WRITING

an
EMAIL
 SALUTATION
Start your email with a polite salutation, Less Formal (Business): Professional (Email):
addressing the recipient by name if you know it o Dear John, o To Whom It May Concern,
(e.g., "Dear Mr. Smith" or "Hello Jane").
o Dear Sarah, o Good morning,
o Hello David, o Good afternoon,
Very Formal (Rarely Used): o Hi Jennifer, o Good evening,
o Sir,
o Madam,
o To His/Her Majesty,

Gender-Neutral:
Formal Salutations: Informal (Casual): o Dear [First Name],
o Dear Mr. Smith, o Hi there, o Hello [First Name],
o Hey,
o Dear Mrs. Johnson, o Hi [First Name],
o Hello,
o Dear Dr. Brown, Group Salutations:
o Hi,
o Dear Professor Davis, o Dear Team,
o Hello Everyone,
o Hi All,
• Introduction: Begin your email by introducing yourself and providing some context for • State Your Purpose: Clearly state why
you are reaching out to this
your problem/situation. Mention any relevant affiliations or connections you may have
particular person or organization
with the recipient. for help. Explain why you believe
• Explain Your Problem /situation: Clearly and concisely explain what you need help with. Be they are the right person to assist
you.
specific about your problem/situation, including any relevant details, deadlines. Avoid
vague or overly broad statements.
• Provide Background: If necessary, provide some background information to help the

recipient understand the context of your situation. This can be especially important if
the situation is complex or technical.
• Express Gratitude: Show appreciation for the recipient's time and willingness to help. A simple "Thank you for considering my problem/situation" can go a long way.
• Thank You: The most straightforward and common way to express gratitude is by saying "Thank you" or "Thanks." You can also use variations like "Thanks a lot" or "Thanks
so much" for added emphasis.
⚬ Example: "Thank you for helping me with my project."
• Appreciate: You can convey a deeper level of gratitude by saying, "I appreciate..." or "I truly appreciate..."
⚬ Example: "I appreciate your guidance during this process."
• Grateful: Expressing that you are "grateful" or "deeply grateful" signifies a strong sense of thankfulness.
⚬ Example: "I am deeply grateful for your generosity."
• I Can't Thank You Enough: This phrase emphasizes that you are extremely thankful and that words alone can't fully express your gratitude.
⚬ Example: "I can't thank you enough for your support.”
• You've Been a Great Help: Acknowledging someone's assistance and the positive impact it has had can show your gratitude.
⚬ Example: "You've been a great help, and I'm thankful for it."
• I'm Indebted to You: This phrase suggests that you owe a debt of gratitude to someone for their help or kindness.
⚬ Example: "I'm truly indebted to you for your support."
• It Means a Lot to Me: This phrase indicates that the person's actions or words have a significant and meaningful impact on you.
⚬ Example: "Your encouragement means a lot to me."
• I'm Thankful for Your...: Specify what you're thankful for, whether it's their time, advice, or any other form of assistance.
• Example: "I'm thankful for your guidance throughout this project."
• You've Made My Day: This expression conveys that someone's actions or words have brought joy and gratitude.
⚬ Example: "Your kind words have made my day. Thank you."
• A Big (or Huge) Thank You: Use these phrases to emphasize the magnitude of your gratitude.
⚬ Example: "A big thank you for your support during this challenging time."
• Propose a Solution: If you have any • Request a Response: Politely ask for a
ideas or suggestions for how the response or let the recipient know
recipient can help you, feel free to when you need a response by,
include them. This shows that you've especially if you have a deadline. This
thought about the issue and are not just helps manage expectations.
seeking handouts.
• Closing: Use a polite closing, such as "Sincerely," followed
by your name. If you know the recipient well, you can use a
more informal closing, such as "Best regards" or "Thanks."