Business Email and Business Letter Salutations [Updated 2025]

Dear Reader: Dear Reader, Hi Reader, Good afternoon, Reader: Hey Reader!

Are you confused about shaping salutations in business emails and business letters? You’re not alone. Crafting the right salutations and closing for business email and letters is one of the most common challenges in professional business writing courses.  

The standard salutation for a business letter is formal and is typically "Dear," followed by the person’s name—and sometimes a title—closing with a colon.

How to start a letter or email is one of the most frequently asked questions in business writing courses. To begin, let’s clarify which documents use a salutation:

• A business letter communicates information outside the organization and requires a salutation.
• A business memo communicates information inside an organization and does not include a salutation.
• A business email communicates information both inside and outside an organization and should include a salutation on the first message.

Tip: Base your salutation choice directly on your recipient. Especially focus on your relationship with that recipient.

Business letter salutations

Salutations can be confusing. We have outlined the best salutations for different situations and relationships. You will find additional information on email salutations in the second half of this article. 

Below are some examples of salutations in business letter, including both formal and informal variations, to guide you in using proper salutations for any professional correspondence.  

The standard business letter

The standard salutation for a business letter is the salutation Dear, followed by the person’s name and sometimes a title, closing with a colon.

Hint: Use Dear when addressing a cover letter. 

Dear Ms. Reader:
Dear Janet:
Dear Attorney Adams:

Standard social letter

The standard salutation for a more social business letter or personal letter is the salutation Dear, followed by the person’s name and sometimes a title, closing with a comma.

Dear Ms. Writer,
Dear Andrew,
Dear Pastor Amanci,

(Social business letters address congratulations, thanks, condolences, or other non-business-related issues. It's for more informal correspondence.)

Formal business letter

If you do not know a person well or are making the first contact, it is always best to lean towards a formal salutation. Use a professional title and the last name for your formal letter.

Dear Mr. Sancheza:
Dear Dr. Amanci:

Want to dive deeper? Read our post on Business Letter Format

If you know the recipient well

You can use their first name only.

Dear Karen:

Name not known

What if you're addressing an unknown recipient? If you do not know the person’s name, try to find it. If it’s impossible to locate, then use a person’s position as the salutation.

Dear Principal:
Dear Tax Adjuster:
Dear Parent:

To two or more women:

Use the title you know each prefers. If you do not know a recipient’s preferred title, use the neutral title Ms.

Dear Mrs. Adams, Ms. Kott, and Miss Connor

To a woman and a man:

List the recipient who is highest in corporate rank first, and alphabetize the order if they are equal in corporate rank.

Dear Ms. Fong and Mr. Mendle

To several persons:

Dear Mr. MacDonald, Mrs. Brady, and Dr. Mellon:

Business email salutations

Hold these same standards when choosing salutations for business email (i.e. one that is functioning like a business letter, such as a first response to a client inquiry, a sales letter, or a proposal.) For less formal emails use the following guidance.  

You might also like: Business Email Salutations to a Group

Less formal email

Match your salutation and tone to your relationship with the recipient and end the salutation with a comma rather than a colon:

David,
Hi David,
Hello David,
Good morning, David,*

* Only use "Good morning, David" if you are certain David will read this email in the morning. See post, Using Time Salutations Carefully for more info.

Slang salutations

Hey David,

(Only use the slang term hey for your most informal email with your best work pals. "Hey" is too casual in wider business use.)

Skipping a salutation

In informal situations, you can omit a salutation but you can still incorporate the person’s name in the opening of the message:

You’re right, David. I forgot.

Business Email Vs Business Letter Salutations

While both business letters and business emails use salutations, their tone, format, and level of formality differ. A business letter is typically printed, formal, and follows a structured format — its salutations often use a title and last name, ending with a colon (e.g., Dear Mr. Smith:).

A business email, while it can be formal, is often more concise and adaptable, with salutations ending in a comma (e.g., Hi Alex,). Business letters are used for official or high-importance communication, whereas business emails are used for quicker exchanges both inside and outside an organization.

Difference Between Business Email Vs Business Letter Salutations

Craft the perfect salutation

Whatever type of business correspondence you are completing, adding the proper salutation reflects your attention to detail and professionalism. Use this guide as a reference for the proper salutations for business letters and emails, and you’ll always strike the right tone.  

More resources about business email:

• Business email salutations to a group
• How to craft the perfect mobile signature for business email
• Guide to Business Writing

Frequently Asked Questions(FAQs)

1. What is the difference between a business letter and a business email?

A business letter is a formal written document usually printed on company letterhead or sent as a PDF, often used for official communication such as proposals, contracts, or legal notices. 

2. When should I use a formal vs. informal salutation?

Formal salutations are appropriate for first-time communications, high-level executives, official correspondence, or situations where professionalism is critical. Informal salutations can be used with colleagues, team members, or clients with whom you have an established relationship. Choosing the right tone ensures your message is received respectfully and reflects your professionalism.

3. Is “To Whom It May Concern” still acceptable in business letters?

No, “To Whom It May Concern” is generally considered outdated. If the actual recipient is unknown, there are better options, such as “Dear Customer Support Team,” or “Dear Officer.” Use the recipients’ general position or title.

Whenever possible, try to identify the specific person to address, as a personalized salutation shows professionalism and attention to detail.

4. What is the correct salutation when writing to a company rather than a person?

When addressing a company instead of an individual, you can use a general salutation like “Dear \[Company Name] Team” or “Dear Hiring Team.” This acknowledges the organization as a whole while remaining professional. Avoid vague greetings such as “Dear Sir/Madam” if possible, as they can seem impersonal.

5. How do I address multiple recipients in a business email?

When emailing multiple recipients, list their names if the group is small, e.g., “Dear Alice, Bob, and Carol.” For larger groups, you can use a collective term like “Dear Team” or “Dear Colleagues.” Ensure that all recipients are appropriately included in “To” or “CC” fields, and avoid using informal greetings like “Hey everyone” in professional contexts.

6. Can I use the same salutation in business emails as in business letters?

Yes, in most cases, you can use the same salutations for emails and letters, such as “Dear \[Name]” or “Dear \[Title]” if the context is formal. Emails, however, allow for slightly more flexibility, so in less formal situations, you could use “Hello \[Name]” or “Hi \[Name]” while still maintaining professionalism.

7. What are common mistakes people make with business email or business letter salutations?

Common mistakes include using incorrect titles, misspelling names, overusing generic greetings, using overly casual phrases in formal settings, or addressing the wrong person. Such errors can make the sender appear careless or unprofessional and may reduce the effectiveness of the communication.

8. Can an inappropriate salutation hurt my professional image?

Absolutely. Using an inappropriate salutation can make you appear disrespectful, inattentive, or unprofessional. For instance, addressing a senior executive with “Hey” or misnaming someone can damage credibility and affect relationships. 

Choosing the correct salutation demonstrates professionalism, attention to detail, and respect for the recipient.