Writing emails is now more common than ever, with people sending dozens of emails a day – while in the past people might have sent letters very rarely. With traditional letters, formal greetings and farewells were common in English because writing a letter was generally a formal and sophisticated form of communication. The speed and frequency that we write and receive emails has made email writing less formal than letter writing, however. Emails do not always require the same polite tone, or the same details, as a letter. So how can you introduce and sign off emails effectively in English?
Setting the right tone of voice
The tone that you require in your email is set by your Subject Heading and your greeting. As with any form of communication, how polite you wish to be in an email will vary. Keep your subjects clear and simple, and begin as you wish to continue.
Email greetings
In traditional letter writing, we would put the address of the sender in the top corner of the letter, and introduce the letter with a selection of formal greetings. Some of the most common of these are:
- Dear … (When we want to greet someone directly.)
- For Whom It May Concern, (When we do not know who will read the letter.)
It is possible to start an email with Dear …, if you wish to be formal. This should be used when emailing strangers or when you wish to show respect, but for casual emails it is less appropriate and may even seem strange.
Now, it is perfectly acceptable to begin emails with light greetings, often using anything you might also say in speech. The safest greetings are:
- Hello …
- Hi …
Unless you are making a formal connection or need to show respect, it’s unlikely that English speakers will be put off or upset by these informal openings.
Email farewells
Although greetings in emails are much more flexible and light than traditional letter greetings, closing sentences and farewells in English emails remain quite similar to traditional letter forms. It’s not unusual to finish an email with these salutations, followed by your name:
- Yours sincerely, (When you know the reader.)
- Yours faithfully, (When you do not know the reader.)
- Best regards,
- Kind regards,
Note that the top two are more formal than the bottom two.
However, email closing statements do not always require the full form. As email is often quick, abbreviated language is not only expected, but often desired. Therefore instead of the above phrases, you might sign off with only one word from the phrase (implying the rest), followed by your name:
- Yours,
- Best,
- Regards,
In very informal settings, however, you may simply sign an email with your name, and no salutation, or, sometimes, with no closing statement at all.
The important thing to remember with all these greetings is that email is a flexible and changing form of communication. The English you use is not based on rules, but you should use your own judgement to decide how formal your language should be. Do not think that because you are writing a letter it has to be as formal as a printed letter. At the same time, though, do not think that because you are writing an email it doesn’t have to show respect!
