Without a nice greeting (Hello, Hi, G’Day, Hey) at the beginning of your e-mail, more times than not your content will be perceived as demanding or terse. When you call someone on the phone, you don’t just start talking without a greeting. In off-line letters you do the same. Why is it then that in e-mail so many feel this little courtesy doesn’t apply?
Can’t be because it takes to much time or effort? Typing a simple Hello and a name takes negligible time and effort. So why do so many skip this step?
I’ve asked this question to find that many think general writing rules and skills do not come into play with e-mail. It’s an informal communication tool, yes, but that doesn’t negate the need for courtesy. And since we’re talking business here — forget the informality excuse! Nor does it mean that you skip the steps necessary to you being perceived as a courteous and educated individual who knows how to communicate with the written word.
Without a greeting:
I want you to follow-up on my last memo and make sure that everyone noted received their copy. John
With a greeting:
Hello, Jane: I want you to follow-up on my last memo and make sure that everyone noted received their copy. Thank you!
John
Of course, the added “Thank You!” is always a nice touch when asking for someone to do something on your behalf.
Over time, negating to use a greeting can cause the other side to cringe when they see your name in their inbox wondering what bossy request you may have next.
And to think… This perception can easily be avoided by simply taking the time to add a little: “Hello,”.
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Great post! I hate receiving e-mail that doesn’t have a greeting. And sometimes, an informal “hi” or “hey” is fine with me too. Thanks for sharing!
Hey, Bobby:
Thanks for stopping by! Without that greeting e-mails are so much more terse or demanding in tone. All of which can be avoided with less than a handful of keystrokes!
At your service,
Judith
Hello Judith,
I’m not sure how to address my e-mails to groups. Typically I am reporting to higher-ups, I find it easier for one or two recepients:
“Hello Adam and Angel,” or “Good afternoon Adam and Angel,”
But for three or more I am not sure how I should do this:
“Good morning All” I don’t like that much but maybe that is acceptable?
“Goodmorning Everyone” Sounds informal
“Gentlemen,” Im not sure how I feel about that (I mean for a group of men of course”
“All,” Doesnt have a greeting and I dont feel like I should address a group of superiors this way.
So I dont know how I should do this. Listing out more than two names seems like overkill. Any help would be great! By the way, I love the post! I always like to include greetings.
Thanks!
Marcelo
Hey, Marcelo:
Thanks for stopping by!
I think it all depends on the level of formality and type of relationship you have with the group. Gentlemen works well with a bunch of businessmen who you do not know all the well yet. With groups of males I know very well and for some time, I’ll just type Hello, Guys. So this is where you use your discretion based on your relationships and the tone you want to set moving forward. You can still be professional and less formal with those you know well.
I agree that when you have more than two names, listing them all is overkill. I also use Good Morning and Good Afternoon — without the “All” — that goes without saying. These two greetings cover all the bases while being friendly and neither too formal or two informal.
Greetings make all the difference in the world as to how the words that follow will be perceived — kudos to you in appreciating one of the most important “e-nuances”.
At your service,
Judith
Judith,
Thanks for your blog. You confirmed what I already believed (therefore confirming the wisdom of your advice).
However, I spotted a typo in the closing paragraph of your article and wanted to point it out.
Thanks again for the insight.
Keith Ferrell
Hey, Keith:
Thanks for stopping by and your kind words! I appreciate you bringing that typo to my attentiion — it has been corrected.
It is readers like you who take their time to send your compliments and corrections my way that helps to make this Blog better and one of the reasons why it is such a popular resource on this important topic!
At your service,
Judith