How to Start a Professional Email [20+ Examples]

But here’s the problem—most businesses focus on subject lines and forget about the opening.

And that’s where many go wrong!

Why waste a sentence saying nothing.

Seth Godin, American author and marketing guru

So In this guide, I’ll show you how to ditch the dull intros and write openings that grab attention.

I’ll cover:

1. Why does a strong email opening matter
2. How to craft strong professional email opening lines
3. Cultural relevance in email opening lines
4. How to start a follow-up email

But what’s the difference between subject line and email intro part?

Difference between subject line and email intro

The subject line is the short text that appears in the recipient’s inbox to grab their attention and encourage them to open the email.

The email intro or hook is the first sentence or two inside the email that sets the tone, explains the purpose, and keeps the reader interested.

But why do you need to focus on such tiny details?

Why does a strong email opening matter

A strong opening grabs attention and makes a great first impression.

If your first line doesn’t spark interest, the rest of your email won’t matter. It’s your chance to hook the reader and keep them engaged.

This matters even more in common scenarios like:

1. Cold outreach
2. Business communication
3. Job applications
4. Client relationships

Cold emails are tough because the recipient doesn’t know you.

A strong opening grabs their attention and shows why they should care. Without it, your email might get ignored or deleted.

For example, let’s say I’m reaching out to lawyers in the US using contacts I collected with Lobstr.io’s Google Maps search scraper.

Instead, I’d start with a hook that shows I respect their time, like:

This approach is direct, respectful of their time, and stands out in a crowded inbox.

During business communications, your opening sets the tone for professionalism and clarity. A well-crafted start can make your message feel focused and important.

Recruiters receive hundreds of emails, so your first line must stand out. A strong opening shows you’re serious, professional, and worth their time.

Clients expect respect and value. A thoughtful opening builds trust and shows you care about their time and needs, keeping the relationship strong.

But how do I craft a perfect hook and opening statement for my professional email?

How to craft strong professional email opening lines

A great email opening has 3 key components. Each plays a role in grabbing attention and setting the right tone.

1. Subject line
2. Greetings
3. Intro

1. Subject line

A subject line is like a newspaper headline, a title on a book’s spine, or the key slogan of a print media ad. It tells the user what this is all about. And it should do so in sparkling style — seamlessly channeling your brand.

Win Goodbody,Senior Product Manager, Sitka Technology Group

While not directly part of the email intro, the subject line plays a crucial role in whether your email gets read.

A great subject line is like a headline—it grabs attention and encourages the recipient to take the next step: opening your email.

Without a strong subject line, even the best email opening can go unnoticed.

2. Email greetings

Your salutation or greeting is the first step in building a connection. It shows respect and sets the tone for the rest of your email.

Choose the right greeting, and you’re off to a good start. Pick the wrong one, and your email might feel awkward or impersonal.

The key is to choose an appropriate greeting, relevant to the context and the relationship with the recipient.

There are basically 2 styles of greetings:

1. Formal
2. Casual

Formal email greetings

These greetings show professionalism and make your formal email feel polished.

Formal greetings work best when you’re emailing someone you don’t know well, a senior professional, or in situations that require a professional tone.

Here are some tips to write professional email greetings the formal way:

Use titles and last names.

Double-check for misspelling.

A misspelled name or title can feel careless, so make sure everything’s spelled correctly.

And don’t guess someone’s title if you’re unsure—stick with their full name instead.

While Dear [name] is the most common choice, you can use alternatives. Here are few examples of formal greetings:

1. Dear Dr. Patel
2. Hello Ms. Johnson
3. Good day Alex Taylor
4. Greetings Mr. Lee

Why awkward?

1. It gives an old-fashioned vibe
2. Good in letters but feels too outdated for an email
3. I’m definitely not anybody’s “Dear”

P.S. Never skip the greeting entirely—it feels abrupt and unprofessional.

Casual and informal email greetings

Informal greetings are great for casual or friendly situations. They’re more relaxed and conversational, making your email feel approachable.

These are ideal when you have an established relationship with the recipient or the context is less formal.

Make sure the greeting fits your relationship.

But if it’s your first time writing informally to someone, stick to “Hi [Name]” to keep it safe.

Here are few examples:

1. Hi [Name] – Simple and approachable
2. Hey [Name] – Relaxed but professional
3. What’s up [Name]? – Friendly and casual
4. Hello everyone – Great for groups
5. Hey team – Perfect for team emails
6. Hi all – Inclusive and simple
7. Hi folks – Friendly for small teams
8. Sup [Name] – More casual version of What’s Up
9. Yo [Name] – Gen Z relevant greeting
10. Howdy [Name] – Casual and fun

Greetings to avoid

Well, in a casual setting, you can use any type of greeting based on the context and tone of your email.

But there are a few greetings that you should avoid in any type of email (casual or formal).

Dear Sir or Madam

This greeting is outdated and sounds generic. It doesn’t feel personal and shows you didn’t take the time to find the recipient’s name.

If you’re emailing someone directly, always try to address them by name. Only use these as a last resort when there’s no way to find out who you’re writing to.

To whom it may concern

While this might work in some formal situations, it often feels cold and outdated. You can use this type of greeting in legal emails or government related emails.

Using it in business communication feels so cold.

Hi [job title]

But calling someone by their job title instead of their name feels impersonal and careless.

It shows you didn’t put in the effort to learn their name, which can make your email look like a mass message.

Instead, take a few minutes to research their name—it makes your email feel more thoughtful.

Good Morning/Evening [Name]

I personally don’t like this type of greeting. Email is not an instant messaging channel and you don’t expect the recipient to respond right away.

Time-specific greetings like good morning, good evening, good afternoon can feel awkward if the recipient opens your email later in the day.

Imagine sending “Good morning” to someone who reads it at night—it just doesn’t fit.

3. Intro or opening line

The intro or hook is the first sentence of your email. It’s where you grab attention and make the reader curious enough to keep going.

Your intro is the bridge between the subject line and the body of your email. It tells the reader why they should care about what you’re saying.

If the first line doesn’t hook them, they’ll likely stop reading, no matter how great your subject line was.

Most emails I have seen have a really generic intro. Here’s a bad example:

Why is it bad?

1. Starts with a generic and overused line (I hope… boomer crap)
2. Feels impersonal and lacks relevance to the recipient’s current focus

Instead, focus on highlighting the value and make it personal. Here’s how I’d do that:

Why does it work?

It’s personal, relevant, and highlights value right away. I simply told the reader I have something related to what he’s currently working on.

But how can you write an intro that’s relevant and engaging?

Tips for writing a strong opening sentence

Though there’s no fixed formula or template. Here are a few tips to make your hook statements strong and impactful.

1. Be clear and direct
2. Personalize your message
3. Address a pain point
4. Pose a question

Be clear and direct.

Don’t waste time with fluff. Let them know why you’re emailing right away. This approach respects the recipient's time and sets clear expectations.

Your first line should answer, “What’s in it for me?” so highlight a benefit or solve a problem.

Personalize your message

Personalization fosters a connection and indicates genuine interest.

Reference something specific about the recipient, like their recent work or company news, to show that your email isn't a generic email template.

Address a pain point

Show you understand the recipient’s challenges and how you can help solve them. It demonstrates empathy and positions your solution as valuable.

Pose a question

Questions can make your email feel interactive and get the reader thinking.

But phrase your question smartly.

But what if I’m writing professional emails to people in different parts of the world?

Cultural relevance in email opening lines

Your email’s opening isn’t just polite—it’s a sign of respect.

When you adapt your greeting to fit someone’s culture, you’re showing that you care about their norms and values.

Get it wrong, and it might feel lazy or even disrespectful.

How to adapt your email openings

You can learn the mantra of success from this quote:

If you’re trying to persuade people to do something, or buy something, it seems to me you should use their language, the language they use every day, the language in which they think.

David Ogilvy, Business Tycoon

When we talk about cultural relevance, you should focus on 3 things:

1. Formality
2. Approach
3. Honorifics

Formality

Every culture has a different level of formality. Some expect polished, formal greetings, while others are fine with a relaxed approach.

This shows respect and acknowledges hierarchy.

In the U.S., Canada, or Australia, casual openings are totally normal. They reflect the preference for approachability over strict formality.

Approach

How direct you should be depends on the culture.

In places like the U.S. or Germany, people appreciate straight to the point and purpose-driven conversations.

Start with something like, “I’d love to discuss a partnership opportunity.”

In Japan, South Korea, or the Middle East, starting with pleasantries works better. You should express gratitude and start with well wishes.

Honorifics

Titles and honorifics matter more in some cultures than others. Cultures with higher formality standards prefer honorifics more.

In the U.S. or Australia, using just their first name is not only acceptable but often preferred.

Follow these simple tips to make sure you don’t mess up.

1. Do your research — Learn the recipient’s cultural norms
2. Go formal if unsure — It’s safer than being too casual
3. Avoid slang — Keep it professional and universal

But is it necessary to use all the email etiquettes in follow-ups too?

How to start a follow-up email

Follow-ups are usually more casual than your first email.

You don’t need to be super formal or follow all the etiquettes I discussed but being polite and professional still matters.

Don’t sound pushy.

Be clear and simply mention your last email and what you need.

You don’t need to be stiff. Keep it warm and approachable.

Also include something new, like additional details, insights, or updates, to make your follow-up worthwhile.

Now before wrapping up, let me answer some common questions.

FAQs

How to start a formal email to an unknown recipient?

First, research the recipient’s name—it’s always best to personalize.

What are some good words to start off an email with besides hello and thanks, without sounding too formal?

How do I end a professional email?

Conclusion