What's Your Real Estate Email Greeting IQ?

Real Estate Agent with www.iCharlotteHomes.com | The Maxwell House Group | RE/MAX Executive | (704) 491-3310 228209

What's Your Real Estate Email Greeting IQ?


Email salutationsHave you ever ignored an email message because it began with, “To Whom It May Concern?” In our business, it is important to begin an email in a more personal manner. 


But, don’t go to the opposite end of the spectrum with an over-enthusiastic message either – it can seem too “in your face” and often comes across as desperate.


It can be a challenge to know how to make a good first impression over email – especially When you’re writing to someone you don’t know very well, making a good first impression via email can often be a challenge. 


While “Dear” may be too formal, “Hey” can also be too casual and “Happy Monday,” too cheesy!

email 2020Email greetings set the tone for the entire message and may very well affect the recipient’s perception of you and your business. Your greeting may even determine if they are going to even read your email, much less engage you!


Let's see what your email greeing IQ is! Here are some of the best and worst possible email greetings: 


Best Email Greetings

Hi [Name],

This email greeting is the clear winner. It’s simple, friendly and straight to the point. 


Hi [Mr/Ms Last Name],

Make the tone a bit more formal using this format.


Hello [Name],

Need something slightly more formal than, ‘Hi,’ this works nicely.


Hi everyone,

If you’re writing to a group, keep things general instead of using gender-specific terms such as “Gals” or “Guys.” “Everyone” is a more inclusive way to address multiple people.


Dear [Name],

While this can come across as a bit stuffy, it should be used for a distinguished recipient (such as Doctor, Mayor, etc.)  


Hi There or Hey There,

This greeting works well for mass emails or addressing someone via a general mailbox (such as a support email). 



Worst Email Greetings

[Misspelled Name],

Want to make a terrible, instantaneous first impression, this’ll do it! Double- and triple-check that you have their name spelled correctly before hitting send. If you are not quite sure of the correct spelling, use the fail-safe, “Hi there” to avoid losing potential business.  


Hi [Nickname],

If you don’t know them, DON’T call them by a nickname. For examplle, don’t shorten David to Dave unless, perhaps that is what he uses in his signature or any online contact form he may have completed. 


email greetings 2020Dear Sir or Madam,

Oh boy! Talk about formal, prudish and spammy - this is it! It is a clear demonstration to the recipient that you didn’t do your research and didn’t bother to personalize your message or learn their name. It’s highly unlikely a recipient would be moved to answer an email addressed like this. 


To Whom It May Concern,

As with “Dear Sir or Madam,” this shows that you were simply too lazy to look up a contact name and specifically address the recipient.


Hey! or Hey, [Name]!

Yes, this greeting is absolutely fine, but is best reserved for family members, close friends or colleagues. Otherwise, it’s too informal and can be viewed as disrespectful. Coming from a professional, it’s just “too much.” 


Happy Friday! 

Okay, I admit to using this but, I don’t use it with people I don’t know! It can be viewed as overly exuberant, trying too hard or even annoying. Leave the cutesy greetings for your close friends and avoid them when corresponding with professionals or possible customers/clients. 


© Debe Maxwell | The Maxwell House Group | RE/MAX Executive | CharlotteBroker@icloud.com | What's Your eal Estate Email Greeting IQ?


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Kat Palmiotti
406-270-3667, kat@thehousekat.com, Broker, Blackstone Realty Group - brokered by eXp Realty - Kalispell, MT
The House Kat

I find it so interesting about how culture changes over time. When we used to always send letters in the mail, we had to use: Dear Mr. Smith, Dear Mrs. Smith, etc. I definitely prefer the more friendly, "Hello Joseph,"


Feb 18, 2020 05:59 AM #43
J Perrin Cornell
Coldwell Banker Cascade Real Estate - Wenatchee, WA

Something so obvious we should all know but don't. Thanks for the reminder. I find tha email is almost as obsolete as a buggy whip... well at least it is moving that way. 

Feb 18, 2020 06:59 AM #44
Kathy Streib
Room Service Home Staging - Delray Beach, FL
Home Stager - Palm Beach County,FL -561-914-6224

Excellent Debe and as we keep saying first impressions do count!!!  I get so many emails with my name...first or last...misspelled.  If you're going to take the time to send out emails, make them count. 

Feb 18, 2020 11:56 AM #45
Jeff Dowler, CRS
eXp Realty of California - Carlsbad, CA
The Southern California Relocation Dude

Hi Debe:

I suspect some don't really consider how their email introduction comes across and the message it might be sending. And it definitely is important to personalize with a name.

Congrats on a well-deserved and educational feature.


Feb 18, 2020 02:09 PM #46
Erik Hiss
Keller Williams Capital Partners Realty - Worthington, OH
You can trust me for all your real estate needs!

I'm usually pretty formal with HI or just their name, but sometimes I'll use Hey if they are good clients who use those terms with me. But better to be formal than not at the beginning!

Feb 19, 2020 06:17 AM #47
Mike Bjork
Pinnacle Home Loan - Redondo Beach, CA

Great points, Debe!  Each email message is to be treated differently, pending our relationship with the recipient.  Great advice on the various formats!

Feb 19, 2020 09:01 AM #48
Lyn Sims
RE/MAX Suburban - Schaumburg, IL
Schaumburg Real Estate

Is it me or are people confusing this with a letter? Seems so by using 'Dear so & so'. I saw a post once where they guaranteed a great open rate by using a few of these phrases. I sent out the letter to my database & sure enough many people opened it. Made me a believer - just like a post - you have to have a great title or zilch response.

Feb 19, 2020 09:18 AM #49
Sheri Sperry - MCNE®
Coldwell Banker Realty - Sedona, AZ
(928) 274-7355 ~ YOUR Solutions REALTOR®

Hi Debe Maxwell, CRS -  Great post.  From emails I have seen, some could use this advice!

All my messages, comments, and emails usually begin with Hi.  I like to keep it light and fun. 

Feb 19, 2020 01:40 PM #50
Don Baker
Lane Realty - Eatonton, GA

I don't think Happy Friday or Monday.... seems too personal.  The rest I'm in agreement with.

Feb 19, 2020 05:23 PM #52
Neel Midha
Midha Realty - Atlanta, GA
Knowledgeable and fun loving Real Estate Agent

I think this is a great article because it pertains to something we send every day. I tend to use Hello as a greeting and Best as a closer.

Feb 19, 2020 05:40 PM #53
Paddy Deighan JD PhD
TimeshareLawyers.pro - Vail, CO
Paddy Deighan J.D. Ph.D

very good points on an important tiopic that is often overlooked in its importance. You know what they say about first impressions!!!

Feb 19, 2020 05:55 PM #54
Lottie Kendall
Compass - San Francisco, CA
Helping make your real estate dreams a reality

I like your points, Debe. Society today is certainly less formal than when I was learning the rules of letter write waaaaay back in the 1950s! It took a lot of practice to break the old rules to fit today's world.

Feb 19, 2020 07:32 PM #55
Marte Cliff
Marte Cliff Copywriting - Priest River, ID
Your real estate writer

This is a wonderful, instrctive post.

We do need to be careful with names. Things today are much more casual, but I think when we're dealing with people from "The Greatest Generation" we need to be more formal.

If you sent my Mom a letter that used her first name, it would have gone directly to the trash. With her feelings in mind, I always tried to use dear Mr. or Mrs. or Miss (or Ms). But that can be tricky too!

I've recieved plenty of letters addressed to "Mr. Marte" and my son Chris has recieved many addressed to him as female. We have many names that could be either male or female - and in those cases I'd risk the informality of a first name.

Feb 19, 2020 10:03 PM #56
Leanne Smith
Dirt Road Real Estate - Golden Valley, AZ
Relocation to NW AZ with elbow room & more freedom

Using his or her first name indicates you actually know of his or her name. I then start Good Morning, Good Afternoon or Good Evening. That seems to work.

Feb 20, 2020 05:58 AM #57
M.C. Dwyer
Century 21 Showcase REALTORs - Felton, CA
MC Dwyer-Santa Cruz Mountains Property Specialist

Whew!   What a relief to see my instincts were spot on when addressing potential clients in an e-mail!    Once I know people, I mix it up beyond the simple "Hi, <name>."    This year, I'm focusing on writing in a style that's more like how I would actually talk with people.

Feb 20, 2020 08:52 AM #58
Greg Mona
eXp Realty - Chandler, AZ
Professional Real Estate Representation for YOU!

Great post, Debe Maxwell, CRS! I agree with your thoughts on each salutation. What seems to work best is casual, but not too casual. For me, I'm not a big fan of "hey". I believe it is overused and should definitely be reserved for people you know very well. Even then it is sometimes too casual. Just my two cents worth.  

Feb 20, 2020 04:03 PM #59
Monique Ting
INET Realty Honolulu, HI - Honolulu, HI
Your agent under the sun

Debe, thank you for sharing that summary.

In Hawaii, the prefered greeting (or closing remark) is "aloha" as it can be used to convey both hello and goodbye, but it really means Love, Peace and Compassion and the sharing of one's life force (ha).


Feb 20, 2020 04:04 PM #60
Sussie Sutton
David Tracy Real Estate - Houston, TX
David Tracy Real Estate for Buyers & Sellers

Great post and I must admit that I do struggle with this.

Feb 20, 2020 09:08 PM #61
Diana Dahlberg
1 Month Realty - Pleasant Prairie, WI
Real Estate in Kenosha, WI since 1994 262-308-3563

Debe Maxwell, CRS great post and definitely a worthy Feature!  I always say Hi and use the name of the person I am addressing.  

Feb 21, 2020 09:46 AM #62
Jan Green
Value Added Service, 602-620-2699 - Scottsdale, AZ
HomeSmart Elite Group, REALTOR®, EcoBroker, GREEN

Great post and thought provoking. I'll have to admit I'm guilty of the "Hey (first name) email.  But I don't use that on a mass email basis. I prefer to be cheesy!  

Mar 01, 2020 01:02 PM #63
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