Greetings & Goodbyes
Setting the Tone of your Emails from Start to Finish
Dearest reader,
Greetings are more than mere formalities—they are the opening notes of any written “conversation”. Whether you are dashing off a quick email or drafting a formal letter, choosing the right salutation (introduction) and valediction (sign-off) can set the stage for everything that follows. Below, you will find a practical guide to greetings and closings, each rated by formality—because truly, “Hello, you” may not impress the chairman of the board.
*If reading this in email, please click the image to expand. There are numerous more salutations and valedictions than those listed below, but these are the most commonly used. Over time you may find other options which feel more personal.
Long live structure
Some might argue that traditional letter structures no longer apply in our digital age of emails. (Instant messaging is a whole other kettle of fish which is a topic for another newsletter). However, I like to think of introductions and sign-offs as a story’s front and back covers—they give context and signal when the message truly ends. Omit these bookends, and you are left with a bewildered audience wondering whether the plot had a sequel they missed.
Honorifics
An honorific is a word that indicates respect or deference.
English offers a medley of choices: Mr, Mrs, Miss, Ms, Dr, Professor, Rev, Baroness, Dame, Sir… the list grows with each distinguished profession or royal decree. In general, don’t pair a title with a person’s first name (“Dear Mr John Smith” is as clunky as wearing a tiara with trainers).
Contemporary English favours a simpler approach—Unless you are explicitly sure that the person you are addressing would not mind being referred to by a specific honorific (Dear Sir, Miss, Rev, etc.), I would personally avoid these and start all new correspondence with Dear “First Name”.
Often, you can find out how someone prefers to be addressed by looking at their professional profile, social media, or website.
A personal example: I have been called “Tom” countless times even after introducing myself as “Thomas”. A small but telling example of how paying attention to detail can save you an awkward correction (or at least a raised eyebrow).
Addressing multiple recipients
When writing to two or three individuals, greet each one by name. Once your recipient list looks more like a wedding banquet seating chart, “Dear All” is your faithful ally—it is less laborious than naming everyone individually yet more personable than “Greetings, swarm of humans”.
Closing
Just as you wouldn’t walk away from a conversation mid-sentence, don’t let your email trail off into the ether without a sign-off. It is the digital equivalent of wishing someone a good day—instead of disappearing like a magician’s white rabbit.
Keep it brief, civil, and decisive. Nobody wants a drawn-out goodbye (especially if you have already overstayed your rhetorical welcome).
And no, “Sent from my iPhone” is not an acceptable sign-off.
Evolving Your Greetings over Time
Initial exchanges can often begin with the highest degree of formality—“Dear Mr. Smith.” But as familiarity grows, you might switch to “Hello John,” and eventually “Hi John” once you are on first-name terms. This gentle progression mirrors real-life interactions: you wouldn’t start an afternoon tea with a curt “Hey, you!”—unless you are aiming to return home with a scone flung at your head.
In professional settings, it is better to err on the side of formality until you sense that “Hey John” won’t be met with that arched eyebrow. Let the tenor of your ongoing exchange guide how much to loosen the collar.
In short, greetings and closings are more than a matter of etiquette; they are a subtle dance of respect, clarity, and warmth. Master these steps, and no matter who’s reading on the other side, your correspondence will land gracefully—like the final note of a well-performed sonata.
Yours faithfully,
Thomas
P.S.
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Thank you for reading, and may your words always find their perfect form.