Are you sometimes confused about how to greet clients, suppliers, new contacts and others who pop into your inbox and into whose inbox you pop? You are not alone. Many people grapple with whether to say hey, hi, howdy doody or how’s your grandpa. Here are eight common greetings and when and how to use them to create the desired connection and set the scene for the rest of your email.
1. Dear Jane
“Dear” and the person’s first name is a great greeting for when you’re getting in touch with someone you haven’t been in contact with for a while, or if you’re responding to an email from such a person. It’s polite, professional and friendly, all at the same time. When in doubt, this is a good go-to.
Side note: Never, ever, ever call someone “Dear”, as in: “Hello, Dear.” It induces nausea, unless from someone who’s 87 years old. Unless you’re 87 years old, just don’t.
2. Hello
I like hello and the humble comma for replying to people I don’t know, who need information or are giving me information. I especially use it if I don’t know their name, for instance whoever the guy is that sits and sends TV license emails. You know that guy?
“Hello,
Thank you for your email. This is now the 473rd email I am sending to you to tell you that I haven’t had a TV since Friends Season 7 was on Mnet. Good day to you, Sir.”
On the other hand, using hello with the spur waiter of punctuation – the exclamation mark - can be quite friendly and make it seem like you’re excited to receive an email from this person.
“Hello! Thanks for thinking of me. I’d love to. Let me know your size and I’ll sew one up immediately.”
Hello is versatile and neutral.
3. Hi Jane,
This is a good go-to too. Go-to, too. It’s casual, but bordering on professional and perfect for clients you know quite well and with whom you have a good rapport.
“Hi Jane,
Cool, I’ll get onto that and send it to you in the next hour. Two hours, max. Maybe three.”
It could be made even friendlier with an exclamation mark.
“Hi Jane! Thanks so much reaching out. I’d be delighted to chat to you about that. Let’s schedule a Zoom chat for Monday.”
In summation - Hi, with the person’s name, is a good go-to too. It is too, a good go-to; a good go-to it is too.
4. Hello Jane,
I worry with this that it seems a bit weary. I picture the paranoid android:
“Helloo Jaaane. Yes I can do that for you. When would be a good time? Would you like green or yellow. Bye Jane.”
Again, I think an exclamation point could make it friendlier and as always, its tone is very much dependent on what follows.
Consider:
“Hello, Jane!
So good to hear from you. Yes, I do still make ornate wedding cakes. Let me know the details and I’ll send you a quote.”
Versus:
“Hello Jane!
I appreciate what you’re saying, but I can’t be sure you read my email all the way to the end!
Regards.”
See what I’m saying? Context is everything.
5. Jane.
Oh, the drama. Only use this when you are literally in the middle of an argument with someone. Sidenote: Try not to get into arguments with people.
“Jane.
No, that makes no sense whatsoever and I demand to speak to your supervisor. Get her to call me post haste.”
Someone’s name and a full stop as a greeting makes me think of lady enemies at a garden party. They dip their chins, their hats cocked to one side, lift their eyebrows, purse their lips.
“Dorothy.”
“Camilla.”
It’s civil, bordering on passive aggressive, bordering on aggressive aggressive. I wouldn’t recommend using it.
6. My dearest, dearest little Janey,
Is this appropriate for business? I can think of two cases where it might actually be. One, Jane is your ex from 16 years ago, and you’ve always remained close friends and now you need to contact her to order a shipment of the delicious rum she produces at her rum producing company. Totes approps.
Or. You worked together years ago and became buds and that’s just the way you start your emails sometimes, because it’s funny.
Other than those two scenarios, don’t use this greeting.
7. ……..
No greeting. Just going straight into another comment or response, because you’re on your 17th email of the day with this person already. In other words, you’re in a conversation. It would be weird if you were sitting somewhere having a coffee and conversation with a friend and every time one of you stopped talking, the other would say hello again before continuing the conversation.
” Hi Sara, how are you?”
(hugs)
“Hello Jane. I’m good and you? How’s Jason?”
“Hello! He’s awesome. How’s work?”
“Hello again jane, work is wonderful, I’m so busy.”
“Hey again Sara! That’s great”
And so on.
It would be weird. So when you’re in a dinkum conversation, even over email, it’s ok to not have a formal greeting each and every time, for that thread.
8. Good morning Jane,
(Or it’s slightly more mischievous cousin “Morning Jane”)
I like this. It’s friendly without being too familiar and can work in a number of scenarios.
“Good morning Jane,
Thank you for your kind words. May you be blessed with love and abundance always.
Blessings”
Or even:
“Good morning Jane,
“Yes, I did receive your email and while it’s a most unusual request, I welcome the challenge and will get to work sourcing the materials immediately.”
The same applies for “Good morning” “Good evening” and “good morrow” (not really.)
Next time you think: “how do I greet this person?”, remember these 8 greetings and use the most appropriate one to create a connection and set the scene for what’s next. Drama? Utter professionalism? A sincere request? Bring it in from the very first word.