Email Etiquette: When to Use Comma or Colon
If you’ve ever wondered whether to use a comma or a colon after an email greeting, you’re not alone! Let’s clear up the confusion with this quick, practical guide.
Comma After "Dear" – Your Go-To for Everyday Emails
When writing a business email that starts with "Dear + Name," a comma is definitely needed. While it is polite and professional, it comes across as more formal.
So, it’s ok to use this the first time you email someone, but if it’s someone you know or that you’ve been emailing back and forth frequently, using “Hi + Name” is more natural.
Examples:
Dear Tannia, I hope this email finds you well.
Dear Mr. Gupta, Thank you for your generous contribution to our campaign.
Comma After "Hi" or "Hello" – The Friendly Approach
Using a comma after "Hi + Name" is how most of us communicate in the American workplace. It’s casual, friendly, and fits right in with today’s email culture.
Examples:
Hi Christos, I’m reaching out to confirm our meeting tomorrow at 8 a.m.
Hello Ms. Suárez, It was great to meet you yesterday at the conference.
Colon for Formal Emails – Keep It Professional
When formality is required, especially when writing to someone you don’t know well or in a very professional setting, use a colon after "Dear."
Examples:
Dear Professor Chen: Thank you for your interest in joining our team.
Dear Valued Customer: I regret to inform you that your service has been canceled.
Bonus Tip: Capitalize the First Word After Your Greeting
It’s a small detail, but it makes a big difference. Always capitalize the first word after your greeting to keep your email looking polished and professional.
Correct:
Hi Erin,
Our mutual friend, Silvia, recommended I get in touch with you.
Incorrect:
Hi Erin,
our mutual friend, Silvia, recommended I get in touch with you.
Mastering these small but important email rules is just one step toward crafting professional emails that get results.
Keep Learning
Don’t stop here—learn 20 email expressions to ask for clarification. Click here to dive in!
Also, download your free audio training of the three must-know leadership communication skills for non-native speakers here.
Eliminate Email Anxiety
If you want quick results, you need my email mini-course!
Designed for busy people, this streamlined course will teach you how to write emails that make you look and sound more professional - all in less than an hour.
Whether you’re following up on meetings, pitching ideas, or streamlining daily communications, these skills will elevate your email game.
Time-Saving Techniques: Streamlined tips that help you write faster without sacrificing quality.
Step-by-Step Guidance: Clear instructions for crafting concise, impactful emails that stand out in crowded inboxes.
Etiquette Best Practices: Learn the do’s and don’ts of email etiquette to build trust and professionalism in your communication.
Instant Readability: Discover how to format and simplify your emails so they are easy to digest and act on.
Results with Every Email: Improve your communication skills to ensure your emails prompt action and get the responses you need.
"I regularly write business emails to international clients, but in the past, I did not know how to structure complex topics.
Tannia has shown me different methods to help me write concisely without leaving out important information and use clear structure. Now, I save a lot of time when I write work emails." - Chris G.
Don't wait any longer - click the button below, and enroll now!
Master Writing Professional Emails in English
Write Business Emails in English Quickly and Confidently