Business Email Tips

Gender and honorifics in email salutations: Mx, Ms, Mr

Mister, always written in its contracted form Mr. (US) or Mr (UK), is a widely used English honorific for men under the rank of knighthood. The title “Mr” derived from earlier forms of master, as the equivalent female titles Mrs, Miss, and Ms. all derived from earlier forms of mistress. Ms. replaced Miss and Mrs. many years ago. Please note that American English (mostly) uses a period; British English does not. Thus Mr./Mr, Miss/Miss, Mrs./Mrs, Mx./Mx

According to Wikipedia, Mx. (usually pronounced /məks/ or /meks/ is an English language neologistic honorific that does not indicate gender. Developed as an alternative to gendered honorifics (such as Mr. and Ms.) in the late 1970s, it is the most common gender-neutral title among non-binary people and people who do not wish to provide a gender in their titles. Mx. is widely accepted by the Government of the United Kingdom and many businesses in the United Kingdom, and is also in many English dictionaries.

You can also use a job title in a salutation, such as “Dear HR Director” or “Dear Client.” Or you can simply say “Hello” as a standalone salutation.

Write a nice business email opening because small talk keeps it friendly

Okay, so we’ve got the salutation out of the way, now what? It’s often good practice to include a friendly opening phrase at the beginning of an email, rather than just launching straight into your main request or point. Think of this like “small talk” when meeting someone; we often ask how their day has been, if they’re enjoying their stay in the city, or, most commonly, comment on the weather. Emails by nature don’t allow for this friendly back and forth, but a phrase like

“I hope this email finds you well.” or “I hope you are well.” These openers allow you to appear amicable and considerate, but also maintains a professional tone and distance.

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Say “Thank you!” ASAP

I love to say thank you early on in an email. You can thank the recipient for their last purchase, their help with a project, their inquiry, their interest or their feedback, even if the feedback was negative. Gratitude is an attractive, disarming, “feel-good” message. Use it generously!

“Thank you for your inquiry.”
“Thank you for your feedback.”
“Thank you for contacting us.”

State the purpose of the email

You’ve made small talk, so now let’s get down to business. To address the topic of your email, you should already have included a clear and concise subject line, but here is where we can include more information about our request/clarification/issue.

“This email is to inform you that…” is a great way to impersonally introduce the matter at hand in the email, while
“I am/we are writing to you regarding…” adds a bit more of a personal touch while still maintaining some formality.

Closing remarks in business emails

So you’ve given all the necessary information, but you can’t just sign off immediately. It’s important to maintain an open line of communication, so a few set phrases at the end will express this.

“If you have any further questions, please don’t hesitate to contact me.” This can be tacked on at the end of any email to allow the recipient to feel comfortable approaching you again.

“I hope you find this satisfactory.” can also be used if you want to express the desire that you hope you have been helpful or provided the right information.

Your “goodbye” will also play into the final impression that your email leaves with a reader. This is why email beginnings and closings are so important, as they will be the things that build the image of you in the mind of the reader. It doesn’t matter how charismatic you are in person; if you only communicate with someone over email and do so curtly, that’s how they will view you. So be careful with how you end things!

If you want a reply from the recipient, finish your email body with…

“I look forward to hearing from you.” This classic CTA (call to action) works wonderfully well and signals reciprocity and open lines of communication. It says, “the ball’s in your court.”

If you know you will be meeting them in person, you can say…
“I look forward to meeting you on x date”
This line politely communicates a positive attitude towards the meeting.

Finally, conclude your email with

“Kind regards or best regards”

In conclusion

The truth about email English is that tone and register will vary widely – there is huge variety in correspondence within industries and companies. Diplomacy and levels of formality, relationship/power hierarchies and cultural norms can mean that it’s best to play it safe and err on the side of formality and diplomacy. But too much formality can also cause problems as the reader may experience a formal style as cold, non-authentic or old fashioned. To better understand diplomacy and levels of formality in English, click here.

The bottom line is to know your company’s style, be diplomatic, and be appropriate for the reader and the situation.

Would you like a practical book on the subject of English Emails? We recommend Email English by MacMillan. Their Email Phrasebook section can be a life saver!

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Do you want to know how well you write in English? The English Center offers a writing test.

Would you benefit from a private writing course? The English Center offers private training to help you find your English voice at your keyboard! We can help with all kinds of writing tasks, from academic papers to business blogs. We can begin with a free consultation appointment.

A Brief Business Email Phrase List 

Salutation Options
Dear Ms. Kelly,
Dear Mr. Kelly,
Dear Betsy Kelly,
Dear Betsy,
Dear Sir/Madam,
Dear Mx. Kelly,
Hello,
To whom it may concern,

Openings and Small Talk
I hope this email finds you well.
I hope you are well.

Thank you!
Thank you for your inquiry.
Thank you for your feedback.
Thank you for contacting us.

Stating the Purpose
This email is to inform you that…
I am/we are writing to you regarding…

Closing with Kindness and a CTA
If you have any further questions, please don’t hesitate to contact me.
I hope you find this satisfactory.
I look forward to hearing from you.
I look forward to meeting you on…
Kind/Best regards,

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Clare Kelleher
Brenda de Jong Pauley
April, 2022