A good email opening sentence does one of two things: it connects to something you share with the reader ("Thanks for your time on Tuesday's call"), or it states your purpose directly ("I'm writing to confirm the delivery date for order 4471"). Pick the one that fits the relationship, keep it to one line, and make sure it could only belong to this email.
Below you'll find a simple formula, a formal vs. informal comparison, more than 100 opening sentences sorted by situation, and five full emails that show them in context.
Quick template: the context + purpose opener
Subject: [Specific topic, e.g. "Revised timeline for the Atlas project"]
Hi [Name],
[Context: what connects you, e.g. "Following our call on Tuesday,"] [purpose: what this email does, e.g. "I'm sending the revised timeline we discussed."]
[One to three sentences of detail.]
[Next step, e.g. "Could you confirm the new dates by Friday?"]
Best,
[Your name]
Greeting vs. opening sentence
People often mix these up. The greeting is the salutation; the opening sentence is where the message starts.
| Part | Example | Its job |
|---|---|---|
| Greeting | Hi Maria, | Address the person in the right tone |
| Opening sentence | Thanks for sending the Q3 numbers so quickly. | Set the tone and give context |
| Purpose sentence | I have two questions before the board meeting. | Tell the reader what you need |
Sometimes the opening sentence and the purpose sentence are the same line, and that's often best. If you need help choosing the greeting itself, our guide on how to start an email covers greetings for every situation.
What makes an opening sentence work
- It's specific. It refers to this person, this project or this conversation. A line you could paste into any email is filler.
- It's short. One sentence, usually under 20 words. The reader should reach your point by the second line.
- It matches the relationship. A professor, a new client and your sister all need different openers.
- It's about the reader or the shared context. Start with them or with what you share, not with a long explanation of yourself.
- It's timely. Referencing yesterday's meeting is strong. Referencing a conversation from last year needs a reminder of what it was.
Formal vs. informal phrasing
The same idea can be phrased several ways. Use this table to adjust the tone of an opener without rewriting it from scratch.
| Purpose | Formal | Neutral (most work email) | Informal |
|---|---|---|---|
| Following up on a meeting | Further to our meeting on [date], I am writing to confirm the next steps. | Following up on Tuesday's meeting, here are the next steps. | Great seeing you Tuesday! Here's what we agreed on. |
| Replying | Thank you for your email of [date] regarding [topic]. | Thanks for your note about [topic]. | Thanks for this! |
| Asking for something | I am writing to request [item]. | Could you send me [item]? | Any chance you could send me [item]? |
| Sharing news | I am pleased to inform you that [news]. | Good news: [news]. | Guess what? [news] |
| Reconnecting | It has been some time since we last corresponded. | It's been a while since we last spoke. | Long time no see! |
100+ email opening sentence examples
Every group below covers a different situation. Copy a line, fill in the [brackets], and adjust the wording to sound like you.
Formal email opening sentences (14)
Use these with officials, professors, legal or financial contacts, and anyone you need to address formally. Our guide on how to write a formal email has full samples.
I am writing to formally request [document or action] regarding [matter].
Further to your letter of [date], I would like to provide the information you requested.
I am contacting you on behalf of [organization] concerning [matter].
Thank you for the opportunity to submit our proposal for [project].
In accordance with our agreement dated [date], I am submitting [document].
I would like to bring to your attention an issue concerning [matter].
Please find below my response to your inquiry of [date].
It was a privilege to meet you at [event], and I am writing to follow up on our discussion of [topic].
I am writing to express my interest in the [position] advertised on [site].
After careful review of your request, I would like to propose the following.
I am writing to inform you of a change to [policy, schedule or terms].
As requested during our meeting on [date], I have prepared a summary of [topic].
I respectfully request an extension of the deadline for [assignment or filing].
With reference to invoice [number], I would like to clarify [item].
Business and professional email opening sentences (14)
These fit everyday emails to colleagues, clients and partners. Polite, direct and not stiff.
Following up on this morning's call, here are the three action items.
I've attached the revised draft with your comments addressed.
We're on track to deliver [project] by [date], and I wanted to share where things stand.
I'd like to propose a small change to the [process or plan].
Before we finalize [document], I need your input on one decision.
I'm writing to confirm the details for [meeting or delivery] on [date].
I'm reaching out about the open item from last week's review.
We've had a few questions from the team about [topic], so here's a quick summary.
I wanted to share a quick win: [result].
Ahead of Thursday's meeting, here's the agenda and the background reading.
I need to flag a risk on [project] before it affects the timeline.
Thank you for approving [request]; here's what happens next.
I've looked into the issue you raised and have an answer.
To keep things moving on [project], I'd like to schedule a 30-minute check-in.
Informal email opening sentences (13)
Use these with friends, family and coworkers you're close with. Casual, but still kind and clear. For full informal emails, see how to write an informal email.
It's been way too long since we caught up, so I'm fixing that now.
I was just thinking about our conversation at [place], and I have an update.
I saw this and immediately thought of you.
Remember the [thing] we talked about? I finally tried it.
I have news, and you're one of the first people I wanted to tell.
How did [event or trip] go? I've been wondering all week.
I owe you a proper reply, so here it is.
Quick favor to ask, and feel free to say no.
I found the recipe you asked about.
Your message made my day.
I'm finally free this weekend, so let's make plans.
I was going through old photos and found one from [event].
Sorry it took me a while to write back; things have been hectic here.
Follow-up email opening sentences (12)
Point to the earlier message or meeting so the reader doesn't have to dig for it. Our guide to follow-up emails after no reply covers timing and full templates.
I'm following up on the proposal I sent on [date] to see if you have any questions.
I wanted to make sure my email from [day] about [topic] reached you.
As promised during our call, here's the information on [topic].
Now that [event] is behind us, I wanted to pick up where we left off on [topic].
I'm checking in on [request] since the deadline is [date].
I've attached the materials again in case my earlier email got buried.
We spoke briefly at [event] last week, and I wanted to continue our conversation about [topic].
Since we last talked, [new development], which may affect [decision].
I'm bringing back the question about [topic] so we can close it out this week.
Just one open item remains from our meeting: [item].
Thank you for the update on [topic]; I have one follow-up question.
I'd love to hear your thoughts on [proposal] when you've had a chance to review it.
Reply email opening sentences (12)
Acknowledge what they sent, then answer. If you're late, say so in a few words and move on.
Thanks for sending this over; I've reviewed it and have two comments.
Good question, and the short answer is yes.
Thanks for your patience while I checked with the team.
Thanks for the quick turnaround on this.
I appreciate you flagging this; here's what I found.
Happy to help with [request].
Thanks for the detailed notes; they made this much easier.
Apologies for the delay in getting back to you on [topic].
I've read through your proposal, and I like the direction.
Thank you for the kind words about [work].
That timeline works for us.
Thanks for the introduction to [Name]; I'll take it from here. (Moving [introducer] to BCC.)
Introduction email opening sentences (10)
Use these when you're introducing yourself, a colleague or two people to each other. For full templates, see how to introduce yourself in an email.
[Mutual contact] suggested I get in touch with you about [topic].
I'm the new [role] on the [team] team, and I'll be your main contact for [area].
I'm taking over [account or project] from [colleague], who has moved to [new role].
I'd like to introduce you to [Name], who [one-line reason they should talk].
[Name], meet [Name]. I think you two should talk about [topic].
We haven't met yet, but I work with [colleague] on [project] and have a question about [topic].
I'm joining [company] on [date] as [role] and wanted to introduce myself before my first day.
I'm a [role] at [company], and I'm reaching out because [reason relevant to them].
Our teams are about to start working together on [project], so I wanted to say hello.
I attended your session at [event] and wanted to introduce myself properly.
Networking email opening sentences (10)
Use these to start or renew a professional relationship. Mention something specific about their work.
We met at [event], and I've been thinking about your point on [topic] ever since.
Your recent article on [topic] gave me a new way to look at [problem].
I'm reaching out because you've built the kind of [career or team] I'm working toward.
Our mutual acquaintance, [Name], recommended I ask you about [topic].
I've followed your work on [project] for a while and have a question about [specific detail].
It's been a year since we worked together on [project], and I wanted to catch up.
Congratulations on [achievement]; I saw the news on [platform].
I'm working on [project] in [field], and your research on [topic] keeps coming up.
I enjoyed your interview on [podcast or publication], especially the part about [topic].
I'm new to [city or industry] and would value 20 minutes of your perspective.
Customer service email opening sentences (12)
Use these when responding to a customer. Acknowledge the issue in the first line so they know you read their message.
Thank you for letting us know about the problem with [product or order].
I'm sorry your order arrived [damaged or late], and I'd like to make it right.
I've looked into your account, and here's what happened with [issue].
Thank you for your patience while we investigated [issue].
I'm writing with an update on the issue you reported on [date].
Good news: we've fixed the problem with [feature or order].
Thank you for your feedback about [topic]; I've shared it with our [team].
I understand how frustrating it is when [issue], and I'm here to help.
We've received your request for [refund or exchange], and it's being processed.
I'm following up to make sure [issue] is fully resolved on your end.
Following your feedback, we've made a change to [process] that I think you'll appreciate.
I've reviewed your request, and I have two options for you.
Request email opening sentences (8)
Lead with the request or a one-line reason, so the reader isn't guessing.
I'm writing to ask for your help with [task].
Could you share [document or data] by [date]?
I'd like to request [time off, budget, access] for [reason].
I have a quick request regarding [topic].
Would you be willing to review [document] before it goes out?
I'm hoping you can point me to the right person for [topic].
Could we move our [meeting] from [day] to [day]?
I need approval on [item] to keep [project] on schedule.
Opening sentences for sharing news or updates (8)
Put the news first. Background can come after.
I'm pleased to share that [news].
Here's a quick update on [project]: [status in a few words].
I wanted you to hear this from me first: [news].
We've reached [milestone] on [project].
Starting [date], [change] will take effect.
I have some good news about [topic].
I have an update on [topic] that affects your team.
The results from [test or campaign] are in, and here are the highlights.
That's 113 opening sentences. If you're writing to a prospect who doesn't know you, sales outreach follows different rules; see our list of cold email opening lines for icebreakers built for that.
Example emails with strong opening sentences
Formal request email
Use this when writing to an office, official or institution.
Subject: Request for extension: [filing or assignment name]
Dear [Mr./Ms./Dr. Last name],
I am writing to respectfully request a two-week extension for [filing or assignment], currently due on [date].
[One or two sentences explaining the reason.] I can submit the completed [document] by [new date].
Thank you for considering this request.
Sincerely,
[Your full name]
[Reference number, if any]
Professional follow-up after a meeting
Use this the same day as a meeting to confirm what was agreed.
Subject: Next steps from today's [project] meeting
Hi [Name],
Following up on this morning's meeting, here are the three action items we agreed on:
1. [Action], owned by [Name], due [date]
2. [Action], owned by [Name], due [date]
3. [Action], owned by [Name], due [date]
Let me know if I missed anything.
Best,
[Your name]
Reply to a client question
Use this when a client asks something you can answer directly.
Subject: Re: [Original subject]
Hi [Name],
Good question, and the short answer is yes: [answer in one sentence].
[One or two sentences of detail or any conditions.]
Happy to walk through it on a call if that's easier.
Best,
[Your name]
Introducing yourself to a new contact
Use this when you're taking over an account or starting a working relationship.
Subject: Introduction: your new contact for [account or project]
Hi [Name],
I'm taking over [account or project] from [colleague], who has moved to [new role]. I'll be your main contact going forward.
I've read through the recent notes and know [current priority] is the focus this month. Could we set up a 20-minute call next week so I can hear your priorities directly?
Looking forward to working with you,
[Your name]
[Title, company]
[Phone number]
Informal email to a friend
Use this to reconnect with someone you haven't talked to in a while.
Subject: Long overdue catch-up
Hey [Name],
It's been way too long since we caught up, so I'm fixing that now.
[A few lines of news.] How are things with you? Is [their project, trip or new job] still going well?
I'll be in [city] on [date]. Want to grab dinner?
[Your name]
Mistakes to avoid in your opening sentence
| Mistake | Example | Better |
|---|---|---|
| Being vague | I wanted to reach out about something. | I'm writing about the invoice dated [date]. |
| Starting with an apology you don't owe | Sorry to bother you, but... | Thanks for your help with [topic]. I have one question. |
| Too formal for the relationship | I trust this correspondence finds you in good health. (to a teammate) | Quick update on [project]: |
| Too casual for the relationship | Hey! What's up? (to a new client) | Thank you for choosing us for [project]. |
| Overused filler | Just checking in. / Per my last email. / Please advise. | Name the topic and the question. |
| Long background before the point | A paragraph of history before the request | Request first, background after. |
| Jokes with people who don't know you | A pun in an email to a hiring manager | Save humor for people you know well. |
Checklist before you send
- The greeting fits the relationship and the name is spelled correctly.
- The opening sentence is specific to this email.
- The reader knows why you're writing by the second sentence.
- The tone matches the person (formal, neutral or informal).
- No apology unless you actually owe one.
- No leftover [brackets].
Frequently asked questions
What is an email opening sentence?
It is the first sentence after the greeting. It sets the tone and tells the reader why you are writing, either by connecting to something you share (a meeting, an earlier email) or by stating your purpose directly.
What is a good professional email opening sentence?
A sentence that gives context and purpose in one line, such as "Following our call on Tuesday, I'm sending the revised proposal." It is specific to this email and lets the reader know what is coming.
How do you open an informal email?
Start the way you would talk to the person: a quick question about them, a reference to something you shared, or straight into the news. "It's been ages since the lake trip, and I finally have photos to send" works better than a stiff pleasantry.
What is the difference between an email greeting and an opening sentence?
The greeting is the salutation on the first line, such as "Hi Maria," or "Dear Dr. Patel,". The opening sentence comes right after it and starts the actual message.
Is "I hope this email finds you well" a good opening sentence?
It is polite and acceptable in formal emails, but it is so common that it says very little. If you have any shared context, a specific line such as "Thank you for your time at Monday's meeting" does more.
How should I start a reply to an email?
Thank the person for something specific in their message or answer their question right away. For example: "Thanks for sending the contract. I've reviewed it and have two small changes."