Professional Email Greetings and Sign-offs | Business English B1

The right greeting makes a first impression.

Formal (you don’t know the person well)

• “Dear Mr Smith,” / “Dear Ms Johnson,”
• “Dear Sir or Madam,” (when you don’t know the name)

Semi-formal (you know them professionally)

• “Dear James,” / “Hi Sarah,”

Sign-offs

• Formal: “Yours sincerely,” (you know their name) / “Yours faithfully,” (you don’t)
• Semi-formal: “Kind regards,” / “Best regards,”
• Professional but relaxed: “Best,” / “Thanks,”

The rule

Match the greeting to your relationship. “Hey Mike” to your director is too casual. “Dear Sir or Madam” to a colleague of three years is too stiff.

Practice

Write the opening and closing of two emails: (a) to a new client you have never met; (b) to a colleague you speak to daily.