Phrases for Best Formal Email Openings

Always opening formal business emails with the same phrase may not be appropriate or effective under all circumstances. It is a good idea to keep a few phrases fit for various situations and professional usage up your sleeves so that you are ready to communicate with partners, colleagues, superiors and clients efficiently. 

Traditional Greetings

The traditional greetings are to do with the same phrases used in all kinds of communication media. These are the everyday greetings that people use when they meet someone they know or write to them no matter the relationship between them or the level of formality present -

• Good Morning/Afternoon/Evening

These are textbook greetings in the English language that depends on the part of the day, they are being extended. When used in formal emails, the time the recipient would see the email must be considered. Most people choose to avoid them because wrong greetings at the wrong part of the day will seem unprofessional.

• How Are You?

 This is a very straightforward greeting to someone you may or may not know. Opening a formal email with “How are you?” is the safest way to go though some may argue that it is not a very professional phrase to use.

• Allow Me to Introduce Myself

It is a polite way to introduce yourself to a stranger in person or in formal letters or emails. This is not a phrase to use in emails to someone you already know.

More Personalized Greetings

These kinds of greetings are more custom-made for the recipient which has to do with the level of formality and closeness between the people these emails are to be exchanged. Like you cannot approach someone you’ve never met before the same way you usually approach your friends, these email openings vary -

• Hope This Email Finds You Well

This is a general well-wishing phrase to use for someone who is reading the email that can be in formal and informal settings.

• I Hope You’re Doing Well

It is a common and standard way of greeting to open any email no matter the topic or circumstances. Common yet almost always effective, 

• I Hope You’re Having a Great Day/Week

This is a gentle way to greet someone and it sounds very professional at the same time. Opening the email with such warm words is bound to put a smile on the recipient’s face right away.

• I Hope You Enjoyed Your Weekend

It is a phrase to use when you are emailing someone right after the weekend at the very beginning of the next week. A simple yet warm greeting tailored for the occasion shows the careful effort put into a simple email.

Well Directed Communication 

These are phrases to use for special circumstances and for specific people. They vary from person to person and occasion to occasion which depends on the equations. So a few such phrases are listed below -

• It’s Great to Hear From You

One will use this phrase upon receiving a response when they expected a reply from that particular person. It expresses sincere anticipation that put the recipient in a certain position of importance.

• I’m Eager to Get Your Advice on…

It is a nice way to ask for advice or request a comment. This is very concise and to-the-point which is welcomed in professional and workplace communication. 

• I’m Reaching out About…

It can be a very good phrase to open the email with why the recipient is being contacted. The reason can be directly communicated at the very beginning of the email with this one.

Phrases to Follow Up

Following up means to carry on from already happened interactions. While following up after some initial communication, the phrases below will come in handy to be used in professional emails. 

• As promised, I’m…

• As we discussed on our call…

• Can you provide me with an update on…

• I’m checking in on…

• I’m getting back to you about…

• To follow up on our meeting…

“Thank You” Phrases

These are often polite yet versatile ways to extend one’s gratitude to the recipient of their email. Beginning your business emails in this fashion will leave a lasting impression as the rest of the piece is read. The list of phrases below is used to thank the recipient for their assistance, time, service or response in general -

• Thank you for your help

• Thank you for the update

• Thanks for getting in touch

• Thanks for the quick response