You’ve stared at that blinking cursor for five minutes. It’s paralyzing. You know the person, or maybe you don’t, but you definitely don’t want to come off as stiff, or worse, accidentally disrespectful. Figure out how to address email correctly once, and you’ll never have that "should I say Hi or Dear?" mini-crisis again.
It matters because your greeting is the digital equivalent of a handshake. If you squeeze too hard, it’s aggressive; too limp, and you look uninterested. Honestly, most of the "rules" we learned in middle school about formal letter writing have basically evaporated, but that doesn't mean anything goes.
Why the "Hi [Name]" vs. "Dear [Name]" Debate Still Rages
Look, "Dear" is safe. It’s the old reliable. But in 2026, it often feels like wearing a tuxedo to a backyard barbecue. Unless you are emailing a law firm, a government official, or a strictly conservative academic institution, "Hi" has basically won the war.
If you use "Dear" for a quick internal check-in with your marketing team, you’re going to look out of touch. It’s just too formal for Slack-integrated cultures. However, the stakes change when you're cold-emailing a C-suite executive or a hiring manager. In those cases, a formal "Dear" signals that you recognize the power dynamic and respect their time.
But here is the kicker: some people hate their first names. They really do. If you’re emailing a "Dr. Elizabeth Smith," and you lead with "Hi Liz," you’ve already lost. Always default to the highest level of formality you think might be required, then mirror their response. If they sign off as "Liz," you’re officially cleared to drop the "Dr. Smith" in the next thread.
The Problem With "To Whom It May Concern"
Just don't. Seriously.
It’s lazy. It sounds like a subpoena. Research by groups like CareerBuilder and various recruiting experts consistently shows that personalized outreach has a significantly higher response rate. When you use "To Whom It May Concern," you’re basically telling the recipient, "I couldn't be bothered to find out who actually does this job."
If you can't find a name on LinkedIn or the company website, try "Dear [Department] Team" or "Greetings [Job Title]." It shows you at least know which direction you’re aiming.
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How to Address Email to a Group Without the Chaos
Group emails are a nightmare for etiquette. You have a few options, and honestly, "Hi Everyone" is the gold standard. It’s gender-neutral, professional, and inclusive.
Avoid "Hi Guys." It’s a habit many of us have, but it’s increasingly viewed as exclusionary in professional settings. Even if you think it’s harmless, why risk alienating a stakeholder? "Hi All" or "Team," works just as well without the baggage.
If the group is small—say, three people—list their names. "Hi Sarah, Mark, and Jin." It takes ten seconds longer but makes everyone feel seen. If you’re emailing twenty people, listing names is insane. Don't do that. Stick to the collective.
Navigating Titles and Honorifics
This is where people usually trip up.
- Gender Neutrality: If you don't know someone's gender, don't guess. Using "Mr." or "Ms." is a gamble you don't need to take. Use their full name: "Dear Sam Taylor."
- The "Ms." Rule: If you must use a gendered title for a woman, "Ms." is the professional default. "Mrs." implies you know their marital status, which is irrelevant to business. "Miss" feels patronizing.
- Academic/Medical Titles: If they earned the "Dr.," use it. People worked hard for those letters.
The Art of the Professional Salutation
So, you’ve got the name. Now, what about the word before it?
- "Hi" or "Hello": Perfect for 90% of modern business. "Hello" is slightly more "adult" than "Hi," making it a great middle ground for first-time outreach.
- "Greetings": A bit "Stellaris" alien-vibe, but it works if you’re emailing a general inbox and want to stay neutral.
- "Good morning/afternoon": This is risky. If they read it at 11 PM, it feels slightly disconnected. Plus, in a globalized economy, your morning is someone else’s 3 AM. Stick to time-independent greetings.
What About "Hey"?
"Hey" is for people you’ve had lunch with. It’s for colleagues you’ve worked with for six months. If you use "Hey" with a potential client in your first email, you’re banking on them being incredibly chill. Most aren't. It’s better to be 10% too formal than 1% too casual.
Common Mistakes That Kill Your Credibility
Misspelling a name is the absolute worst thing you can do. It’s right there in their email address or their LinkedIn profile. Double-check it. Triple-check it. If you’re emailing a "Geoff" and you write "Jeff," he’s already annoyed before he finishes the first sentence.
Also, watch out for "Dear Sirs." It’s 2026. It’s sexist and outdated.
Then there's the "Happy Friday!" opener. It’s a cliché. While it's not "wrong," it’s filler. If you’re emailing someone because there’s a crisis, wishing them a happy Friday feels tone-deaf. Just get to the point.
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The Tone Shift: When to Stop Being Formal
Emails often turn into long threads. You don't need to say "Dear Sarah" in every single reply. By the third exchange, it’s perfectly normal to drop the formal greeting entirely and just start with the message. It mimics a real conversation. Keeping the "Dear" at that point actually starts to feel cold and distant, like you’re trying to keep them at arm’s length.
Actionable Steps for Perfect Email Address Etiquette
- Audit your recipient: Check their LinkedIn. Look at the company culture. If it’s a tech startup, go with "Hi." If it’s a 100-year-old bank, maybe stick with "Dear."
- Mirroring is your best friend: If they reply with a certain level of formality, match it. If they sign off with "Best," don't reply with "Very Respectfully Yours."
- Use the "Full Name" fallback: Stuck between Mr. and Ms.? Just write "Dear [First Name] [Last Name]." It’s always correct and never offensive.
- Check the spelling twice: Seriously. Do it again.
- Default to "Hi [Name]" for internal comms: It’s efficient and keeps the hierarchy feeling flat and collaborative.
- Ditch the fluff: Skip the "I hope this finds you well." Everyone knows it's a lie. Jump into the "why" of your email.
Addressing an email is really just about showing you have a pulse and a modicum of situational awareness. You want to be a human talking to another human. Keep it simple, keep it respectful, and for the love of everything, spell their name right.