Email greetings: how to start an email (and address two or more people)
The greeting is the first thing people read, and it sets the tone. Here are greetings for every situation, the comma question settled, and how to greet two people or a whole group.
For most work email, write "Hi Sam," or "Hello Sam," on its own line. Use "Dear Ms. Patel," for formal emails and first contact. For two people, name both: "Hi Sam and Priya,". For a group, use "Hi all,", "Hello everyone," or "Hi team,". "Hi Sam," without a comma after Hi is normal in email.
See also: Writing to more than one person? See how to address two or more people in an email.
Greetings by situation
| Situation | Good choices |
|---|---|
| Coworker, client you know, most work email | Hi Sam, Hello Sam, |
| First contact, formal, job application | Dear Ms. Patel, Dear Dr. Nguyen, Dear Hiring Manager, |
| Professor or teacher | Dear Professor Allen, Hello Dr. Allen, |
| Name unknown | Hello, Hi there, Dear [Team] Team, |
| Friendly, ongoing thread | Hi again, Sam, Sam, (or no greeting at all deep in a quick back-and-forth) |
| Time-based, polite | Good morning, Sam, Good afternoon, everyone, |
Greetings to skip at work: "Hey" with someone you don't know well, "Yo," "Sup," "Dear Sir" (assumes gender), and "Greetings" (sounds like a form letter or spam). If you truly can't find a name, see alternatives to "To Whom It May Concern".
"Hi Name," and the comma rules
There are two commas to think about.
1. The comma at the end of the greeting. Put a comma after the name, then start the message on a new line:
In formal letters, Americans sometimes use a colon instead: "Dear Dr. Nguyen:". In email, a comma is normal.
2. The comma between "Hi" and the name. Strict grammar says to put a comma before a name you're speaking to, so "Hi, Sam," is technically correct. In practice, almost nobody writes it in email. The Chicago Manual of Style calls that comma "more traditional than essential" for greetings with hi or hello, and says of email greetings: "do as you please."
So:
- "Hi Sam," is the everyday standard.
- "Hi, Sam," is also correct, just more formal-looking.
- "Dear Sam," never takes a comma after Dear, because "Dear" is part of the name phrase, not a separate greeting.
Getting names and titles right
- Copy the spelling from their signature or email address. A misspelled name is the most common greeting mistake.
- Match their sign-off. If they sign "Robert," write "Hi Robert," not "Hi Bob," until they sign "Bob."
- Use a title for formal contact: Mr., Ms., Dr., Professor. Use "Ms." rather than "Mrs." or "Miss" unless you know their preference.
- Not sure of gender? Use the full name: "Dear Jordan Lee,". It's polite and avoids guessing.
- Once they reply with their first name, you can switch to "Hi Jordan,".
How to address two people in an email
Name both, in the same style:
Tips:
- Keep it equal. Don't write "Dear Dr. Nguyen and Sam,". Use titles for both or first names for both.
- Order: there's no strict rule. Many people put the main recipient first, or the more senior person first, or the order of the To line.
- "Hi both," is common in the UK and increasingly in US offices. It's friendly, but naming both is warmer.
- A married couple or shared account: "Dear Sam and Alex Rivera," or "Hi Sam and Alex,".
How to address three or more people
Once you pass two or three names, switch to a group greeting:
| Tone | Greetings |
|---|---|
| Neutral, any workplace | Hi all, Hello everyone, Hi everyone, |
| Your own team | Hi team, Morning, team, |
| Formal or external | Dear colleagues, Dear committee members, Dear [Company] team, |
| Three people, friendly | Hi Sam, Priya and Tom, |
Avoid "Hi guys" in mixed or formal groups; many readers find it too casual or not inclusive. "Hi folks," and "Hi y'all," work in some US offices and regions, but they're informal.
Sending to a group who don't know each other? Put them in BCC so their addresses stay private. Here's what CC and BCC mean.
Greetings in replies and long threads
- First reply: keep a greeting. "Hi Sam," is enough.
- Fast back-and-forth: after a few replies, dropping the greeting is normal. Start with the answer, or just the name: "Sam, Tuesday works."
- Picking a thread back up: "Hi again, Sam," or "Hi Sam, following up on the below."
- Someone new joins: "Hi Sam (and welcome, Priya),".
Openers you can copy
After the greeting, the first line should say why you're writing. A few that work:
"I hope this email finds you well" is fine but optional. If you use it, keep it to one line. For the rest of the message, see how to write an email, and to finish it, professional sign-offs.
After the greeting comes the first line. See how to start an email for opening lines and introduction templates.
Questions people ask
- Is it "Hi Name," or "Hi, Name,"?
- Both are correct. "Hi, Sam," follows the strict comma rule, but "Hi Sam," is the everyday standard in email. The Chicago Manual of Style says the comma after hi is more traditional than essential.
- How do you address two people in an email?
- Name both in the same style: "Hi Sam and Priya," or "Dear Ms. Patel and Mr. Lopez,". "Hi both," is a friendly shortcut.
- How do you greet multiple people in an email?
- Use "Hi all," "Hello everyone," or "Hi team," for most groups, and "Dear colleagues," for formal ones.
- Is "Hey" OK in a work email?
- With coworkers you know well, usually. For clients, managers you don't know well, and first contact, use "Hi" or "Hello" instead.
- Should I use "Dear" in an email?
- Use "Dear" for formal email, first contact and job applications. "Hi" is normal for most other work email.