How to Start an Email Professionally

Did you know that most hiring managers are downright refusing to read an email if it's not written professionally? This means that knowledge of how to start an email is something that most job seekers should possess.

In this guide, you'll learn how to write an email step by step, the importance of a professional email, common mistakes that you should avoid when writing one, some examples of effective email openers, as well as some frequently asked questions.

Why is it important to start an email professionally?

It's important to start an email professionally because it's the hiring officer's first impression of you - and starting it in a professional tone sets the tone for the overall email. A more professional email is also respectful of the reader's time and position, which can help you land an interview significantly faster as well.

Knowledge of how to write an email professionally is also a reflection on your professionalism and your overall values. Additionally, it can also help you build a better relationship with the hiring manager, which can greatly raise your odds of getting hired.

5 best ways to start an email professionally

Below are the 5 best ways to start an email professionally that you can utilize to ensure that you're starting your application the right way.

1. Dear [name],
   A standard greeting that you could use to start off an email, using dear to start off your email, is still considered formal.
2. Hello all,
   Although it might seem a tad informal for some, using "hello all" as a standard greeting is still considered formal, especially if you don't know the hiring manager's first name.
3. Greetings,
   Perhaps the most professional way to start an email, using the term "greetings" is a generalized term that you can use to start off your email formally.
4. [Name]
   Using the hiring officer's name as a way to start off your email is also completely acceptable and formal, especially since it will let them know that you've researched them thoroughly.
5. Dear sir/madam
   Albeit on the more general side, using "dear sir/madam" to start off a professional email is a good alternative if you're not sure of the recipient's name.

Common mistakes to avoid when writing a professional email

With all that said, there are still some common mistakes that you may make when writing a professional email. Below are some that you should avoid, making sure that your email is as formal as possible.

1. Do not use "to whom it may concern"
   The verbiage of "to whom it may concern" is not just antiquated and old but is considered to be impersonal by most hiring managers. Although it IS more formal compared to other options on the list above, it is impersonal - which can easily dock points away from you when hiring managers are reviewing your resume.
2. Leaving simple typo errors
   Typos are one of the biggest factors that contribute to most application rejections - in fact, Careerbuilder's data has suggested that 61% of candidates are immediately ditched if they have even the slightest of typos on their emails. Thus, it's important to double check your resume to make sure that there are no typos in it whatsoever.
3. Using unfamiliar jargon
   Using terms and jargon that are not familiar to the niche that you're applying to can make hiring managers more confused than anything else. Thus, it's better to write emails that are both concise and use general terms to make hiring managers notice your application more.
4. Being "too" formal
   There is such a thing as being "too formal" on emails - some examples are using formal terminology or even when not asked for. It's important to make it sound formal, but not overly so.
5. Not adding greetings and closings
   Lastly, it's important to add greetings and closings to a professional email to make it more formal in the long run. Standard greetings and closings are easy to figure out, and you can easily search them up online to look for a good greeting and closing to add to your email.

Example of effective email openers and closers

Below are some examples of effective email openers so you can learn how to start an email professionally the right way.

1. Dear, [name]
   
   I hope this email finds you well. I'm writing to ask about the job posting that I saw via _____ and I believe that I am the perfect candidate for the role.
   
   (Insert email body here)
   
   Regards,
   
   (your name)
2. Hello all,
   
   I hope you are doing well. Thank you very much for contacting me about this role at ______.
   
   (Insert email body here)
   
   Warm regards,
   
   (your name)
3. Greetings,
   
   Thank you very much for contacting me for the role of ______ for your company, (insert company name here).
   
   (Insert email body here)
   
   Sincerely,
   
   (your name)
4. [Name]
   
   Good day. I saw your posting for the role of (insert role here) for your company, _______ and I believe that I'm the best fit for the role.
   
   (Insert email body here)
   
   Best wishes,
   
   (your name)
5. Dear sir/madam,
   
   Thank you very much for contacting me regarding the role of ______ for your company. _______.
   
   (Insert email body here)
   
   Thanks in advance,
   
   (your name)

FAQs

Below are the frequently asked questions on how to start an email.

How do I start an email if I don't know the recipient's name?

Yes, you can start an email if you don't know the recipient's name. To do so, you can put "dear ma'am/sir" as an email starter to make sure that your bases are perfectly covered.

Can I start an email without saying hi?

Technically, yes - you can start an email without saying hi, especially if you're aiming to write a more professional email. However, you will need to add some form standardized greeting and closing to make it more formal.

Should I use 'Dear' or 'Hi' when starting an email?

Yes, it's completely acceptable to use "dear" or "hi" when starting an email, especially if it's being used for a friendlier context. It's still professional, but not overly so that most hiring managers will disregard it for being too formal.