Email Greetings and Sign-offs: How to Use Them Correctly

Polite Email Phrases: What Is Language Etiquette?

In other words, using appropriate opening and closing phrases tells the recipient that we are courteous and know how to communicate professionally.

The days when business correspondence was conducted mainly by letter are long gone. Email is now the dominant form of professional communication. Most of us write dozens of messages every day and send them to colleagues, clients, business partners, or managers.

Unfortunately, despite our experience with written communication, many people still make numerous mistakes, usually because they are unsure of the conventions. This can ultimately put the recipient off.

How to Structure a Formal Email

Every message should consist of three elements:

• an opening (the greeting);
• the main message (such as an enquiry, complaint, or announcement);
• a closing (the sign-off).

This article does not focus on the middle section—the main content. However, remember that regardless of who receives your message, you should follow the principles of professional communication: be courteous, avoid insulting the recipient, and do not pressure them into taking a particular action or making a particular decision.

Before analysing the phrases used at the beginning and end of an email, first identify the recipient. The following questions can help:

• Do I know this person? (Not necessarily personally—have we exchanged emails before?)
• What is the recipient’s position? (Are they a professor, manager, colleague, client, or public official?)
• Do I know how they identify? If not, can I use their name or role instead?
• What level of formality is appropriate? Consider the relationship, industry, and purpose of the message.

Once you know the answers to these questions, it will be easier to choose suitable opening and closing phrases. It is also worth making sure that the two forms match: the greeting and the sign-off should have a similar level of formality.

Professional Email Greetings

Every message should begin appropriately. Going straight to the point is acceptable when you are continuing an existing conversation, but you should not omit the greeting when contacting someone for the first time.

Which greetings can you use at the beginning of an email?

• Dear Ms Taylor / Dear Mr Taylor – when you know the recipient’s name and preferred form of address;
• Dear Alex Morgan – a professional, gender-neutral option when you know the person’s full name but do not know which title they use;
• Dear Professor Williams / Dear Dr Patel – when the recipient’s professional or academic title is relevant and you know they use it;
• Dear Hiring Manager / Dear Customer Support Team – when you know the recipient’s role or department but not their name;
• Dear Sir or Madam – a traditional option when the recipient is completely unknown, although a specific role or department is usually more natural and personal;
• Hi Alex / Hello Jordan – suitable for semi-formal or established professional relationships, depending on the tone used by the other person;
• Hi everyone / Hello team – appropriate for a familiar group or internal team, but not necessarily for a highly formal external message.

Is Starting a Formal Email with “Hi” or “Hey” a Mistake?

A common question concerns greetings such as “Hi” or “Hey”. Are they always inappropriate in professional emails? Not necessarily. “Hi” is widely accepted in semi-formal and many internal business contexts, especially when you already know the recipient. “Hey”, however, is more casual and may sound too familiar in a formal message.

For a first contact with a client, senior colleague, recruiter, academic, or public official, choose a more professional greeting such as “Dear Ms Taylor”, “Dear Dr Patel”, or “Hello Customer Support Team”. The key is to match the greeting to the relationship and context rather than using the most casual option by default.

Punctuation and Formatting

After a formal greeting, use a comma or, in some style guides, no punctuation at all. Then leave a blank line before starting the main message. In English, the first word of the message normally begins with a capital letter. For example, write “Dear Ms Taylor,” followed by “Thank you for your message.” Avoid mixing conventions inconsistently.

Professional Email Sign-offs

The greeting and main message are ready, so it is time to close the email. Which sign-offs are appropriate for a formal message?

• Yours sincerely – traditionally used when you know the recipient’s name;
• Yours faithfully – traditionally used when you begin with “Dear Sir or Madam”, although many modern workplaces prefer a more specific greeting and “Kind regards”;
• Kind regards or Best regards – professional and versatile options for most business emails;
• Best wishes – friendly and suitable for semi-formal communication.

Is “Best” an Appropriate Sign-off?

Not every sign-off has to sound highly formal. “Best” is common in modern professional correspondence, particularly with colleagues and established contacts. However, it may feel too brief for a first contact, a sensitive matter, or a very formal message. In those situations, use “Kind regards”, “Best regards”, or “Yours sincerely”.

Punctuation and Formatting

In English, a comma is commonly placed after the sign-off, although style conventions vary. Put your full name on the next line, and consider adding your job title, company, or contact details. Signing your name is good practice even when the recipient can identify you from your email address or account profile.

Sample Formal Email

Here is a sample formal email that follows the recommendations in this article:

Dear Customer Support Team,

Thank you for taking the time to review my enquiry. I have summarised the key details below and would appreciate your advice on the next steps. Please let me know if you need any further information.

Kind regards,

Emily Carter