Why is “I hope this email finds you well” still a greeting that we use? It shouldn’t be. In fact, the phrase happens to be so common that email filters often flag it as potential SPAM. It is a potential sign of unsolicited messages and often decreases open rate.
Learn all about this email greeting and great alternatives to use in your next email correspondence…
What does “I hope this email finds you well” mean?
This is small talk that is a precursor to starting a conversation. Similarly, you can start with this phrase as your greeting/salutation when crafting an email.
The phrase is a polite way of inquiring about the other person. Although, business emails don’t need to inquire about a person’s well-being. Which is why this phrase should get avoided.
What is a salutation and greeting?
A salutation is a greeting used in a letter to begin the correspondence. Often mistaken with a signature or sign-off (the message to close a letter).
Where is the phrase commonly used?
This phrase, as suggested in the phrase itself, is used in emails.
Whenever communicating via email, this phrase has become a standard way of starting the message.
While it is used in business emails, it is also used in personal emails. It is a simple, friendly, and convenient way to start the email conversation.
20 alternatives to “I hope this email finds you well”
“I hope this email finds you well” is a common email greeting used at the beginning of an email.
It has become so standard that far too many people use it. Causing emails to look unpolished and potentially like SPAM (unsolicited email).
The problem is that this greeting has now become cliche.
1) I hope you are doing well
This is a greeting that is similar to “I hope this email finds you well.” However, it does not use the standard expression. It conveys the same meaning but is a more modern take.
2) I appreciate a quick response
This is a way of directly starting the email without wasting time on niceties. It is useful when you have already had conversations with the other party.
3) I would appreciate an update
When you are taking the conversation forward and expecting an update from the other person, you might want to skip the introduction and get into the meat of the email’s request.
4) I know you are busy—I’ll be brief
This is the best way to start an email to a busy executive. You can get to the point while indicating you will be precise.
5) We met before at [blank]
When you are emailing someone for the first time, but met somewhere else. This is an excellent way to start the email. It can remind the other person who you are. And increase the chances of a response.
6) [Name] told me to reach out to you
When reaching out to someone for the first time, you can use a reference so the recipient will process the request quicker. Or simply increase the chances that the email gets opened.
7) Congratulations on [blank]
If the email recipient has an award or achievement worth mentioning, you can start the email with it. This is a good way of getting their attention.
8) I Hope you had a great weekend
This is a pleasant way of starting an email at the start of the week. It’s simple and tries to bring in a personal touch before getting to the point.
9) Good afternoon/evening
This is a formal greeting used in a conversation. And is an excellent way to start an email.
10) Some small talk
If you are the type of person who wants to start with small talk, do it. Something personal. Like a message about their newborn. Or a recent vacation the person took. You can talk about the weather/weekend or anything else before getting to the point.
10 more greetings to use
Don’t like any of the greetings listed above? Try one of these:
- How are you? Start with a simple check-in.
- How’s things? Another simple check-in.
- Mr/Mrs/Miss: Refer to the person by their name and no greeting.
- Howdy: A simple way to say hello.
- Hey there: A friendly start to an email.
- Hi: Just say hello!
- Hello Mr/Mrs/Miss: A combination of their name and a hello!
- Dear [Name]: Start the email like a formal letter.
- Regarding [Blank]: Get right to the point.
- Happy [Day of the Week]: Be happy at work!
Examples of how to use each
1) Hi <Name>—
I hope you are doing well.
Regarding the installation of…
2) I appreciate your quick response—
I wanted to circle back to the points I raised in the previous meeting. Based on these points, we have a detailed document ready…
3) I would appreciate an update on how the new features work.
I hope Version 2 meets your needs…
4) I know you are busy, I’ll be brief—
Let’s freeze the requirements documents this weekend so we can start work next week. I hope this is acceptable…
5) We met before at the Trade Expo in May—
6) David Roe from Syntech told me to reach out to you—
He said you were looking for an HR outsourcing partner for your company. In this regard ….
7) Congratulations on your award as the best entrepreneur in the Fintech space.
8) I hope you had a great weekend—
I wanted to know if you are free sometime in the evening so that we could have a quick conversation…
9) Good afternoon—
I am writing to you regarding our proposal for offering consultancy services…
10) I hope you had a good vacation—
Thankfully, we have good weather these days. Coming to the second phase of deployment that is pending, I suggest…
Email formatting tips
- Always address someone by their first name. Or formal last name and surname, for example, “Mr. Smith.” Unpersonalized emails tend to go into the trash.
- Use an “em dash,” comma, or regular dash to separate the greeting from the email body. Or introduction paragraph.
- Typically, emails have three or more parts, similar to letters. The greeting, the introduction paragraph, the email body (usually where the email request is held), the closing paragraph, and a sign-off (along with the email signature). Keep this format to follow email best practices.
- 5 Better Alternatives to “I Hope This Email Finds You Well”
- 10 Best Alternatives to “I Hope This Email Finds You Well”
- I Hope This Email Finds You Well: 8 Best Alternatives to Use
- It’s time to kill off the ‘I hope this finds you well’ email greeting for good
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