserved writing style is more appropriate.

TIP: If you’re not sure, start more formal — you can always become more casual later.

What if you don’t know their name?

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If possible, find out the name of the person you’ll be emailing. If you’re applying for a job, this is particularly important. Check the company website or job description to see if they list the recruitment manager or head of HR, or look them up on LinkedIn or Xing.

TIP: A good alternative is Good morning or Good afternoon. It’s more polite that Dear Sales Team or Dear Company.

First names – what’s appropriate?

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In English, we tend to be less formal than in German, and it’s more common to use first names. This is partly due to the lack of du/Sie, but even years ago when I first came to Germany, I was surprised that colleagues who had worked together for decades still addressed each other as Frau or Herr. Even then, Britain was much more casual, and most workplaces had a first-name policy. Find out more about my thoughts on du/Sie, and why I use du on my website here.

That said, there are still some situations where using first names might not be welcome. And never use a nickname unless they use it themselves. Calling someone ‘Susie’ when her name is ‘Susanne’ gives a bad first impression.

TIP: If you are unsure, use Mr or Ms but sign off using your first name – that signals to them that you are happy with a more casual tone, and they’ll likely respond in the same way.

Using Mrs, Miss, or Ms

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Traditionally, women were addressed as Miss when they were unmarried, and then Mrs once they were wed. This has become increasingly unfashionable, as many women dislike that their name reflects their marital status. Men are always addressed as Mr, as even young boys are no longer addressed as Master. Many women prefer to use the honorific Ms (Pronounced Mzz), though others still use Mrs.

TIP: If in doubt, use Ms for the initial contact.

Titles and academic degrees

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Brits and Americans tend not to use their titles as much as Germans – unless it’s directly relevant to their qualifications or job. A doctor of medicine will almost always use their title but someone with a doctorate in another field might not. They may or may not wish to be referred to using their title.

TIP: In British English, we don’t punctuate abbreviations of professional titles, so we write Dr, while Americans add a full stop (which, of course, they call a period!) for example, Dr. Smith. This also goes for other honorifics (Mr, Mrs, Miss, Ms).

What about punctuation?

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Always use a comma at the end of the greeting. Never, ever use an exclamation mark. They’re used less in English writing in general, and may appear overly enthusiastic or emotional. They are the Golden Retrievers of punctuation, in my mind.

So, which greeting is the best.

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Here’s my list of preferred greetings, from best to worst. If you are unsure, start at the top and work your way down.

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Dear Ms Smith / Dear Mrs Jones / Dear Dr Williams
Classic. Unremarkable. Polite. It’s the Hefekuchen of greetings – not particularly exciting, but liked by almost everyone. Some might find this overly formal, but no one will be offended.

Hi John / Hello Sarah / Hello Dr Williams
Modern and approachable, especially in certain industries such as media or tech. Be careful not to use ‘Hallo’, as that’s the German spelling and comes across as Denglish.

Good morning / Good afternoon
A great workaround if you don’t know the name of the person. Even if it’s not morning or afternoon when they open the email, particularly if they are in a different timezone, it’s friendly and safe.

Dear Recruiter / Hello HR Team
Using the job title or department is acceptable, but only barely. Try to find the person’s name, particularly if you are applying for a job or pitching a product – otherwise, it can sound like a generic mass email.

Mr Smith / Sarah
Starting an email just someone’s name sounds rude and abrupt, like you are shouting across the office at them. Avoid.

Hey!
Unless you are a skateboarder looking to buy new gear, never use ‘Hey!’ as an email greeting. Never.

Dear Sir / Dear Madam
Are you an 89-year-old professor, writing from his office in a country home in Oxford? No? Then skip this one.

To whom it may concern
You are either a timetraveler from 1959, or you really don’t want your business partner to take you seriously. Please don’t ever use this.

Conclusion

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Getting the greeting right is the first step to better communication in English. Whether you choose Dear Mr Jones, Hello Sarah, or Good morning, the goal is to sound natural, respectful, and confident.

If you’d like your English business emails to sound more authentic and professional – or need assistance creating content that fits your company’s tone – I’d be happy to help.

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This post is also available in: Deutsch

How to Choose the Right Email Greeting in English (with Examples)

How to choose the appropriate email greeting

What if you don’t know their name?

First names – what’s appropriate?

Using Mrs, Miss, or Ms

Titles and academic degrees

What about punctuation?

So, which greeting is the best.

Conclusion

Würzburg

lynn@englishtextservices.de

© Lynn Nothegger, 2025