Most learners can write a perfectly good email body. The opening and the sign-off are where things go wrong — too formal at the top, too casual at the bottom, or vice versa.
The fix is simple: match the formality of your opening to your sign-off. Mismatch them and the email feels off, even if every other word is correct.
Formal: writing to a stranger or in a business context
Use formal openings when you don’t know the person, or when you’re writing in an official capacity:
- Dear Sir/Madam, (you don’t know the name)
- Dear Mr Smith, / Dear Ms Jones, (you know the name)
- To whom it may concern, (general formal — letters of reference, etc.)
Match the sign-off:
- Yours faithfully, after Dear Sir/Madam (UK convention)
- Yours sincerely, after a named recipient
- Sincerely, (US version)
Neutral: business contacts you've spoken to before
Most working email lives here. Polite but not stiff:
- Dear Sarah,
- Hello Sarah,
- Good morning, Sarah, (slightly warmer)
Match the sign-off:
- Kind regards,
- Best regards,
- Best wishes,
Friendly: colleagues, regular contacts, peers
For people you know well, or in a relaxed industry:
- Hi Tom,
- Hey Tom, (very informal)
- Morning Tom,
Match the sign-off:
- Best,
- Thanks,
- Cheers, (British, casual)
The mirror trick
When in doubt, mirror the recipient. If they wrote Dear Mr Kind, you reply with Dear Mr Smith. If they wrote Hi Ashley, you reply with Hi Tom.
Match their formality and their warmth. You’ll never get it wrong, and they’ll feel subtly that the conversation is in tune.
Common mistakes to avoid
- Don’t use “Dear” with first name only in very formal emails — it can feel too friendly. Stick to Dear Mr/Ms [Surname].
- Don’t write “Best regards” after “Dear Sir/Madam” — the two registers don’t match.
- Don’t end with just your first name in a first-contact business email — sign your full name and a relevant title.
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