Guides

Email greetings, sign-offs and subject lines

Greetings, sign-offs and subject lines are where people hesitate most. Good news: a handful of safe choices cover 95% of situations.

Greetings

"Hi Sarah,": the safe default with colleagues, clients and managers.
"Dear Ms Miller,": for a very formal first contact.
"Hi all," or "Hi team,": for a group.
Avoid "Hey" or no greeting at all, unless the relationship is very casual.

Sign-offs

"Best regards," or "Kind regards,": neutral and always fine.
"Thanks," or "Best,": between colleagues.
Avoid "Cheers" in formal contexts, and "xoxo" always.

Sign with your first name (plus surname for a first contact).

Writing a good subject line

A subject line should let someone understand the email without opening it. Keep it under 10 words, name the topic and, if useful, the action or deadline.

"Overdue: invoice INV-118 ($3,200)"
"Quarterly report: delivery Monday morning"
"PO-552 not delivered – needed by Friday"

Avoid "Question", "Urgent", "Quick request" or an empty subject.

Filler phrases

"I hope this email finds you well", "Just checking in", "Don't hesitate to reach out": they make emails longer and say nothing. Cut them and lead with the information.

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FAQ

Is "Best regards" too formal?

No. It's the neutral default. "Best" or "Thanks" are fine with people you work with daily.

Should I use "Dear" or "Hi"?

Mirror the other person. If they write "Hi" and sign with their first name, do the same.

What's a good subject line for a follow-up email?

Name what you're following up on, with its reference: "Follow-up: quote Q-2025-07", plus the deadline if it matters.