How to Begin and End an Email Message

By Lynda Goldman

Do you wonder how to begin and end an email message with someone you don’t know well? Business email etiquette is constantly evolving. Email is a form of written communication, but because it is so quick, the format has become closer to a conversation than a written letter.

Many emails today begin with “Hi.” “Hello” and “Dear (name)” are also used, depending on the formality and relationship you have with your reader. Usually you can rely on common sense to tell you how to address the reader with respect.

Guidelines for addressing people on email:

·When responding to an email, follow the level of formality the sender used.

·Choose a formal or informal title, based on your relationship with the reader and the seriousness of the message.

·International email is more formal than email in the US or Canada. Keep a formal tone until your reader becomes more conversational.

How to end a message

Conclude by saying “Thank You,” offering help, or requesting an action by a certain date.

Avoid using formal business clichés such as “Do not hesitate to contact me.” Or “Should you have any further questions.” Would you say this to someone’s face? Don’t write anything you would never say.

Make your words personal, and as friendly as appropriate.

Here are some ideas:

·Please let me know if you need more information. ·I’m available to answer your questions at: (phone number) ·Thank you again for contacting me. I will call you next Wednesday to see if I can answer any other questions.

Create an automatic email signature that includes your phone number, cell number, and your mailing address, to make it easy for people to reach you.

You are invited to use these tips and techniques to begin and end your business email messages.

You are also invited to receive 2 free reports when you sign up for “Communications Capsules” at

Copyright Lynda Goldman 2008 All rights reserved.