Imagine needing a favor from a friend. Would you simply walk up to them and say, "Do this"? Of course not—that would come across as rude and dismissive. The same principle applies to writing emails. Leaving out a formal greeting shows a lack of email etiquette and social skills.
A formal greeting email is key to a good first impression. You want to be polite, sincere, and professional without sounding generic. That’s easier said than done.
We’re here to help you out.
The Importance of a Formal Greeting Email
Whether you’re emailing someone for the first time or your best friend, Bob, from marketing, a formal greeting email offers the following benefits:
Extra Layer of Personalization
Instead of a generic “I hope you’re doing well,” the formal greeting can start with something more personal. Let’s say you’re in the same area, and it’s a beautiful, sunny day outside. You could say, “Hope you’re enjoying this amazing San Francisco weather today.”
Sets the Tone for the Email Correspondence
Your formal greeting sets the tone for the entire email. It shows clarity, mutual respect, and an avenue for positive interactions. It’s best to sound like how you would talk to a colleague or friend you haven’t seen in a long time but respect deeply.
Establish Professionalism, Credibility, and Trust
Formal greeting emails are essential to business communication. They demonstrate attention to detail, convey that you value your recipient's time, and show you’re emailing for a reason, not just because they’re part of a list meant for email blasting.
Formal Greeting Email Templates
Crafting a formal greeting email can get tricky. To help you get started, here are five formal greeting email templates you can steal and make your own.
Formal Greeting Email Introduction for Cold Email
Introductions set the precedent for the entire email. Personalization can come in the form of compliments, market shifts, shared backgrounds, and many more.
Subject line: I was hoping we could connect!
Good day, {{first name}},
My name is {{your name}}. I’m working as a {{position}} for {{your company}}. Your articles on {{topics}} helped me grow in my career path. Thank you so much for your insights.
I’m reaching out today because we run a {{service}} that automates {{tasks}}. With {{market shift}} coming up, I think it would be a perfect fit for {{prospect’s company}}.
I’d love to send you more information about it. Would this be something you’re interested in?
Thanks in advance,
{{your name}}
Formal Greeting for Your Boss/Supervisor
Sending an email to your boss or superior for the first time can be nerve-wracking. But it doesn’t have to be. Avoid the fluff. Use the right opening and closing lines for this type of formal email.
Subject line: Thank you for this exciting opportunity
Good day, {{boss first name}},
I’m {{your name}}, the new {{position}}. I wanted to give a quick introduction. I’m very excited about the new opportunity and the chance to work at such an amazing company.
Please let me know if there is anything I can do to prepare for the role. I’ll be happy to do some preparatory work to ensure I get a great head start on my first day on {{date}}.
Looking forward to working with you.
Best regards,
{{your name}}
Onboarding New Client
The customer journey doesn’t stop once prospects subscribe to your service. You need to onboard new clients and make sure they have everything they need to get started.
Subject line: Welcome to {{company name}}, {{first name}}!
Hey, {{first name}},
{{your name}} here from the {{company name}} team. Thank you for trying out {{product}}. We’re so excited to have you onboard. Just wanted to make sure you have everything you need to get started.
{{Resource link 1}}
{{Resource link 2}}
{{Resource link 3}}
If you want to make the most out of {{product}}, we also recommend trying out {{cross-sell product}}. It’s free for {{trial period}} for new {{product}} users.
Onboarding emails have some of the highest open rates. You can leverage this by using these emails to cross-sell. Just remember that the cross-sell has to be relevant to your customers.
Formal Greeting Email After Networking Event
Local events in your industry are a great way to build your network. If you met somebody in person and want to follow up with your conversation via email, try out this template.
Subject line: {{your name}} from {{event}}
Hey there, {{first name}},
Hope your day, week, and everything is going well!
It’s {{your name}}. We met at the {{event}} and had a great conversation about {{topic}}. I wanted to follow up on that here. I think {{your company}} and {{prospects company}} is a great pair.
I’d love to get a coffee with you soon so we can catch up, connect, and learn from one another.
All the best,
{{your name}}
Project Update for Clients
Clients should be kept in the loop whenever there’s a crucial update on any project, especially if things don’t go in the direction they want. It’s important to be transparent and accountable.
Subject line: Approval request for {{project}}
Good day, {{client name}}. Hope you’re having a great time at {{event}}.
It’s {{your name}} from the development team. We’re at a good pace and expect to finish {{project}} within the time frame. There’s just a tiny hiccup on {{issue}}.
We’re planning on doing {{repair 1}}, {{repair 2}}, and {{repair 3}} to address the issue. But we need your approval before continuing.
Thanks in advance,
{{your name}}
Key Takeaways
A formal greeting email is essential for all types of business communication. To ensure that you’re making the most of your formal greeting emails, make sure you consider the following:
- Avoid greetings like “Hey” when emailing people you haven’t interacted with.
- Use market shifts, compliments, milestones, or shared backgrounds for personalization.
- Base your formality on the context of your relationship with the recipient.
- Never misspell names. It’s an avoidable mistake that can be seen as inattentive.
- Use templates with care. Ensure you review and customize each to meet your needs.
If you need help with personalizing formal greeting emails for cold outreach, Instantly has you covered. With Instantly you can automate personalization based on lead data, ensuring your email is relevant, valuable, and worth replying to. Try Instantly for free today.
