Introductions and Signing Off in Emails

The way you introduce an email can play an important factor in the response you'll get.

You would never walk into a room and just start talking to someone without at least saying hello. But
many people start e-mails without any introduction. They also end without saying goodbye.

Here are some good and bad introductions:

Good

Hello,

Hi,

Peter,

Hi Jane,

Avoid

Dear Ben,
(this is a bit formal)

Hello Mr Smith,
(too formal, unless they are a customer/client)

What's up,
(too informal)

Good Morning,
(you don't know what time they will check their
mail)

If you are wondering how formal you should be, there are a couple of tricks you can use.

Firstly, if you are replying to an e-mail they sent you, just echo back their opener. If they write "Hi Harry," you can start your response with, "Hi Mike,"

Secondly, if you have never written to them before, go for the default "Hello <name>," as this is neither too formal or informal.

Generally, you should always use a more formal opener in a work environment that you would with
friends.


As for signing off an email, there are numerous ways you can do this. Just make sure you give your name - which should appear on the second line after your close.

If you are in frequent communication with the receiver, your first name will probably do. If you don't know
them too well, or if this is your first communication, use your full name.

Good

Kind regards,
Peter

Thanks,
Tony Jones


Avoid

Thanks, Tony
(put on separate lines)

Yours eternally,
Jonathon
(if you want to express your undying love for them, send them some flowers instead)