This is one of the topics I get contacted about most. How the heck do you address contacts you don’t know in a business e-mail? The bottom line is it all depends on your relationship and if or how well you know the person.
If you don’t know them at all or very well, always use the highest level of formality Mr., Mrs., Ms., Dr., etc. Especially in business, you don’t want to get too informal too soon. Formalities are in place for reason as they reflect courtesy and respect for the other side. Both of which are critical to forming long-term mutually repectful and beneficial business relationships. You certainly do not want to reflect that respect and courtesy are not something you find important.
You will be able to tell if the other side is ready for a more informal tone by how they sign off their e-mail. Follow their lead and you’ll never go wrong!
A huge mistake I see made on a quite often is assuming how names are spelled. Using my experiences as an example as I usually do, my name is misspelled when those who don’t know me that well proceed to address me as “Judy.” I even have clients who address me that way and do not even notice the correct spelling of my name in my reply. I’m not a Judy with a “y”.
For the most part, I’m “Judith” but with those who know me very well (family and friends), I sign off my e-mails with a “Judi.” If you knew me well enough to take the liberty of approaching me in a less formal manner — you would know that.
Also, avoid the first name, last name trap. Some e-mail software applications/programs will insert names for you. When I get addressed as “Dear Judith Kallos”, I know there is an automated process involved and the message is in no way truly personalized to me. Nobody addresses you like that with your first name and last name!
How you start your e-mails will create an impression, set a tone and level of formality for the rest of your communication that can lead to positive relationship building. Don’t ignore this opportunity to impress by ensuring you are using the proper level of formality and spelling the recipients name correctly!
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How do you address an email greeting to a large group of individuals?
I use a simple “Good day”, and then start my discussion.
Hey, Mike:
That’s what I use too! It is simple and direct without having to worry about titles, seniority or all the other stuff folks are concerned about. Good job!
Hello Judith,
This is not business related but I googled this topic and found your article. I am writing a high school guidance counsellor as I volunteer with college students who visit high schools and we speak with students.
I sent the first e-mail addressing her as: To Ms Meyer (her full name is Susan Meyer and this is first contact) She replied positively and signed off with “Thanks, Sue”
Does that make it ok for me to reply informally with “hello sue”? Or should I still keep formality. I am a college student and she’s most probably older than me. Does this make a difference
Hey, Kayode:
Thanks for stopping by! The fact she signed off as “Sue” indicates that it is okay to address her by her first name moving forward. But I would caution you to not be too familiar beyond that until she indicates it is appropriate. Rely on these little signs with those you communicate with to know the proper tone and formality you can use in future communications. HTH!
It does. Thanks!
Hello Judith,
I am a teacher and a new parent spelled my name completely wrong. What bothers me is that she needs to spell my name correct in order to send me an email.
I really would like to correct her in my response. Some people tell me to respond: “In the future/for your records…my name is spelled…”
I want to address it, but I want to keep it professional. I would like to avoid all the “cutsie” phrases and emoticons.
Thanks!
CD
Hey, CD:
Thanks for stopping by! How about confirming your e-mail address which reflects your name spelled properly as a way of bringing to her attention (hint-hint)?
“I want to make sure I receive your e-mails, so please make note of my e-mail address as follows:…..”
She should then notice how your e-mail is spelled versus how she originally spelled your name in previous correspondence. Problem solved!
HTH!
Judith
I accidentally mis-placed the person’s last and first name and sent the email – I was supposed to address him “Mr. Dobi”, but I put “Mr. Colin”, which is his first name. What should I do next?
Hello, Eric:
I wouldn’t panic — that form of addressing shows you made the effort to address Mr. Dobi respectfully. Where I live — in the U.S. South — everyone addresses each other by Mr. Firstname or Miss Firstname as a courtesy.
What you can do in your next e-mail, if you think this is important, is to apologize and let Mr. Dobi know you misplaced his last name and that is why you addresses him as you did. You can add that you “hope he didn’t mind or didn’t take any offense.” I bet he’ll reply kindly and not have a problem with this approach.
Let me know how this goes, okay? HTH!
Hi Judith,
I came across your very helpful site in hopes of finding an answer on how to reply to an e-mail dealing with a potential job offering. I received the first e-mail from him where he introduced himself and signed off in the message only by his first name. There are no clues as to what his last name is, however by doing a google search on his e-mail and his really generic first name, Ed, I was able to obtain his last name. How should I go about addressing him in my reply?
Hey, Nelson:
Thanks for stopping by! What *I* would do is reply addressing him as “Mr. LastName” to show you get professionalism and as a sign of respect. If he wants an informal tone, he’ll let you know by stating, “you can call me Ed.”
Formality in business communications should never be underestimated and can go a long way towards standing out from the crowd while making a positive impression. Good luck with the new opportunity!
I see doctors every day as part of my job. But I’m still confuse as what is the proper way to address them. Say, the doctor’s name is melissa harmon. Do I call her dr Melissa or dr harmon? Thanks!
That would depend on the nature of your relationship — there is not a one-size-fits-all approach when it comes to showing respect. I would call them Dr. LastName unless they let you know otherwise. If they prefer being called Dr. FirstName they will let you know. HTH!
Hi, I am applying for a job and so for my first letter I addressed the President as Mr. John Smith (for example). In his reply, he signed off as John. I have to send a reply to his reply. What is the proper way to address him? Should I now address him as John? That seems a bit informal as he is the company president! But it seems inappropriate (and over the top) for me to address him now as Mr. Smith. Any advice?
Hey, Cindy:
In most cases, mirroring how someone signs off in how you address your reply is recommended. However, being this situation is an interview process, I would maintain the highest level of formality (and therefore respect).
I would reply by addressing him as Mr. Smith until which time he clearly states “you can call me John”. There is no harm in continuing to address him showing the respect that his title dictates. I don’t think it is “over the top” to address someone whom you hope to impress — so that you get the job.
Hope this helps!
Hi Judith,
My job expects me to communicate with classroom teachers by email, and I recently wrote to a teacher named Tracy. When I addressed the teacher in the email, I wrote “Dear Ms. LastName,” however his response was “By the way, I’m a guy =)” I’m not sure how to proceed. Any advice?
Hey, Michelle:
Simply reply back with your “humble apologies”. The fact he included a smiley to soften his correction indicates that Tracy is probably used to this happening with a name like that. HTH!