How to write a business email in English [Professional Greetings]

How to write a business email in English [Professional Greetings]


Hi I’m Hannah from The English Meeting
Room I want to help you improve your English for work and for business and in
today’s video I’m going to be talking about email greetings. How should you
address your business emails? Now for native English speakers or people who
have been writing emails in English for a long time this comes as second nature
but I’ve been living in a very multicultural city for the last six
years and let me tell you I have seen a lot of different email greetings, some
good, some not so good, so I think it’s a really important and essential skill to
look at. Now when you’re writing a business email you want to sound
professional, but you also want to be engaging. What a lot of people do is
they’re scared of being informal so they’re use greetings that are very
formal and actually this disengages the reader. So I send lots of greetings like
greetings or good day or greetings of the day. These expressions aren’t used in
everyday English it sounds very formal and actually they’re not that engaging.
Have you ever received one of those scam emails? Maybe someone’s pretending to be
royalty and they’re offering you lots of money. They often use greetings like this
because they’re trying very hard to sound formal and professional. So what
email greeting should you use if you’re writing to somebody who you don’t
know very well? Perhaps you’re applying for a job or you’re trying to
prospect new business. The best and most widely used email greeting in
today’s international market is dear and the person’s name so Dear John. It’s
simple and it’s effective. But what if you don’t know their name? Well firstly
have you checked their email address? Most people have their name in their
email address, if it’s there use it. By not using it you look like you’ve not
put any effort into writing the email how would you expect them to take the
time to consider what you’ve written? However, I understand sometimes you don’t
have their name, perhaps you’re writing an email to an email address that starts
with info or admin it’s not got a person’s name. In that case there are
some greetings you can use. The best greetings to use when you don’t know the
person’s name are good morning good afternoon or good evening depending on
the time of day these are friendly engaging and professional. However if you
do want to sound a bit more formal, perhaps you’re writing a complaint for
instance then you could use dear sir / madam or to whom it may concern. These
are very formal greetings. Okay so what if you’re writing an email
to somebody who you know? Maybe a colleague or someone that you’ve done
lots of business with you’ve talked to them lots maybe you’ve met them in the
past. In this case using dear and their name might sound a bit unfriendly. The
best greetings to use in this case would be hi and the person’s name. Or you could use
good morning Hannah or good afternoon or good evening with their name again
depending on the time of day. Be careful not to be too informal, even today there
are some greetings which are too informal even if you know the person so
hey or what’s up just aren’t professional in any context. If you’re in
doubt have a look to see what they’ve said to you. Reciprocation is one of the
most powerful tools with relationship building
so copy what they’ve written and it shows that you are like-minded and that
you think in a similar way. I’d love to hear your thoughts. What are you using
your emails? What strange greetings have you seen? Let
me know in the comments below and I look forward to seeing you in the next video

2 comments

Leave a Reply

Your email address will not be published. Required fields are marked *