Since emails are a relatively new form of communication, there are no tried and tested formulae for how they should be written, as there are for business letters, for example. In fact, I think it’s fair to say that there is no correct naming format for emails, but that they tend to be informal. A quick glance through the emails in my inbox reveals the following range of greetings:
Dear Ms Potter
Dear Liz
Hello Liz
Hi Liz
Hello there
Hi there
Hi
Liz
Dear All
All
[No greeting]
An initial contact from someone who had never met me but knew my name began Dear Ms Potter, but by the second email this had changed to Dear Liz and then Hi Liz, so even when formality is used, it quickly gives way to informality.
I think it’s fair to say that if you know the name of a person but have never met them, then you can use their surname and title in the first email you send them (using Mr for men, Ms for women, since it is unlikely you will know their marital status; or another title such as Dr if appropriate). However, it is equally acceptable to use their first name if you know it: I wouldn’t object to being addressed as Dear Liz by someone who didn’t know me. If you don’t know the gender of the recipient I would suggest that a plain Hello is the safest option.
In subsequent emails, I would suggest that Hello or Hi plus the person’s name is a safe option; obviously if you know the person well you can use more familiar forms of address, up to and including no form of address at all.
As for ending the email, the most common sign-off, I think, is Best (short for Best Wishes) followed by your first name. I would only use my full name when writing to someone I didn’t know for the first time. You can also use formulae such as Regards, Yours, Best wishes or All the best (this last sounds quite cordial to me, so I use it when I want to sound friendly or appreciative).
As far as I’m aware there are no differences in usage between UK and US English. |