A greeting is the handshake of the page: it sets the tone before you’ve said anything else. Get it right, and you sound polished—not stiff, not overly familiar.

THE GOLDEN RULE: MATCH THE ROOM

Forms of address are like dress codes: you can always loosen a tie, but showing up underdressed is hard to recover from. Start slightly more formal than you think you need, then adjust based on how the other person signs, speaks, or introduces themselves. In most professional settings, formality reads as respect, not distance.

Use a title and last name when you’re unsure: "Dear Ms. Rivera," "Hello Dr. Patel," or "Good afternoon, Professor Nguyen." If the person replies with "Warmly, Maya" or says, "Please call me Sam," that’s your invitation to switch. Until then, let the relationship earn the first-name basis.

“Etiquette is not about knowing the rules—it’s about making other people feel at ease.”

— Adapted from Emily Post

TITLES, NAMES, AND THE “DEFAULT SETTINGS”

When in doubt, choose the highest relevant professional title: Doctor, Professor, Judge, Rabbi, Imam, Reverend, Captain. If you don’t know the title, "Mx./Ms./Mr. + Last Name" is a safe default in many English-speaking contexts. In email, your salutation should mirror the relationship: "Dear" is more formal; "Hello" is friendly and widely appropriate; "Hi" is casual and best reserved for peers or people you already know.

💡 The Two-Step Name Check

If you’re unsure how to address someone, look for (1) their email signature and (2) how they introduce themselves on LinkedIn or a company bio. Use the most formal version that appears there.

COMMON PITFALLS (AND EASY FIXES)

Don’t guess at someone’s familiarity level—especially across cultures, seniority, or first contact. Overly casual openings like "Hey" or using a first name immediately can feel presumptive, while overly grand greetings can feel theatrical. Aim for clean, professional warmth: "Hello Ms. Okafor," followed by a courteous first sentence.

Also watch for nickname traps: "Mike" isn’t always "Michael," and "Liz" isn’t always "Elizabeth." If a person signs as "Michael," address them as Michael until they choose otherwise. Names are personal—treat them like you would a correctly pronounced word: worth the extra second.

⚠️ Avoid “Dear Sir/Madam” When You Can

It can sound outdated or impersonal. If you don’t have a name, try "Dear Hiring Manager," "Dear Admissions Committee," or "Hello [Team Name]" instead.

SALUTATIONS THAT FIT THE MOMENT
Polished & Safe
  • "Dear Dr. Hassan," (formal, respectful)
  • "Hello Ms. Tanaka," (professional, modern)
  • "Good morning, Professor Lee," (excellent for academia)
Risky or Too Casual
  • "Hey Tanaka," (too informal, can sound abrupt)
  • "To whom it may concern," (cold; use only when necessary)
  • "Hi guys," (too casual; not inclusive in some settings)
Key Takeaways
  • Start slightly formal (title + last name) and let the other person invite informality.
  • Choose "Dear" for formal, "Hello" for professional-friendly, and "Hi" for established rapport.
  • Use the highest relevant title (Dr., Prof., Judge) when applicable; don’t guess nicknames.
  • Check signatures and official bios to confirm how someone prefers to be addressed.
  • When you lack a name, address the role or group (e.g., "Dear Hiring Manager") instead of "Sir/Madam."