While sitting behind a screen and composing an email, the allure of skipping pleasantries and diving straight into the core message can be strong. Yet, professionals in the field emphasize that the initial phrases of an email resemble a delectable appetizer, establishing the context for the main content that follows.
According to Reena B. Patel, a licensed psychologist and educational board-certified behavior analyst, these opening lines hold significant weight. She underscores that the principles of creating a favorable initial impression are akin to those observed in face-to-face interactions.
What are these specific rules? While the etiquette may differ depending on the intended recipients of the email, Patel points out that certain fundamental principles remain constant.
“Maintaining proper email etiquette ensures that you present yourself as courteous, transparent, and straightforward,” she elucidates. “This, in turn, fosters a favorable impression, making others inclined to like you, be open to your message, and more likely to respond.”
When someone responds, it obviates the need to create a subsequent email for the sole purpose of “just following up.” So, how can you master the introduction of your email? Consider adopting one of these expert-approved opening phrases for a more effective start to your communication.
The Difference Between Email and Text/Social Media Messenger Communication
Email is no longer the sole digital communication method, having been supplemented by various other channels for a significant period. Notably, there are distinctions between email communication and messaging friends through texts or social media. A key differentiator is the audience, which is often, though not exclusively, distinct.
Cynthia Shaw, Psy.D, CGP, ACS, a licensed clinical psychologist and proprietor of Authentically Living Psychological Services, highlights the formal nature of emails as opposed to the more informal tone of text messages and social media interactions among friends and family.
Additionally, emails come with reduced expectations for immediate responses. This is pertinent whether you’re communicating with a senior family member who may not be accustomed to texting or with your own supervisor.
Conversely, text messages and Facebook messages are intended to simulate real-time conversations, according to Mark Stonger, Ph.D., a licensed psychologist at Thriveworks in Colorado Springs. However, this lower urgency for an immediate reply raises the bar for the quality of responses.
Dr. Stonger emphasizes that emails afford the luxury of thoughtful and deliberate replies, providing both the sender and recipient ample time to ponder and meticulously choose their words. This extended time frame enables a more thorough processing of the message and facilitates the crafting of well-considered responses.
What Are the Risks of Starting an Email Wrong?
Initiating an email incorrectly can have the unintended consequence of causing the recipient to disregard the rest of your message, thereby missing the intended point. This risk is inherent in all forms of written communication, where nuances in tone can be lost.
Ernesto Lira de la Rosa, Ph.D., a psychologist and media advisor for the Hope for Depression Research Foundation, underscores the significance of considering the limitation of accurately conveying one’s tone in an email. This limitation can lead to misinterpretations and a disparity in understanding, resulting in a range of emotions when two communicating parties are not on the same wavelength.
This array of emotions can encompass feelings like distrust, frustration, and anger, generating a chain reaction that hampers efficiency. The consequences can be a cascade of emails exchanged due to misunderstanding, culminating in frustration for all parties involved. Dr. de la Rosa adds that this might even lead some individuals to refrain from responding to the email altogether.
10 Best Phrases To Start an Email
1. (Title) (Name),
An instance of this practice can be observed in a phrase such as “Dear Mr. Smith.” Dr. Stonger characterizes this approach as straightforward and unadorned.
“It’s a direct and uncomplicated method to convey respect for the recipient’s role without excessive formality,” Dr. Stonger explains.
Dr. Shaw also expresses appreciation for this approach, particularly when initiating communication with someone new.
“When communicating with an individual for the first time, this reinforces the display of respect,” Dr. Shaw notes. “It also showcases your attentiveness and thoroughness by incorporating the individual’s title and professional position.”
2. Hello, my name is X, and I am responsible for Y
Dr. Shaw identifies this phrase as yet another valuable choice for the initial outreach in emails.
“In a swift manner, this aids the recipient in forming a clearer picture of your identity, all the while showcasing your expertise and authority,” Dr. Shaw emphasizes.
3. Good morning, afternoon or evening, (Name)
This phrase might not be revolutionary, but Dr. Shaw suggests that there are moments when it’s prudent not to overcomplicate an email introduction.
“Using this phrase is a guaranteed method to extend an inviting and respectful atmosphere to your reader or recipient,” Dr. Shaw clarifies. “You’re showcasing politeness, respect, and an element of warmth.”
Dr. Shaw goes on to mention that incorporating warmth is especially valuable in professional emails, particularly when corresponding with individuals you’ve previously engaged with.
4. Hi (Name), I wanted to send you an email to continue talking about (Topic)
Dr. de la Rosa underscores that phrases of this nature establish a precise context for the email’s purpose. Patel concurs.
“This is especially effective for recipients who prefer direct communication without unnecessary embellishments,” Patel asserts.
5. Thank you for X
Commencing with an expression of gratitude can promptly convey a sense of appreciation and openness to the recipient. Patel lauds this phrase as particularly effective when you intend to express gratitude for someone’s time or a gesture they extended to you.
6. I wanted to compliment you on…
Brighten the recipient’s experience by offering a swift compliment in your email introduction.
“Commencing an email with a compliment is a courteous and considerate approach to initiating communication,” Dr. Shaw affirms.
This could involve praising someone for a recent presentation or acknowledging the thoroughness of resources they’ve shared, among other examples.
7. Dear (Name), I apologize for not responding sooner, but I have been catching up on emails this week.
While emails may not replicate immediate conversations, there are instances when individuals perceive them as such. If you’re experiencing a sense of regret for not responding promptly or for addressing multiple follow-up emails, a swift apology can alleviate frustration and personal unease.
According to Dr. de la Rosa, phrases like this contribute additional context to the situation, helping to clarify intentions and sentiments.
8. To whom it may concern,
Although this introduction might sound formal and distant, multiple experts concur that it has its place in certain scenarios.
Dr. Stonger explains, “This extremely formal opening is suitable for addressing an audience with whom you are not familiar. It is frequently employed when raising an issue without being certain of the precise recipient. Exercise caution when using this introduction, as its formality establishes the tone for the entire email.”
To illustrate, consider a situation where you need to request a quote from a vendor and direct the email to a general address like [email protected].
Dr. Shaw concurs that it’s advisable to reserve this phrase for audiences with whom you haven’t established any prior interaction.
9. Hi team,
Patel finds this phrase particularly useful for casual communication involving multiple recipients.
“When you’re emailing a group of more than two individuals, it’s preferable to address the entire group collectively instead of listing each individual’s name,” Patel suggests.
The alternative “Hi everyone” also serves the purpose effectively.
10. How are you?
This question presents an additional informal and friendly approach to initiating an email.
“This is an excellent method to kickstart a dialogue and demonstrate your interest not only in receiving a response but in fostering an actual conversation,” Patel remarks.
What’s the Worst Way To Start an Email?
While certain individuals may require no formal introduction, experts emphasize that an email itself does.
Dr. Shaw emphasizes, “The least favorable approach is to forgo addressing the recipient and immediately delve into the email’s content. This signifies a lack of consideration for the recipient and fails to establish a foundation for a two-way conversation where the recipient feels esteemed, respected, and taken into account.” Patel echoes this sentiment.
“If you initiate the message without a welcoming introduction, it might also convey insincerity,” she points out.
Source: parade.com