Stop Addressing Emails with “Dear Sir/Madam”

I know the sender is lazy when I receive an email addressed to “Dear Sir/Madam”. Or they bought a list and mass-mailed thousands of people. Either way, it’s not a good impression to make on a new contact.

How do I know this? Because my sites are sooo me.

With just one or two clicks, you can find it on the About page, and you’ll know that “Judith” is behind the site. And to be clear, I am not a Sir, nor do I consider myself a Madam.

Lazy Email Greetings

So, if someone contacts me with a business-related email and uses this greeting, I know they are probably not very discriminating. They’ll contact anyone with their offer.

They’ll do business with anyone who responds. They just want to get their message in front of whoever is behind the website form they copied and pasted into or who is on the list they bought for mass emailing.

You would think they would want to know who they are emailing. That’s called qualifying leads, and in the process, you can address the person you are emailing by name and target specifically why they need what you are selling.

Nope — they don’t care about who I am. They want to convey their message, resume, or sales pitch with the least effort. Then, most likely, moving on to the next.

What does that say about your offer, prospectus, business, or “opportunity”? This approach suggests that you don’t place much value on relationships or credibility.

Instead, you’re throwing anything at the wall to see what sticks. Taking a lazy, spammy approach is rarely effective.

Find a Name and Use It

Then, some people email me by name. Some use Ms. Kallos or Judith — either way, I know they at least took a moment to find out who they are emailing. Then, unfortunately, many go on to do the same things again, which indicates I am just one of many on a list.

Personalization is everything when you do business online and use technology. From generating interest to securing new partnerships, a one-size-fits-all approach is generally ineffective.

Speaking for myself, I am always impressed when extra effort is made. I am more likely to read offers or requests from individuals who email in a personalized, targeted manner, rather than from mass-form spammers who want to copy, paste, and hit send (I hit Delete!).

Business is About the Little Efforts

Particularly in business, this little extra effort in email etiquette goes a long way toward impressing the other side. You make a strong, professional impression primarily because so many do not make these efforts. An actual situation where the cream rises to the top.

What can a business person do if they need help finding a name to use in their email address? If you’re serious about being taken seriously, why not pick up the phone and ask? You can also email and ask who the best person is to address your inquiry by simply greeting them with a “Hello.”

Details matter in business emails of any kind. Remember, email may not be the best mode for initial contact in certain situations, so use your discretion.

Make the extra effort to know who you are addressing and address them personally and professionally. That’s how you make a first contact that can produce results.