How do you start a formal email?

Your cursor hovers over the greeting line. You have never written to this person before. They hold a senior role at a company you want as a partner. "Hi" feels too casual. "Hey" is out of the question. You need to know how to start a formal email without sounding like a robot or a Victorian letter writer.

A formal email opening uses a respectful greeting, the reader's proper title when appropriate, and a first sentence that states your purpose with precision. Formal does not mean complicated. It means you match the seriousness of the situation with your word choices. Let us walk through when formality is needed and how to open the message.

When should you start an email formally?

Formality fits situations where the relationship is new, the stakes are high, or the context is official. Job applications, legal notices, complaints, proposals to senior executives, and first contact with government agencies all call for a formal opening.

Everyday updates to a client you have worked with for two years rarely need this level of structure. The chapter on formal vs informal email for brands helps you decide which tone fits each situation.

How to start a formal email

Begin with a formal greeting that includes the reader's title and last name when you know it. "Dear Dr. Williams" or "Dear Ms. Nakamura" sets the right tone. If you do not know the name, use a role-based greeting like "Dear Hiring Manager" or "Dear Customer Service Team."

1. Use complete sentences in the opening line

Your first sentence after the greeting should state why you are writing. "I am writing to inquire about your enterprise licensing program" is clearer than "Quick question about pricing." Formal openings avoid slang, abbreviations, and exclamation marks.

2. Reference relevant context

If your message follows a meeting, application, or prior letter, mention it. "Further to our conversation on March 12" or "In response to your letter dated April 3" gives the reader a clear reference point. This mirrors the structure in formal email format for business.

3. Keep the opening concise

Formality is not an excuse for long-winded introductions. Two or three sentences after the greeting is enough. State your purpose, provide minimal context, and move into the body. The reader should know what the email is about before the first scroll.

Formal greetings to use and avoid

Safe choices include Dear followed by a title and name, or Hello followed by a full name in more modern formal contexts. "To Whom It May Concern" works when you truly have no name, though finding a specific contact is always better.

Avoid informal greetings like Hey, Hi there, or Yo in formal messages. Skip emoji and humor in the opening. Your sender address should also look official. An address on your own domain, as explained in what is a business email address, supports the tone before the reader reads a single word.

Once you have the opening right, the rest of the message follows the same principles of clarity and respect. For less formal situations, see how to start a business email. For a full list of greeting options, continue to professional email greetings.

Frequently asked questions