How to Write a Business Email to Someone You Don’t Know
This post is by Tami Claytor who is a coach, image consultant, and owner of Always Appropriate Image and Etiquette Consulting in New York, New York. With over 20 years of experience, Tami specializes in teaching etiquette classes to individuals, students, businesses, and community organizations. Tami has spent decades studying cultures through her extensive travels across five continents and has created cultural diversity workshops to promote social justice and cross-cultural awareness. She holds a Bachelor of Arts in Economics with a minor in International Relations from Clark University. Tami studied at the Ophelia DeVore School of Charm and the Fashion Institute of Technology, where she earned her Image Consultant Certification.
When you work in the business world, you may often need to compose an email to someone you don’t know. While it’s a little awkward, it’s part of professional life. There are certain rules of etiquette you should follow when sending a professional email to a stranger.
Start with a salutation (like «hello») and greet the person by their preferred name if you know it. If you don’t know their preferred name, use a more formal salutation like «To Whom It May Concern» or «Dear Sir/Madam.»
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Do your research. There is a variety of information you need to know before composing an email to a stranger. Before you start writing, take a quick look at the website of the company where the recipient works.
If you don’t know the recipient’s email address, you can find it by scanning the company’s website. If no email address is listed, be cautious about contacting the person via email. You may prefer to opt for a physical letter.
If you were planning to ask any questions in the email, check to see if the website addresses these questions. You don’t want to come across as lazy and didn’t take the time to read a website carefully.
Make Sure You’re Contacting the Right Person
Many people start their emails with something like, «I’m not sure if you’re the right person to ask, but…» This is considered unprofessional and disrespectful of the recipient’s time. If you don’t know who to contact, wait until you can find out that information.
Step 2 Write a descriptive subject line.
Your subject line should convey your exact reasons for sending the email. Often, emails from strangers are ignored or overlooked. A strong subject line reduces the chance of your email being ignored.
Use few words to say what the email is about. Use as much detail as possible to fit into 4 or 5 words. For example, “Meeting at 10 a.m. about new computers” is better than “Meeting this morning.” [2]
Vague subject lines, such as “Hi” and “Hello,” are sometimes inadvertently read as spam and redirected to the recipient’s spam folder.
Use a professional email, as your email will appear next to the subject line. Use an email that uses your full name rather than one that uses a person or a vague phrase.
Never use all capital letters in the subject line of an email, even if the email is urgent. This sounds like shouting, which can be interpreted as hostility.
Step 3 Address the recipient.
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Address the recipient. Include a professional salutation and greeting. This can be tricky if you are emailing a stranger, as they may not know your preferred name. However, there are some etiquette guidelines that can help you avoid mistakes.
If you don’t know the person’s name, avoid overly formal phrases like «To Whom It May Concern» or «Dear Sir/Madam.» Don’t be too informal, either. «Hello» is too unprofessional for a business email. It may be best to start the email with a simple «Hello.» [3]
If you do know the person’s name, make sure you spell it correctly. Check your spelling several times, as it’s easy to get it wrong if you’ve never emailed the person before.
Use «Mr.» and «Mrs.» followed only by the person’s last name. For example, if you’re emailing Jane Hart, start the email with «Dear Mrs. Hart» instead of «Dear Mrs. Jane Hart.»
Never make assumptions about a woman’s marital status
If you know her marital status, it’s best to avoid drawing attention to it in an email, as it’s irrelevant to the business world. Use «Mrs.» and never «Miss» or «Mrs.» unless the recipient uses these salutations.
If someone has a doctorate, it is appropriate to use «Dr.» when addressing them.
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Identify yourself and the company you represent. Remember that when you send a business email, you are representing your workplace. Introduce yourself and explain how you obtained the person’s contact information.
Identify your company as well. For example, an email might begin with, «Dear Ms. Hart, My name is John Dawson and I work in marketing at Wilson Technologies.»
Part 2
Writing the Email
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Be short and concise. By getting to the point and clearly identifying your purpose, you present a professional image that the reader will take seriously. This also increases the likelihood that your email will be read and responded to quickly, as people put off dealing with overly long responses.
After you identify yourself and your company, your next sentence should explain the purpose of the email. It’s best to make your case in two sentences.[4]
Be positive. Even if you’re writing to address a complaint or concern, be polite and respectful throughout the email. Don’t badmouth your bosses, other companies, or employees, as this will make you look bad.
While it’s normal to include basic information about yourself in cover letters if you’re emailing on behalf of a company, leave that information out. Simply state your name and position at the company before moving on to the purpose of the email.
Step 2 Use simple, direct prose.
A business email should be as easy to read as possible. This means using clear language that’s easy to understand.
Choose the active voice over the passive voice. For example, don’t say, «My boss, James Peterson, sent you a memo.» Instead, say, «My boss, James Peterson, sent you a memo.» [5]
Avoid jargon and technical terms, even if those terms are used a lot in your company. Opt for simple English and common phrases. [6]
Use short sentences. Eliminate conjunctions when possible and break up long sentences. For example, «We did not hear back from you regarding the memo and wanted to follow up to make sure you understood the information.»
It would be better to say «We did not hear back from you regarding the memo. We wanted to follow up to make sure you understood the information.»
Use proper grammar, spelling, and punctuation. Check your spelling and proofread all emails before hitting the send button.
Step 3 Know what to avoid sending.
There are certain rules of etiquette regarding what should be transmitted via email. Understand what to avoid sending before you reach out to someone.
Attachments are fine if you are sending an email with information that was specifically requested, but do not send attachments to strangers without being asked.
Avoid overly large files and attachments. In the event that such information needs to be sent, send an email beforehand to let the recipient know.
Do not use an overly long signature. Ideally, your signature should only include your name, mailing address, email address, and phone number. If you wish, it is also appropriate to include your title.
Don’t include graphics or backgrounds. They tend to clutter up email memory and come across as unprofessional in a business environment.
Part 3
End the Email
Step 1 Give the recipient instructions on how to respond.
Toward the end of the email, provide instructions on how the recipient can follow up.
Politely specify a time frame by which you would like to receive a response. For example, «If you could get back to me by the end of the day tomorrow, I would greatly appreciate it.»
Include any contact information that is necessary. You can simply say, «This is the best email to contact me,» or request a phone call and include your number.
Be specific about what you want from the recipient. Don’t just say, «I look forward to hearing from you soon.» Instead, say, «I look forward to hearing from you soon so we can discuss the logistics of transitioning to a new computer system.»
Step 2 Use an appropriate closing.
Before your name, there will be some sort of closing. Choose an appropriate closing for your email.
Don’t simply use a dash and then include your name. This can seem too informal, as can closings like, «See you later,» and «Take it easy.» It’s best to avoid emoticons, such as smiley faces.
In a business email, something like «Regards» or «All the best» is appropriate, as it’s friendly without sacrificing professionalism. «Sincerely» is another good choice, but can come off as formal.
«Thank you» and «Thank you» are also appropriate, but should be avoided if you’re not asking the recipient to perform a specific task or duty.[15]
Step 3 Follow Up
The business world is busy. If you don’t hear back from the recipient within an appropriate time frame, it’s appropriate to send a follow-up email.
If someone doesn’t respond, it’s likely not deliberate. Emails pile up, and often, even if you follow proper protocol, things accidentally end up in a spam filter.
A follow-up email should be a direct response to an email you’ve already sent. Be polite and start with something like, «I know you’re probably really busy, but I just wanted to make sure you got my email.» Then, briefly repeat the subject of the original message.[17]
How to Start an Email with a Compelling Introduction—and What to Avoid
The following contribution is from the Grammarly portal, which defines itself as follows: “We democratize good English writing. Clear communication produces results that speak for themselves, whether it’s a winning sales pitch, a great essay, a message that conveys the right tone, or anything else. We believe that anyone can communicate effectively, efficiently, and persuasively, with the right tools.”
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The author is Jennifer Calonia
An effective email starts with a warm, compelling greeting, followed by an attention-grabbing introduction.
Using an effective email introduction can captivate the reader and hold their interest, increasing the chances of getting the desired response.
A good introduction helps ensure your email stands out in a crowded inbox.
With a mix of personal, business, and consumer emails, inboxes are flooded with hundreds of messages every day.
However, recipients may not read all of those messages or read them from start to finish.
Here’s how to ensure your email gets off to a compelling start without getting lost in the shuffle.
Why it’s essential to start an email with a strong greeting
A proper email greeting can instantly set a positive tone, prompting the reader to engage more deeply with the content and reducing the chances of being ignored.
Before writing an email greeting, make sure the subject line is a clear and concise preview of your email content.
The subject line can determine whether or not your recipient opens the email to begin with, so it should capture the importance and intent of your message.
Once you’re confident in your subject line, create a captivating introduction that drives readers to take action.
A well-thought-out introduction is helpful when you ask recipients to:
– Click a link
– Answer a question
– Take a survey
– Provide further clarity
– Review a document or other information
– Provide business-related support
– RSVP
Whatever you ask of your readers, your introduction should entice them to spend more time on the message and help your email avoid the dreaded trash bin.
How to Start a Professional Email
Beginning a professional email with a powerful introduction can help create meaningful workplace interactions and positive business connections. It signals enthusiasm, promotes engagement, and can pave the way for successful relationships, professional growth, and effective management of various situations.
Appropriate Professional Greetings for Emails
1 “Dear [Name]”
This email greeting is an appropriate greeting for formal email correspondence. It is typically used in cover letters, official business letters, and other communications when you want to convey respect for the recipient.
While honorifics like “Mr.” and “Mrs.” were once more accepted, they run the risk of confusing gender or wrongly assuming the reader’s marital status. Instead, use “Dear Sam” or “Dear Sam Barney.”
2 “Hi Everyone, Hi Team, or Hi [Department Name] Team”
When writing an email to two or more people, you have a few options. “Hi Everyone,” “Hi Team,” or “Hi [Department Name] Team” are polite but professional ways to greet a group of people.
They also avoid addressing a group based on gender, such as “Hi Guys,” “Hi Girls,” or “Gentlemen,” which might not accurately describe the recipients.
Engaging Opening Phrases in Professional Emails
1 “I hope your week is going well” or “I hope you had a good weekend”
These opening phrases are effective because they acknowledge the reader first and help build rapport with a colleague you already know or want to develop a friendly working relationship with.
2 “Thank you for…”
Expressing gratitude is another way to put the reader first. If the email you’re writing is in response to an email or action by the recipient, acknowledging them up front fosters camaraderie in the workplace.
3 “It was great talking to you” or “I enjoyed our conversation about…”
These help build a personal connection with the recipient by expressing your appreciation for a previous interaction. “I enjoyed our conversation about” also serves as a natural transition into the subject line of the email, especially if your goal is to follow up on a previously discussed topic or propose next steps.
Carefully selecting the right words at the beginning of a professional email grabs attention. This emphasizes the importance and urgency of the reader’s tasks, enhancing effective communication.
How to Start an Informal Email
Informal emails are suitable in many situations, especially when you have an established relationship with the recipient or the interaction requires a more informal tone.
Here are some examples where informal email beginnings are appropriate:
Appropriate Informal Greetings for Emails
1 “Hi [name]”
This greeting is effective for people you know well because it feels personal, instantly creating a
