Professional Email Openings: How to Start an Email [+ Free Templates]

Let's face it—emails are everywhere. You probably write dozens every week. But how you start an email can make or break your communication. Get it right, and you'll have their attention. Get it wrong, and your email goes straight to the dreaded "I'll reply later" pile (spoiler alert: they never reply later).

Why Email Introductions Matter More Than You Think

Think of your email opening like meeting someone for the first time. If your handshake is awkward, people remember. A strong email intro sets the stage, grabs attention, and gets the reader interested.

According to recent stats, emails with personalized openings see around a 26% higher response rate. So yes, email intros are a big deal.

Different Ways to Start an Email (That Actually Work)

Whether you're emailing a CEO, a coworker, or your favorite podcast host, here are proven ways to kick off your message without sounding like a robot—or a spammer.

1. How to Start a Formal Email

For formal emails—like contacting your boss or applying for a job—stay professional:

• "Dear Ms. Smith,"
• "Good morning, Mr. Johnson,"

Keep it professional. Save "Hey buddy!" for your friends.

2. How to Start an Informal Email

Informal doesn't mean sloppy. Keep it friendly but polite:

• "Hi Tom!"
• "Hey Sarah, hope you're good!"

Simple, friendly, and easy.

3. How to Start a Cold Email

Cold emails are tough—you're interrupting someone's day. Be clear, concise, and interesting:

• "Hi Alex, saw your LinkedIn profile, and I think we could create something awesome together."
• "Quick question about your latest blog post."

Make it personal. Cold emails with personalized subject lines have about 50% higher open rates.

4. How to Start a Follow-Up Email

Follow-ups should reference your previous interaction (without sounding desperate):

• "Just checking back on our conversation last week—any updates?"
• "Hope you've been well since our chat on Tuesday!"

Keep it breezy but focused.

5. How to Start a Thank You Email

Gratitude is powerful. Start warmly:

• "Thank you so much for your time yesterday!"
• "Really appreciate your help with the project."

People love feeling appreciated. Thank you emails boost engagement by 32%.

6. How to Start an Apology Email

When you mess up, own it quickly and sincerely:

• "I totally dropped the ball here, and I'm really sorry."
• "My mistake—I overlooked this, and I apologize."

Being upfront helps rebuild trust.

19 Email Opening Lines You Can Actually Steal

Here are quick templates for different scenarios:

1. Formal Email Opening Lines

When you want to sound professional without sounding like a 19th-century butler.

Subject: [Name], Regarding [Topic]
Email Opening:

Hello [Name],

I hope you're having a productive week. I'm reaching out regarding [Topic] and would appreciate your insights.

2. Informal Email Openings

For coworkers, freelancers, or that cool client who replies with emojis.

Subject: [Topic]
Email Opening:

Hey [Name],

Hope things are going great your way! Just a quick note about [Topic].

3. Cold Email Openings That Actually Warm Things Up

No more “To whom it may concern”—we’re done with that energy.

Subject: Quick Intro
Email Opening:

Hi [Name],

My name's [Your Name]—I came across your [site/post/project] and was genuinely impressed. I had an idea I think you'd find useful...

4. Follow-Up Email Intros (aka Friendly Nudges)

Because sometimes people just forget… and that’s okay.

Subject: Just Checking In About [Topic]
Email Opening:

Hi [Name],

Just following up on our last chat about [Topic]. Wondering if you had a chance to look it over?

5. Networking Email Openings That Don’t Feel Awkward

Yes, you can reach out without sounding like a LinkedIn bot.

Subject: Great to Connect
Email Opening:

Hey [Name],

I noticed we both know [Mutual Contact]—small world! I’d love to introduce myself and see how we might connect.

6. Job Application Email Openings That Get Seen

Because “I’m passionate” just doesn’t cut it anymore.

Subject: Application for [Position] at [Company]
Email Opening:

Dear Hiring Manager,

I'm excited to apply for the [Position] role at [Company]. My background in [industry or skill] aligns perfectly with your team’s goals.

7. Thank You Email Starters

Gratitude goes a long way (and no, “thx” doesn’t count).

Subject: Big Thanks!
Email Opening:

Hi [Name],

Just wanted to say a huge thanks for [what they did]. I really appreciate your time and help!

8. Apology Email Openers That Don’t Sound Robotic

Owning your mistake like a grown-up, with a human touch.

Subject: My Apologies
Email Opening:

Dear [Name],

I wanted to sincerely apologize for [issue]. I understand it caused [impact], and I’m taking steps to make it right.

9. Request Email Openings That Get Yeses

Whether you’re asking for a favor or a feature.

Subject: Quick Favor Regarding [Topic]
Email Opening:

Hello [Name],

I’m reaching out with a quick request about [topic]. Let me know if it's something you'd be open to!

10. Sales Email Openers That Don’t Feel Spammy

Because “Buy now!” belongs in 2005.

Subject: Here’s Something That Might Save You Time
Email Opening:

Hey [Name],

Thought you might be interested in [product/service]—it’s been helping teams like yours solve [pain point] faster.

11. Reminder Email Openers That Are Actually Helpful

Because sometimes people just need a nudge, not a nag.

Subject: Friendly Reminder About [Topic]
Email Opening:

Hi [Name],

Just a quick heads-up about [Topic]—didn’t want it to slip through the cracks.

12. Introduction Email Openers That Don’t Scream “Stranger Danger”

Use these when you're saying “hey” for the first time—digitally.

Subject: Quick Intro from [Your Name]
Email Opening:

Hi [Name],

Just wanted to quickly introduce myself—I'm [Your Name], and I work with [Company]. Thought it’d be great to connect!

13. Feedback Email Openers That Invite Real Responses

Skip the vague “let me know what you think” and get actionable replies.

Subject: Could I Grab Your Feedback on [Project/Task]?
Email Opening:

Hello [Name],

I’d love your take on [project]. You always give such helpful insights, and your input would mean a lot!

14. Collaboration Email Openers That Spark Ideas

When you’re sliding into DMs for teamwork (but professionally).

Subject: Collaboration Idea You Might Like
Email Opening:

Hey [Name],

I’ve been following your work on [project/topic], and I’ve got a collaboration idea I think you’ll love. Mind if I share more?

The best collab emails start with genuine admiration and a shared goal.

15. Congratulations Email Openers That Feel Personal

Not just “Congrats!”—this is your chance to make someone’s day.

Subject: Congrats on [Achievement]!
Email Opening:

Dear [Name],

Huge congratulations on [achievement]! You absolutely crushed it—and I couldn’t be happier for you.

16. Announcement Email Openers That Build Hype

Because "We launched a thing" is fine, but "You're gonna love this" is better.

Subject: Big News! We’ve Just Launched [X]
Email Opening:

Hey [Name],

I’m super excited to share that we just rolled out [announcement]—and I think you’ll really dig what it does.

17. Survey Email Openers That Don’t Feel Like Homework

Want better response rates? Make it sound easy.

Subject: Got 2 Minutes? We’d Love Your Feedback
Email Opening:

Dear [Name],

We’re running a quick survey on [topic], and your thoughts would really help. It’ll only take a couple of minutes—promise!

📈 Surveys with a clear time commitment in the subject line? Higher open rates. Science wins again.

18. Invitation Email Openers That Actually Get RSVPs

Whether it’s a webinar, a launch party, or a virtual pizza hangout.

Subject: You’re Invited! Join Us for [Event]
Email Opening:

Hey [Name],

We’re hosting [event], and I’d love for you to join us! It’s happening on [date/time], and it’s going to be a good one.

19. News Update Email Openers That Don’t Feel Like a Snoozefest

Newsletters, product updates, or company wins—here’s how to start strong.

Subject: Here’s What’s New This Week at [Your Company]
Email Opening:

Dear [Name],

We’ve had some exciting things happen lately—wanted to fill you in on the latest updates and wins from our corner of the world.

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How to Write Email Openers That Actually Get Read

Let’s face it—your email is competing with discount codes, spammy promos, and that one colleague who thinks every subject line should be in ALL CAPS. If you want your email opener to stand out (and not get sent to the digital void), here’s how to craft one that actually gets read—and maybe even replied to.

1. Keep It Short (Your Email Is Not a Netflix Script)

We love a good story, but your opener isn’t the place for it. You’ve got 3 seconds to earn attention—maybe 4 if they’ve had coffee.

Good Example:

“Hey [Name], quick idea I thought you’d love…”

Stick to one or two lines max. Think haiku, not Harry Potter.

2. Personalize It (Nobody Likes a Copy-Paste Robot)

You know what screams mass email? “Dear Sir/Madam.” If you want someone to actually care about your email, prove you care first. Mention something relevant to them—like a shared connection, a recent post they made, or that time they tweeted about tacos.

Better:

“Hi Jamie, loved your recent LinkedIn post on remote work—totally agree with the ‘Zoom fatigue’ bit!”

You don’t need to stalk them, just show you're not blasting the same thing to 1,000 strangers.

3. Get to the Point (Skip the Small Talk… Mostly)

We're not saying don’t be polite—but "I hope this email finds you well" isn't winning any Oscars. If they’ve opened your email, they already gave you a shot. Don’t make them work to find out why you’re writing.

Instead of this:

“My name is John and I’m reaching out because I’d like to schedule a call to discuss something important regarding potential collaboration…”

Try this:

“Thought your app could benefit from our new engagement tool—want to see it in action?”

4. Use Hooks (Give Them a Reason to Keep Reading)

Humans are curious creatures. So hook ’em with a little intrigue. A question, a bold statement, or a surprising stat can do wonders.

Examples:

• “You’re leaving 22% of potential leads on the table—want to know how?”
• “I tested something wild last week—and it doubled my reply rate.”

You don’t have to be clickbaity, but you do have to be interesting.

5. Use Professional Humor (Yes, You’re Allowed to Be Human)

Nobody said business emails have to be dry and robotic. If it suits your audience, a little humor can disarm, engage, and make you memorable. Just don’t overdo it—we’re aiming for clever, not clownish.

Example:

“If you’ve ever opened 30 tabs and still couldn’t find the answer… same. Here’s one that might help.”

Humor builds connection. Just make sure it matches your brand voice (and won’t get you HR’d).

6. Be Creative (Nobody Remembers Boring)

Let’s be real: inboxes are chaotic. If your email blends into the crowd, it’s game over. Try a unique angle, a fun subject line, or a metaphor that sticks.

Dull:

“Request to Connect”
Fun:
“Let’s turn ‘I think we should talk’ into ‘Glad we did!’”

Creativity = memorability. And memorability = replies.

Things to NEVER Do When Starting an Email

Starting an email is kind of like walking into a party. Show up shouting, mumbling, or telling people they look tired? Yeah—not a great vibe. The same goes for email openers. Here’s what not to do unless you want your email to be ignored, deleted, or silently judged.

1. Don’t Start Too Casually with Strangers

Unless you’re emailing your roommate, starting with “Yo,” “Hey buddy,” or “Wassup?” is a one-way ticket to the trash bin. While informal is fine in the right context, strangers appreciate a little polish.

Wrong:

“Hey dude, hope life’s treating ya well!”

Better:

“Hi Alex, I wanted to quickly reach out about [relevant topic].”

Save the brospeak for your group chat, not the boardroom.

2. Avoid USING ALL CAPS (Unless You’re Trying to Scare Them)

Writing your email like it’s a WWE promo? Please don’t. ALL CAPS feels like shouting—and nobody likes being yelled at by their inbox.

Example of what not to do:

“HELLO I’M REACHING OUT TO TALK ABOUT OUR AMAZING NEW PRODUCT!”

Even if your product is actually amazing, caps-locking your way through the intro just screams “spam.”

3. Skip Slang and Acronyms (This Isn’t AIM Circa 2003)

Unless you’re 100% sure the other person understands internet lingo, avoid dropping acronyms like BRB, LOL, or OMG in your opener. It’s not cool. It’s confusing.

Bad:

“OMG, you have to check this out. It’s cray.”
Better:
“I think you’ll find this really interesting—wanted to share something quick.”

If you wouldn't say it to your boss (or your grandma), don’t write it in a cold email.

4. Don’t Make Assumptions About the Reader

Starting with “I assume you’re busy…” or “You probably won’t have time to read this…” is basically giving them permission to ignore you. You're planting the seed of rejection before you even make your point.

Don’t:

“I know you’re slammed, but…”
Instead:
“I’ll keep this short and useful—I think this could help with [goal/challenge].”

Confidence, not apology, is the name of the game.

5. Avoid Overly Formal, Stuffy Language (You’re Not in a Dickens Novel)

Nobody talks like this anymore: “Esteemed Mr. Harrington, I write to you with the utmost respect…” Unless you’re applying to be a butler, keep it human.

Old-school cringe:

“Per our previous discourse, I am hereby following up on the aforementioned opportunity…”
Modern, human-friendly:
“Just circling back on our chat about [topic]—any updates?”

You're not impressing them with your vocabulary; you’re confusing them.

6. Don’t Be Wordy—Brevity Wins

Long-winded intros are like slow-loading websites: most people just click away. Your opening line should get to the point fast—ideally in one to two sentences. No one’s here for your life story (at least not yet).

Too much:

“Hope you’re having a wonderful, sunny Tuesday! I wanted to reach out because I was recently thinking about something that might be useful to you, and I figured now was a good time to connect…”

Better:

“Had a quick idea to help with [specific goal]—mind if I share?”

If you can say it in fewer words, do.

😬 7. Never Start Negative (No Complaining Allowed)

Starting off with a complaint—about your day, the weather, or how “no one ever replies”—is a huge buzzkill. Your email should bring energy, not drain it.

Nope:

“Not sure if anyone even checks this inbox, but…”
Yep:
“Thought this might be helpful—happy to chat if it’s a fit!”

Lead with value, not a vibe check.

Wrap Up: Your Emails Deserve Better

Starting your emails right makes conversations easier, clearer, and more enjoyable for everyone. Use these tips and templates to level up your email game.

Remember, your first few lines set the tone for your entire message. Craft them carefully, make them engaging, and watch your response rates soar. Your inbox—and your readers—will thank you.