If you’re sending emails starting with “Dear Sir or Madam,” prospects will likely send your emails straight to spam. The opening is outdated, robotic, and even scammy—three things you don’t want to be associated with your brand. You need alternatives for today’s modern audience.
Why You Should Avoid Dear Sir or Madam in Your Emails
“Dear Sir or Madam” makes emails feel like they came out of a dusty template. Here are some of the adverse effects this opening will have on your emails.
It Screams "I Didn’t Do My Homework"
Using “Dear Sir or Madam,” tells the recipient you didn’t bother to figure out who they are. With LinkedIn, company websites, and email signatures readily available, there’s no excuse not to personalize your greeting.
It Doesn’t Work for Most Modern Audiences
It feels cold and robotic, like something from when people sent faxes. Business communication today leans on personalization and authenticity.
You Risk Turning People Off
People like to feel seen and valued. Starting with a generic salutation can make the recipient feel like an afterthought—or worse, like you’re mass-emailing everyone. That’s not a good look when you’re trying to build trust.
Emails Will Look Like Spam
While email providers won’t directly include “Dear Sir or Madam” in their spam list, it will still look spammy to readers. More importantly, spam filters are trained to spot common spam behaviors, including generic or boilerplate language.
"Dear Sir or Madam" is so broad and overused in junk emails that it’s often categorized as a potential flag for bulk messaging. It’s the kind of thing a spammer would use when blasting thousands of emails without knowing—or caring—who the recipients are.
Your Emails Become Exclusive
The phrase “Sir or Madam” is built on a binary view of gender, implying that everyone falls into one of two categories: male or female. But gender is far more diverse than this framework.
Non-binary, genderqueer, genderfluid, and other identities exist outside these traditional labels, and using “Sir or Madam” can inadvertently exclude or erase them.
For someone who identifies outside the gender binary, receiving an email addressed to “Sir or Madam” could feel alienating, outdated, or even offensive. It signals that the sender hasn’t considered their identity or chosen a more thoughtful, inclusive approach.
Dear Sir Or Madam Alternatives: How to Personalize Greetings
“Dear Sir or Madam” is the quickest way to make them hit delete or send your email to spam. Done enough times, and your domains could end up on a blacklist. Try these modern and professional “Dear Sir or Madam” alternatives to avoid these issues.
Hey, {{First Name}}: A Simple, Friendly Favorite
Using the recipient’s first name immediately makes your email feel personal and approachable. It’s casual enough to work for most situations but keeps things professional.
If you’re unsure about tone, “Hey, {{First Name}}” is a safe bet—it’s warm but doesn’t cross boundaries. It works well for cold emails where you want to be personal but direct.
Good Day {{Full Name}}: Polished and Professional
If the email feels more formal—like reaching out for a business proposal or job application—using “Good Day {{Full Name}}” strikes a nice balance. It’s still personal but adds professionalism that’s great for first impressions.
Dear {{Name}}: Traditional but Personal
“Dear {{Name}}” is a slightly more formal option that works well for cover letters or more serious professional correspondence. It has the old-school vibe of “Dear Sir or Madam” but avoids feeling generic because you’re addressing someone directly.
Hi {{Role or Team Name}}: When You Don’t Have a Specific Contact
If you don’t know the recipient’s name, address their role or department. For example: “Hi Marketing Team” or “Hello Customer Service.” This approach shows that you’ve at least researched and tailored your email to the right group.
But you can always do a bit of reverse engineering to find out the exact person you’re trying to email. Let’s say you have their company name, department, and email address. A quick LinkedIn search could show the people working for that specific department.
Dear {{Hiring Manager}}: Perfect for Job Applications
If you’re emailing about a job and can’t find the recruiter’s name, “Dear Hiring Manager” is a safe and professional choice. It’s specific enough to show you’ve thought about who’s reading but broad enough to cover your bases when names aren’t available.
Hello: The Universal Option
When you’re stuck, “Hello” is your trusty fallback. It’s simple, neutral, and works in almost any scenario. While it’s less personal than using a name or title, it’s still much better than the outdated “Dear Sir or Madam.” Plus, it can work better in more casual-toned correspondence.
Good Morning/Afternoon {{Name or Team}}: A Time-Sensitive Touch
If you know the time of day you’re emailing, adding a little extra thought like “Good morning” or “Good afternoon” makes your greeting stand out. It shows awareness and feels more thoughtful than just a generic opening.
To {{Specific Department/Organization}}: Direct and Targeted
When addressing a larger organization or team and you can’t pinpoint a single person, go with “To the Department/Team Name.” For example, “To the Editorial Team” or “To the Accounting Department.” It’s clear and professional and ensures the right group feels targeted.
Hi Everyone: Inclusive and Casual for Group Emails
If you’re emailing multiple people at once, “Hi, Everyone” is a great way to sound approachable and inclusive. It works particularly well for internal emails or situations where you’re addressing a team without needing to call anyone out specifically.
How to Create the Perfect Formal Greeting in an Email
Formal greetings are the default when it comes to most business correspondence. They provide an extra layer of personalization, set the tone for the rest of the email, and establish trust.
And guess what? This is why learning to create a solid, formal greeting helps you avoid falling back on outdated phrases like “Dear Sir or Madam.”
Research the Recipient
Check LinkedIn, your prospect’s company website, and even the “Contact Us” page to find who you’re emailing. If you can’t find their name, look for titles or departments.
Use lead finder tools like Instantly B2B Lead Finder to automate the research phase. You don’t just get details like first names and emails.
Lead Finder can even show you company updates, the tech stack a company is using, annual revenue, or company size.
That means you get to personalize deeper. The more personalized and relevant your email is, the more likely you’ll get a response from your prospects.
Choose the Right Level of Formality
For formal business emails, stick to “Good Day, {{Name}}.” For casual scenarios, “Hey, {{First Name}}” or “Hi {{Name}}” still works while maintaining professionalism.
Make sure that the tone is consistent throughout the email. You don’t want to start with a casual greeting and have the rest of the email be overly professional.
Be Mindful of Cultural and Professional Norms
In some contexts, using a title like “Mr.,” “Ms.,” or “Dr.” is expected. Research the professional culture of the recipient’s industry or country to ensure you’re being respectful.
In the US and many Western countries, first names are common in professional communication, even formal emails. Greetings like “Hi John” or “Dear Sarah” are acceptable. In more formal industries (like law or finance), you might still use titles like "Mr." or "Ms."
In many parts of the Middle East or South Asia, greetings with honorifics or titles—such as “Dear Respected Sir” or “Dear Professor Ahmed” are often preferred. They convey respect and formality, which are highly valued in these cultures.
Dear Sir Or Madam Or To Whom It May Concern
“Dear Sir or Madam” and “To Whom It May Concern” are outdated, impersonal greetings that rarely work in modern communication.
While “Dear Sir or Madam” tries to address an unknown individual, it excludes non-binary people and feels generic.
“To Whom It May Concern” works for formal cases like reference letters or legal documents but feels cold and distant. It might not be the best pick for something like cold email marketing.
Key Takeaways
Dear Sir or Madam, as a greeting, has been long overdue for a burial. There are much better alternatives out there that are more relevant for a modern audience, such as the following:
- Hey, {{First Name}}: Casual yet professional, ideal for most situations.
- Good Day {{Full Name}}: Polished and respectful, perfect for formal introductions.
- Dear {{Name}}: A traditional yet personalized choice for formal emails.
- Hi {{Role or Team Name}}: Works when you only know the role or department
- Dear Hiring Manager: Best for job applications when the recruiter’s name isn’t available.
- Good Morning/Afternoon {{Name or Team}}: Adds a thoughtful, time-sensitive touch.
- To {{Specific Department/Organization}}: Direct and targeted for larger teams
- Hi Everyone: Friendly and inclusive, ideal for group or team emails.
Personalization is the best way to avoid Dear Sir or Madam. Instantly has all the tools you need to automate personalization, find leads, and streamline campaigns. Try it for free today!
