“I hope this email finds you well” is so overused! Why? It is the go-to email starter for most people and also the classic beginning for spam. Virtually everybody expects it, and very few people think it’s genuine.
What’s worse? It reduces the chances of a letter getting opened to virtually zero.
Table of Contents
Why Your Email Intro Must Be Good
Many people in the world today have an average attention span of 8 seconds. So, an effective email has to have a hook to keep that fleeting attention for the duration needed to finish it.
Additionally, many people see their new mails’ preview from the notification section of their phones and, overused greetings can make them decide not to see the full message.
It is even worse when it comes to a professional context.
According to Judith Kallos, the author of “Email Etiquette Made Easy,” a writer who uses this intro does not sound sincere at all. It does not work, and many people want something with more sincerity.
She also extends it to people who begin articles by writing, “hope all is well,” “hope you are doing well,” or any of its variations.
Simply searching for how to start an email online will give you many results of greetings that’ll be unique. They also have the added benefit of not being boring.
In short, an intro is the soul of the email. A bad one can destroy the message, and a good one can hook the reader forever. Therefore, knowledge of it is paramount.
What The Spam Filter Does With This Phrase
Email protocols such as Microsoft Outlook and Gmail have tools in place to check this phrase and put them into spam folders. Of course, the owner of the account can move them out anytime. However, the chances of that happening are slim.
As the mail’s sender, this is a really bad situation because the message you’re trying to pass across will be left unread.
To avoid this, stay away from writing phrases resembling the one mentioned above and other variations that are just like it. Instead, use the following alternatives below.
20 Alternatives to Use Instead of “I Hope This Email Finds You Well”
Since it is not advisable to use “I Hope This Email Finds You Well” in a message, whether it’s professional or personal, the question is, what other phrases can be used? The answer is simple!
Emails can be formal, informal, or semi-formal. Therefore, the kinds of intro that are acceptable for a letter can be used for them.
How to Start a Professional Email
Formal alternatives are used in professional settings. This can be in a business relationship while talking to a co-worker or in an academic context. If any of the examples below appear in a letter, follow them up with a similar tone. Simply put, these lines are how to start a professional email.
1. Allow Me to Introduce Myself
This traditional line gives the writer a chance to talk about himself. It is emphatic and makes a better intro in a networking context. If you’re going with this phrase, feel free to follow it up with personal descriptions such as work ethics, educational background, and other related things.
2. It’s Great to Hear from You
This line should follow a mail from the recipient. It is the perfect way to establish a good relationship and network with others. It carries an air of sincerity, especially when the next line is the exact reason why their response is so important.
Another great thing about this intro is that it’ll make contact receiving the message feel good about their earlier response. As a result of this, they’ll want to communicate more.
3. I’m Eager to Get Your Expertise on…
Subtle flattering is a great way to get a person’s attention when it comes to emails. Not only will the reader love the line, it’ll also get the work done while showing that their opinions are necessary. If the recipient is not a personal acquaintance, do enough research to ensure that the said expertise is about something they know of. When they want to reply, it’ll give them an idea with which to begin.
4. Thank You for the Quick Response
This alternative is a great compliment to give to a reader who has already sent a response to an email in 24 hours. It shows appreciation and passes across the message that you’re grateful for the prompt reply. This line also shows that their input is valued and will be taken into consideration. Knowing that they are appreciated will make them want to do better.
5. [Mutual Contact] Mentioned That I Should Reach Out to You
Talking about a mutual acquaintance can be used to establish an instant connection. It creates some common ground where the person on the receiving end can address the correspondence. To make better use of this alternative, ensure that the mutual contact is someone that you’re familiar with. However, ensure that there is more to the mail than idle talk about the person.
Sending an email doesn’t have to be business-like all the time. With friends and close acquaintances, it is acceptable to loosen up while being respectful. The dynamic and insightful variations of letter openings below can help ensure that you’re on point.
6. I Just Saw Your Recent [Accomplishment or Personal Post Here], and I Loved It
One great way to establish a connection with a friend or acquaintance in an informal setting is to compliment their posts on social media or personal achievements. Ensure that whatever good thing you’re saying about them is genuine, and follow it up with a short and sweet explanation.
7. It Was Great to See You
The perfect time to use this line is after meeting a person at an event. It is an amazing way to extend a relationship that has just recently started. Continue the statement by inserting tidbits about the meetup and the last conversation between both parties.
8. I Just Saw an [Article Or Photo], and It Made Me Think of You
While scrolling through the phone or going through social media platforms like Twitter, it is possible to see a photo or article with close bearings to a co-worker or friend. Please share it with them! It can help foster a more intimate connection.
9. How Was the [Project or Event]?
Making inquiries about something a person is working on shows a considerable interest in their life and well-being. It makes them want to believe that there’s enough care and attention to go around.
To get a bonus point, make the question something related to the information in the correspondence.
10. Happy [Day of the Week]! Hope This Day Is Treating You Well
This alternative reflects the classic cliché that must be avoided at all costs, but it is also different. There’s a little bit of humor to bring a smile to the reader’s face. However, it is important to note that what follows this must be positive and not negative. For instance, this intro should not be used for mail about a bad investment or company failure.
11. Hope You Had/have a Great Weekend
This option is great for personalizing messages on Mondays or Fridays. It is a classic conversation starter, and it shows care. This phrase can be coupled with a witty comment about something on the news in the location where the recipient is over the weekend.
12. How Is the Weather?
While this attempt at small talk is almost as annoying as the IHTFYW phrase, it still enjoys a considerable amount of tolerance, especially in an informal setting.
That’s because it is something virtually everybody talks about. For example, “Hope the snow is bearable” is an acceptable way of starting an informal letter during winter.
13. I Know You’re Swamped, so I’ll Be Brief
This phrase shows that the writer places value on the recipient’s time. It is a short and warm line that should be followed by an equally brief letter. After it, the writer who wants to communicate is advised to go straight into the reason for sending the correspondence.
14. A Bit of Small Talk
Begin an email with a little bit of small talk. Don’t just go straight to the point. Create a basis on which the reader can feel relaxed. It doesn’t even have to be on anything important.
Small talk’s main importance is to help establish a deeper connection between the reader and the writer.
15. Great [New Endeavor]. I Learned…
It’s not hard to come up with greetings when you know how to start an email. All a writer needs is to keep in mind that people like feeling good about their achievements, and a little flattery can go a long way.
So, build a relationship on a high note by complimenting something important that the prospective reader has recently done. It could be the beginning of a new podcast, a LinkedIn comment, or starting a new year such as 2023 with a groundbreaking award.
Alternatives to Use When Following Up
Following up is the same as checking up on friends or co-workers on a particular project or thing they were supposed to do but haven’t done. Simply put, the alternatives below are the best ways to give a gentle reminder to an acquaintance.
16. I’d Love an Update On
This line is a simple and casual method to tell someone to give information on one thing or another with a little encouragement. It is effective and has just the right amount of business vibe to it. The upside of this statement is that it’s going to prompt a fast reply from whoever it is sent to.
17. After Our Meeting, I’d Love to Discuss
This opening line is multi-faceted. It can be used by a person who wants to discuss something with another after an online or physical meeting. In this sense, it can be sent during or after the meeting.
In the other form, it can be applied to request someone’s attention after a meeting. It also shows that privacy is required for an important discussion.
18. Can You Reply by [Deadline]?
This line is perfect for people who thrive well with set deadlines. It is a way to remind them to send a reply at a particular time. It is the best when it comes to keeping track of emails. Note that the deadline can be close or far away, depending on the subject they are replying to.
19. I’m Hoping We Can Meet Again
Keeping up after a first meeting is the easiest thing to do with the “I’m hoping we can meet again” line, especially after the initial meetup was a success. Ensure that the letter has the location and time of the next meeting in it.
20. As We Discussed, I’m Reaching Out
Even in formal and informal settings, this line remains the most suitable for catching up with people. It is a great pickup line because it is based on an existing relationship.
Writing No Opening Line
It is possible to begin an email without any of the opening statements that have been mentioned in this article. In fact, it is preferred by some people because it affords a busy reader to go straight to the point of the writing without a lengthy and often meaningless preamble.
Additionally, short and concise emails are on top when it comes to replying rate.
Things to Avoid When Picking an Email Greeting
One of the first things to avoid doing when picking an opening line is using a generic one. They are often expected and carry little to no air of sincerity around them. As mentioned in this article, they are also likely to be flagged by spam settings on mailing platforms.
Examples of opening lines to avoid are:
- I hope all is well with you.
- I hope you are doing well.
- Hope all is well.
How to Choose an Alternative Email Opening Line
Choosing an alternative opening line is not very difficult, but it’s tricky. Certain things must be taken into consideration to prevent it from sounding tacky, and those things that everyone must know are below.
You’re supposed to treat whoever you’re writing to with respect, whether they’re close acquaintances or business relations. Letting them know that their time is valuable is a great way to do this.
Pay Attention to the Details
Don’t just rush through the message without finesse. Take note of the little details such as what should follow the opening line and if they’ll appreciate a long or short letter. In all, don’t make them think it is spam.
Write Comfortably and Within Reason
Writing a message should sound natural and not forced in both professional and personal settings. It’s a great way to make the recipient feel relaxed. Writing caring lineі like: “2020 wasn’t the best, but it is 2023 and time to get back to normal lives” is an event sensitive thing to write.
Situations Where You Should Never Use a Greeting
It’s perfectly okay not to use a greeting at the beginning of an email. In fact, in writing to close relations and past correspondence, no opening line at all is always preferred. They’ll appreciate it better with heart-warming thanks if the point is quickly arrived at.
The reason is that a considerable amount of time is wasted on meaningless preambles when the crux of the message is bypassed just like that. For an impactful message, writing a letter containing fewer than 300 words is the best way to go about it. Don’t go for lengthy and cumbersome lines.
Salutations Are Important
After the letter is over, the last thing to insert is the salutation. It is the phrase that ends the message on a great note. It is capable of creating an introduction and solution that evenly aligns. Using these two tools together, it is possible to mitigate any negative message that may have been unwittingly passed during the body of the letter. Additionally, writing a great conclusion will spur the recipients to respond early.
“Hope This Email Finds You Well” Is Now a Hilarious Meme Trend
That’s right; many people are using “Hope This Email Finds You Well” as a meme trend on social media. They are sharing posts filled with sarcasm and pictures that show exactly how the email met them.
Some of these memes are:
Frequently Asked Questions
Can You Start an Email With “I Hope This Email Finds You Well?”
It is not impossible, but it’s definitely frowned upon. It is used so much that it is almost second nature, and many people consider it redundant. It doesn’t add value to a message. In fact, it removes it, and this removal is bad for effective communication.
How Do You Start an Email Other Than “I Hope You’re Well?”
While this line is certainly great, there are many other amazing options to explore apart from it. Some of them are funny, while others are somber and serious.
Some of them are:
- What’s going on with you?
- How’s life in [place of work]?
- Have you seen any good shows lately?
- Do you have any good plans for the weekend?
- How are you hanging in there? Sending a bucket load of love your way this [season of the year].
- Did you enjoy the last [event attended together]?
- What’s going on in your world?
- Thank you for getting in touch about…
- As promised…
- It’s great to hear from you.
Thank You for Taking a Trip with Us
After playing with so many words, you’re finally here, and it’s a happy thing too.
But, before leaving, there are certain points which should be taken home, and they are that:
- The recipient’s name should be typed after the email has been completely written and proofread.
- The subject line should be written to fit the body of the letter. It should reflect the main reason for the correspondence before anything else.
- The email shouldn’t be lengthy. It should be short and straight to the point.
That said, we believe you enjoyed reading this article as much as we enjoyed writing it. Please leave a comment if you have any observations or questions.