Your professional salutations on emails and other correspondance

[Jeffsus]

Dear reader,

I have a couple problems about this, and there are lots of "protocol" website available, but I find them antiquaited.

I prefer to send emails on a one-on-one basis in which case, I will start them as:

"Good morning/afternoon/evening Jason, ....."

I will generally use my local timezone for the morning/afternoon/evening part, since I have no idea when the reader might read it. The opening salutation is kind of a no-brainer in this case.

The problem is when the email is to multiple people, or has CCs. My particular corporate culture encourages multiple readers which is what causes me grief.

My "bosses" like to use "Good ... Gentlemen," or more simply, "Gentlemen,", but this has the obvious assumption that all the readers are male. My "bosses" of course have that assumption, and they assume they are being polite and cordial, but as a Canadian, I recognize that some, sometimes many, of the readers or recipients are female. And in any case, as a male reader myself, I find it somewhat questionable to get an email headed with "Gentlemen". What is a decent substitute for "Gentlemen", when you want to be polite and cordial while also being gender neutral? On occasion I've used "All" or "everyone" but it seems somehow cold and impersonal. In a way, I think this opening salutation is more important than the closing.

For closing, it is my personal preference to use "Kind regards,", though I think some readers may take this too personally. I'd also like to use "Sincerely," but, for me at least, that has the connotation of formality and, perhaps, indifference. In a way also, I feel it is reserved for hand written letters to respected but not personally acquianted individuals -- ie not suited for email. Plain "Regards," is an alternative in those cases I suppose, but cold or even confrontational. "Take care" seems to resolve those problems but is more suited for warm business contacts, with whom there is some pre-existing personal encounter.

How to balance the inclination of "personal and business respect" with the "I'm not overstepping our relationship" salutation in these cases?

Kind regards,

-jM
A&D

[erika]

I will use
Hi
Hi x
Hello x
Hello everyone
OR just name(s), as in "x and y"

CC is not so much an issue; when you are cc'ing people, they are not the addresses and should not have to be considered in your salutations

The closing depends on what the contents are; if I'm expecting people to do something or get back to me, I will use Thanks.
If I'm just letting them know about stuff I don't use one.

[Jeffsus]

Oh I could never use "HI"

I'd be whipped immediately for that.

"Hello" is ok, in individual cases, but again, seems awkward or cold, distant.

And generally the people in the CC: are more important than the person in the TO: -- like quiet, background, jedi overlords.

In some (many?) cases, the email really IS to the CC: people but it has to be styled out as otherwise. When I was a co-op, this was not the case.

-jM
A&D

[screamy]

My new job means I have to regularly communicate to a group of about 40 via email, and they're scattered literally all over the globe, so I hear you on the "good morning/afternoon" thing. Time zone spread can be a PITA.

I have had difficulty with this addressing sort of thing too - and not all of the recipients' first language is English, which can alternately lead to hysterically funny or very seriously bad misinterpretations of content, tone and style. It can be a minefield.

Have you considered "Dear Team," for the larger recipient list emails, or "Ladies and gentlemen"? I know it's trite, but hey...it works, even if it sounds stuffy.

And you must work somewhere very formal indeed to not be allowed to say "Hi so-and-so"!

[zoo]

I use "Hello John, and Hi Bob" often when dealing with people that I have developed a rapport with, or have met face to face. Generally "Everyone" works if it is a very large or mixed group, and "Gentlemen" generally works because most people in my industry are indeed men. I almost never use "Ladies and Gentlemen" because I find it condescending. Sometimes "Hello Team" works, if it's to a specific team.

Sometimes when I want to avoid addressing the group, I'll just use "Good Morning," and leave it at that. It is brutal to not address the target, but sometimes it's easier (say if there are internal and external stakeholders in the audience). Yes, not addressing the audience makes it sound a bit cold, even canned.

For endings, I use "Regards" for communications that are more serious, generic, tedious, or when I know that the e-mail will be used as an "official reference" in the future. I don't have a problem using it.

Our sales guys use "Best Regards," "Kindest Regards," and "Warmest Regards" a little too often, but that, I suppose, is their job. I don't just throw those around to anyone! Hehe. Sincerely is completely out, it's for letters, not for day-to-day business.

My most often used closing statements are probably "Regards," "Thanks," and "Let me know," simply because many of my e-mails are requests of others.

Truly yours,

Peter Mansbridge.

[screamy]

Originally Posted by zoo

I almost never use "Ladies and Gentlemen" because I find it condescending.

Yeah...I'm not a huge fan myself, just haven't found anything better. Luckily for me the folks we deal with in Asia are fairly formal.

Of course, if you give it that boxing ring announcer's voice in your head, it's different. LOL.

[kirstenmeows]

What about 'Salutations" as a start? Granted, most of my e-mails start with 'Hello everyone' or something relatively casual. It all depends on what kind of relationship you have developed with the recipients.

[smack]

Fuck "regards" and "best regards" or any variation of it. I don't know why but I hate it and that word means nothing to me

[Bass-Invader]

Yo,
< content of letter.>

ease.

[daddyiwantchocolate]

I often start e-mails to the all-male executive team along the lines of "Ladies, your prompt attention in this matter is greatly appreciated", but only when the bitches won't respond by deadlines.

I don't think this will work for you at all.

[skin deep]

Dear all?

[Mephisto]

i'm a "best regards" kind of guy and have noticed some even shortening that to "best,".

a new one i've gotten recently is "in solidarity," which was context appropriate but a bit much, really.

[derek]

hi


some major boring shit.

regards,

signature
work #
mobile#
website

[Rajio]

Avast!!!

<blah blah blah>

Smell ya later!!!

[glych t.anomaly]

Greetings,


Body of message.



Cordially,


[jai]



p.s. - in a not so formal sense, i would you something like ' Cheers ' at the end, or if im not pleased, well they dont get a word then.

[Hawk Eye]

Originally Posted by derek

hi


some major boring shit.

regards,

signature
work #
mobile#
website

That's mine too. I never understand why ppl put their email address in their signature.. obviously the person whom you've e-mailed already has your email.

I always use Hi, or Hello, if i don't know the person(s) whom I'm speaking with. If I do know everyone in the e-mail, then i'll say 'Hi Everyone,' or 'Hi x' If i have a really good rapport (which i do with everyone in my dept), then i'll say 'Hey'

[SonorouS]

sup bitches?

[workdowntown]

To whom it may concern
Esteemed [members/clients/friends/shareholders etc]

[Muad'ib]

Good Day,

Blah Blah blah

Best,

G.

[bkxb]

Hi X,

I need this shit by tomorrow.

Thanks,

B.

[defazman]

Recipients Name

Body of email/Corporate Talk

Regards, (if I'm telling someone to do something)
Thanks, (if they've done it)

Senders Name,
Senders Title & Contact

[T]

Gwan

link me those things

one

[The Kid]

Cheers,

[diablo]

Dude,

Later.

Me

[derek]

Originally Posted by Muad'ib

Good Day,

Blah Blah blah

Best,

G.

top of the morning to your too!