Email & Slack
5 Email Openings That Don't Sound Robotic
In our inbox-flooded world, generic email openings like "I hope this email finds you well" have become white noise. Recipients can spot automated, impersonal greetings instantly, and they rarely inspire engagement or build genuine connections. Modern professionals need openings that sound authentic while remaining professional. The key is striking a balance between warmth and efficiency—acknowledging the recipient without wasting their time. These five alternatives demonstrate genuine interest, reference shared context, and add personality while getting straight to the point.
Target Vocabulary & Phrases
1
"Thanks for [specific action/response]."
Immediately acknowledges something the recipient did, showing you're paying attention and value their contribution. It creates a positive tone and provides natural context for your email.
Example: Following up after receiving data from a colleague: "Thanks for sending over the Q3 figures so quickly. I've reviewed them and have a few questions about the European market trends..."
2
"I was just reviewing [relevant topic] and wanted to get your thoughts."
Creates context for why you're reaching out now and positions the recipient as a valued expert or collaborator. It shows you've been actively working on something relevant.
Example: Reaching out to a stakeholder about strategy: "I was just reviewing our content strategy for next quarter and wanted to get your thoughts on the influencer partnership approach before we finalize the budget."
3
"Quick question about [specific topic]:"
Sets expectations for a brief exchange and gets straight to the point, respecting the recipient's time. Perfect for when you need a simple answer or clarification.
Example: Asking a teammate about project details: "Quick question about the client presentation: are we including the competitive analysis slides, or saving those for the follow-up meeting?"
4
"Following up on our [meeting/conversation] about [topic]..."
Provides immediate context by referencing a previous interaction, making the email feel like a natural continuation of an ongoing conversation rather than a cold message.
Example: Continuing a discussion from an earlier meeting: "Following up on our conversation about the vendor selection—I've compared the three finalists and put together a recommendation matrix for your review."
5
"I thought you'd want to know that [relevant update/information]."
Positions you as someone who thinks about what matters to the recipient and proactively shares valuable information. It shows consideration and builds relationship capital.
Example: Sharing important project news with stakeholders: "I thought you'd want to know that the client just approved the revised timeline. We're now on track to launch two weeks earlier than originally planned."
Test Your Knowledge
Choose the most natural and professional email opening for each scenario:
1. A colleague sent you the report you requested yesterday. How should you open your response email?
2. You need to ask your manager about a single detail for tomorrow's presentation. What's the best opening?
3. You met with a client last week and now have the information they were waiting for. How do you start your email?
4. You discovered important news that affects a project your colleague is leading. How should you open your message?
5. You need expert input from a colleague before finalizing your strategy document. What's the best opening?