How to Send Greetings in an email? Your Ultimate Guide.
Rajnish
Let’s get real. If cold emails were networking events, your greeting is the outfit you show up in. Show up in style, you get noticed. Show up in "To Whom It May Concern"? Yeah... they're ghosting you.
In this guide, I am dissecting greetings in mail, especially cold emails, from top to toe. I will break down styles, psychological triggers, examples for every situation, what not to do.
Why Do Email Greetings Matter So Much?
Here’s the thing: people judge emails like they judge dating profiles. First impressions happen fast, and the greeting is the first thing they emotionally react to. It's the opening vibe check.
A Good Greeting Can:
Increase your open-to-reply rate.
Build rapport before the pitch even lands.
Signal professionalism without sounding robotic.
Make you stand out in a sea of meh emails.
A Bad Greeting Can:
Get your email deleted or marked as spam.
Feel copy-pasted or mass-sent.
Make the reader think, "Ugh, not another template."
"Dear Sir/Madam" – Are you emailing a time machine?
"To Whom It May Concern" – No one is concerned.
"Hi Friend" – Feels creepy if we're not already friends.
"Greetings" – You’re not Gandalf.
Avoid being vague, formal-to-the-point-of-awkward, or overly familiar.
Greeting Power-Up Tips
Use their real name. Not "there," not "team," not "hiring manager."
Mirror their tone. Read their LinkedIn/Twitter posts. Are they funny? Formal? Casual? Follow suit.
Use time awareness. Day of the week, holidays, even time zones if you’re feeling pro.
Double-check spelling. "Hey John" instead of "Jonh" can mean the difference between a reply and a trash bin.
Real-World Greeting Scripts
1. First Touch, High-Level SaaS Pitch
Hi Aron,
I noticed your post about scaling outbound without burning SDRs out—I totally agree. I work with B2B sales teams on solving that exact problem with async tools...
2. Follow-up After No Reply
Happy Monday, Meenal!
Just floating this back to the top of your inbox in case it got buried. Totally understand if now’s not the best time—should I circle back next month?
3. Referral-Based Opening
Hello Diana,
I was chatting with Aman from your product team, and he thought I should connect with you about your Q3 outreach plans. Congrats again on the recent funding!
4. Post-Event Networking Email
Hey Richard,
Loved your panel at SaaStock—your take on AI ethics was refreshing. I’m [Your Name], the person who asked the question about data privacy (and butchered it—oops). Wanted to continue that chat.
Scale Smartly: Why Manyreach Is Your Cold Email Wingman
So you’ve mastered the art of great greetings. But what about when you need to send dozens (or hundreds) of personalized emails without sounding like a robot who just learned small talk?
Enters Manyreach.
Manyreach lets you scale your outreach while keeping your tone natural and human. It helps you:
Use spintags to create variations of the same greeting
A/B test greetings to find what actually works.
Automate emails that don’t sound automated.
If you want replies, not eye-rolls, Manyreach is your go-to. Think of it as your AI-powered charm machine.
Ready to charm inboxes at scale? Check out Manyreach and make every greeting count.
FAQs
1. Can I automate email greetings?
Yes—with smart tools like Manyreach, you can automate your greetings. But here’s the catch: automation is only magical when it feels human. Just plugging in {{FirstName}} and hitting send doesn’t cut it anymore. People can smell a mail-merge job from a mile away. Use these tools to scale outreach, sure—but pair them with smart personalization: recent posts, mutual connections, or pain points specific to that person. Automation + context = gold. Automation without context = straight to trash.
2. What if I don’t know their name?
Try LinkedIn, company websites, or tools like Hunter.io, RocketReach, or Apollo. You’d be surprised how often names are just a few clicks away—check the “About” page, recent blog posts, or even press mentions. Still no luck? No worries. Go with something role-specific but still human, like: “Hi there, Growth Manager at GreenTech Solutions” It’s 10x better than dusting off the cringe-fest that is “Dear Sir/Madam”, which practically screams, “I didn’t bother to look you up.”
3. Is "Hey" too casual?
It really depends on your audience. A casual “Hey” is totally acceptable—even welcome—when you’re reaching out to startup founders, marketers, designers, or content creators. These folks value authenticity and a relaxed tone. It makes you feel like a peer, not a pushy salesperson. But if you’re emailing someone in law, finance, government, or academia? Tread lightly. In those worlds, formality signals respect and professionalism. Go for “Hello [Name]” or “Hi [Name]” to stay safe and credible without sounding stiff.
4. Can I use emojis?
Lightly, yes. Emojis can add personality—but moderation is key. A single smiley or a subtle star can make your message feel warm, friendly, and human. It’s a nice touch, especially if your prospect’s tone is casual too. But don’t go full emoji explosion. Three dancing ladies or a confetti cannon? Save that for your bestie’s birthday, not a cold email. This isn’t WhatsApp—it’s a professional inbox. Think of emojis as seasoning: just a pinch enhances, too much ruins the dish.
5. Should I change greetings in follow-ups?
Yes—and small changes make a big difference. If you’re sending a follow-up, don’t just copy-paste your original greeting again. Repeating “Hi [Name]” in every email can start to feel robotic, even if the content changes. Instead, switch it up with something like “Hope you’ve been having a good week, [Name]” or “Just checking in again, [Name]”. These little tweaks show effort and remind the recipient there’s a real human behind the screen—not a drip campaign on autopilot. It keeps the convo warm, not stale.
Final Thought: Greet Like You Care
Every email you send is a knock on someone’s digital door. Your greeting? That’s the smile they see when they open it.
Be human. Be thoughtful. Be real.
And if you’re scaling this like a boss? Use a tool like Manyreach to keep personalization flowing without sounding like an email-bot from 2010.
What sets a good email apart from an average one? How it’s written! So here are 8 important parts of an email you must know about, to write a good email.
Wondering how to ask for an appointment without sounding awkward or needy? This guide will show you how to request a meeting, without losing your personality.
