It’s one of the most overly used phrases that you can use in a professional email. And while there’s nothing inherently wrong with starting off your message this way, there are far better openers than the tired phrase, “I hope this email finds you well.”
If you’ve ever received an email with that opening phrase and thought, “actually, this email doesn’t find me well,” then you already know how impersonal this popular greeting can feel.
But what are some strong “I hope this email finds you well” alternatives? In this article, we’ll talk about the reason why so many people use this phrase in the first place, why it doesn’t have the effect people think it does, and we’ll provide some engaging and professional greetings that you can use instead.
What exactly does “I hope this email finds you well” mean?
This overused phrase is common in business communications because it’s a polite and professional way to begin an email.
The phrase technically ticks all of the boxes of a proper business email greeting. It’s friendly, it’s brief, and it expresses interest in recipient’s well being. But the original phrase, “I hope this letter finds you well,” was originally used when people could only communicate by mail. Prior to the invent of the telephone, communication across state lines was sparse and people relied on the delivery of mail by horseback or by railroad. It could take days or even weeks to know how a friend or family member was doing, and thus, the phrase, “I hope this letter finds you well,” was coined.
Today, we have constant access to one another, which is why the phrase can feel generic and, obviously, dated. While it isn’t the worst way to open your email, there are plenty of more modern “I hope this email finds you well” alternatives that make for a catchy, personalized, and attention-grabbing message.
How to write email openers
The question of how to start an email may seem simple, but the right opener can make your reader more likely to respond. Here are a few tips to help you out:
Know your audience. If you don’t know the recipient personally, err on the side of caution and adopt a formal tone. It can also help to do some research on the recipient and tailor your message to their style. Additionally, if you do know the recipient, you can adjust the tone of your email greeting to fit the nature of your relationship.
Be genuine: The problem with “I hope this email finds you well,” is that it doesn’t succeed in its attempt at being genuine. Instead of using common and overused phrases, try to strike up a conversation in a way that feels natural. Your recipient is less likely to gloss over your greeting, and more likely to continue reading your email, if it sounds like you put thought into your message.
Keep it brief: An opener doesn’t need to be long. As long as you are polite and professional, you can keep your reader’s attention by getting straight to the point, without being overly wordy.
10 alternatives to “I hope this email finds you well”
The next time you’re tempted to write “I hope this email finds you well,” remember that we’re not on the Pony Express. Leave the clichés behind and try one of these openers instead.
- I hope you’re having a great week.
- Best for: Casual expressions of interest, especially if you already know the recipient
- Why: It feels more relaxed and suitable for laid-back yet professional settings
- Example: “Hi Jane, I hope you’re having a great week! I wanted to follow up on…”
- I’m writing to inquire about…
- Best for: Contacting a colleague, potential employer, or source
- Why: Promptly addresses that you have a question that needs answering
- Example: “Hello Mr. Miller, I’m writing to inquire about the job opening in the sales department…”
- I’m reaching out regarding…
- Best for: Being concise
- Why: Like the previous opener, it lets the reader know you need something resolved
- Example: “Hi Samantha, I’m reaching out regarding our meeting next week…”
- It’s great to connect again!
- Best for: Contacting someone you haven’t spoken with in a while
- Why: Acknowledges your friendly rapport
- Example: “Hey Sarah, it’s great to connect with you again! Are you available to chat about…”
- I hope you had a relaxing weekend.
- Best for: The beginning of the week
- Why: It expresses interest and makes the reader feel at ease
- Example: “Hey Tim, I hope you had a relaxing weekend. What is your eta on the reports…”
- I hope your [blank] went smoothly!
- Best for: Building trust within the professional relationship
- Why: It shows you know more than just surface level information about your reader
- Example: “Hi Mr. Smith, I hope your move went smoothly. I wanted to get your opinion on…”
- Thanks for taking time out of your busy day to read this
- Best for: Formal settings
- Why: It expresses gratitude and shows consideration for your reader’s time
- Example: “Thanks for taking time out of your busy day to read this. It recently came to my attention that the break room refrigerator isn’t working… “
- Congratulations on your recent [blank]!
- Best for: When you know the recipient
- Why: It puts the recipient first and builds trust
- Example: “Hi Jill, congratulations on your recent promotion! I was wondering if you had a minute to look over these reports…”
- I’m reaching out to follow up on…
- Best for: Following up on a previous email
- Why: It’s direct and let’s the reader know you need a response
- Example: “Hi Manny, I’m reaching out to follow up on our email from last week.”
- Just wanted to circle back on…
- Best for: Following up on a previous topic
- Why: It’s casual, yet prompts the recipient for a reply
- Example: “Hi Tiffany, just wanted to circle back on our conversation from yesterday. Do you have any feedback on…”
Why you should use an alternative to “I hope this email finds you well”
Email is the most popular form of communication for business professionals, which is why learning how to write a structurally sound email is important — and that includes your email openers.
But you don’t have to rely on clichés in your emails to sound professional. By putting some personality into your email greetings, you can make a strong impression on your reader, and hopefully, get the reply you were looking for.
Remember, if you cringe every time you open an email that begins with “I hope this email finds you well,” then its probably a phrase you don’t need in your writing toolkit anymore.
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