10 Examples of SEO-Optimized Sample Emails to Say Hello

How often do you find yourself staring at a blank screen, struggling to put together an email that will catch your recipient’s attention? We’ve all been there. Crafting an email that is both personable and professional can be a tricky tightrope to walk. But fear not, as I’ve got just the thing to help you out.

I present to you a sample email to say hello. This email template is perfect for anyone looking to build a connection with a new contact or to simply rekindle an old relationship. It’s a versatile message that can be used in a range of contexts, from networking to catching up with old friends.

The best part? You can customise it as much as you like. Swap out the greeting, change the tone, or add a personal touch. Whatever you need to make it your own. With this sample email, you’ll have a strong foundation to work from and get your creative juices flowing.

So what are you waiting for? Give it a try and see how it works for you. Here’s the sample email to say hello:

Dear [Insert name],

I hope this email finds you well. I’ve been meaning to reach out and catch up with you for a while now. I came across [Include an article that you read which you think they’ll find interesting or something you have in common] and it reminded me of when we [Insert a shared memory].

I’d love to hear what you’ve been up to lately. Are you working on anything exciting? Maybe we could arrange a catch-up over coffee sometime soon?

Best regards,

[Insert your name]

The Best Structure for a “Hello” Email

Greeting a new acquaintance or reconnecting with a distant contact via email can feel daunting. However, the key to crafting an effective message lies in the structure. With the right format, you can make a good impression, initiate meaningful dialogue, and potentially strengthen professional or personal relationships.

Here’s a simple and effective structure to consider when writing a “hello” email:

Opening Line

The opening line sets the tone of your email. It’s best to keep it simple and polite. Depending on your relationship with the recipient, you can use a common greeting like “Hello,” “Hi,” “Hey,” or “Dear [Recipient’s name].” Avoid overly informal greetings like “Sup” or “Yo” unless you’re already familiar with the recipient’s communication style.

Introductory Paragraph

In the introductory paragraph, briefly introduce yourself and your reason for reaching out. Keep it concise and direct; nobody wants to read a lengthy essay just to figure out what you want. For instance, if you’re reconnecting with an old college friend after several years, you could say: “I hope this message finds you well. We haven’t spoken in years, and I’ve been curious about what you’ve been up to. How has life been treating you?”

Middle Paragraph

The middle paragraph is where you want to make your message more personal and engaging. Share something that strengthens your connection together, such as a shared interest, a mutual friend, or a common goal. This will help the recipient feel more invested in the conversation and encourage them to respond. You could say something like: “I remember how much we used to bond over our love for hiking. Have you gone on any memorable hikes lately? I’ve been itching for an adventure myself.”


The call-to-action, or CTA, is a polite request or suggestion for what you’d like the recipient to do next. It’s best to keep this concise and to-the-point, so the recipient knows exactly what you expect of them. For instance, you could ask if they’d like to schedule a phone call or video chat, or you could ask for their opinion on a particular topic. Here’s an example: “Would you be up for catching up over the phone? I’d love to hear more about your recent travels and share some of my own stories with you.”

Closing Line

The closing line is your chance to leave a good final impression. Use a polite and friendly closing like “Best regards,” “Sincerely,” or “Thanks,” followed by your name. If you already know the recipient well, you could also consider including a fond farewell like “Take care” or “Talk soon.”

By following this simple yet effective structure, you’ll be able to craft a professional and engaging “hello” email that sets the foundation for a positive and rewarding conversation with a new or old contact.

7 Sample Email Templates to Say Hello

Template #1: Hello from a New Colleague

Dear [Recipient],

I hope this email finds you well. My name is [Your Name], and I am a new addition to the team. I am excited to work alongside you and contribute to the growth of the company.

If you have any questions or need any assistance regarding our projects, please feel free to reach out to me. I look forward to getting to know you and working together!

Best regards,

[Your Name]

Template #2: Hello from an Old Friend

Dear [Recipient],

It has been such a long time since we last spoke, and I wanted to reach out and say hello. I hope life has been treating you well and that you are happy and healthy.

I would love to catch up and hear about everything that has been going on in your life. Let me know if you have some free time, and we can schedule a call or a meeting. It would be great to see you again!

Take care,

[Your Name]

Template #3: Hello from a Networking Connection

Dear [Recipient],

I came across your profile on [Networking Platform], and I was impressed by your experience and achievements in the industry. I thought it’d be a great opportunity to connect and see if there are any potential collaboration or partnership possibilities.

If you are open to it, let’s schedule a call or a meeting to discuss further. I am looking forward to hearing back from you!

Best regards,

[Your Name]

Template #4: Hello from a Volunteer Organization

Dear [Recipient],

I hope this message finds you well. I am reaching out on behalf of [Organization Name], a local nonprofit organization dedicated to [Cause]. We are always looking for passionate and motivated individuals to join us and help make a positive impact in our community.

If you are interested in learning more about our organization or would like to volunteer, please visit our website or reply to this email. We would love to have you on board!


[Your Name], Volunteer Coordinator

Template #5: Hello from a Potential Employer

Dear [Recipient],

I came across your resume on [Job Posting Website], and I was impressed by your qualifications and experience in [Industry/Field]. Our company is currently looking for a talented individual to fill the position of [Job Title], and I believe you might be a great fit for the role.

If you are interested in learning more about the position or would like to apply, please reply to this email, and we can discuss further.

Best regards,

[Your Name], Hiring Manager

Template #6: Hello from a Service Provider

Dear [Recipient],

I hope this email finds you well. My name is [Your Name], and I am a [Service Provider], specializing in [Service]. I came across your business and thought it might be a great opportunity to introduce myself and see if there is any way I can assist you with your [Task/Project].

If you are interested in learning more about my services or would like to schedule a consultation, please reply to this email, and we can discuss further.


[Your Name], [Service Provider]

Template #7: Hello from a Past Client

Dear [Recipient],

I hope this email finds you well. I wanted to reach out and express my appreciation for your excellent service and professionalism during [Task/Project]. It has been some time since our collaboration, but I still remember the great work you did for me.

If you have any new projects or services that you would like to promote, please do not hesitate to let me know. I would love to refer you to my network and support your business any way I can.

Best regards,

[Your Name], Satisfied Client

Tips for Writing a Great “Hello” Email

So you need to write an email to say hello. Whether you’re reconnecting with a former colleague, introducing yourself to a potential employer, or reaching out to a new networking contact, there are a few key things you should keep in mind to make your email stand out:

  • Start with a clear subject line: Your recipient is likely getting dozens (if not hundreds) of emails every day, so you need to make sure yours stands out in their inbox. Use a clear subject line that conveys the purpose of your email (e.g. “Introduction from John Doe” or “Reconnecting after XYZ conference”).
  • Personalize your greeting: Whenever possible, address your recipient by name instead of using a generic “To Whom It May Concern” or similar. If you’re not sure who to address your email to, do a little research (e.g. look up the person on LinkedIn or check their organization’s website).
  • Keep it concise: Nobody wants to read a novel-length email, especially from someone they don’t know very well. Keep your message short and to the point, ideally no more than a few paragraphs.
  • Highlight mutual interests or connections: If you’re reaching out to someone you haven’t met before, try to find something you have in common (e.g. a shared industry, alma mater, or hobby). This can help to break the ice and make the conversation more natural.
  • Offer something of value: Think about what you can offer the recipient that might be helpful or interesting to them. This could be as simple as a relevant article or blog post you came across recently, or a specific skill or expertise you can offer.
  • End with a clear call to action: Finish your email by asking your recipient to take a specific action (e.g. schedule a coffee meeting, reply with any questions, or connect on LinkedIn).

Remember that the goal of your “hello” email is to start a conversation and build a relationship, not to sell yourself or your product. By following these tips and tailoring your message to your recipient, you’ll increase your chances of getting a positive response and starting a fruitful dialogue.

Frequently Asked Questions about Sample Email to Say Hello

What should I include in a sample email to say hello?

A sample email to say hello should include a friendly greeting, a brief introduction, and a reason for reaching out.

Is it important to personalize my sample email to say hello?

Yes, it is important to personalize your sample email to say hello. Including personal details or referencing shared interests can help establish a connection and make your email stand out.

When is the best time to send a sample email to say hello?

The best time to send a sample email to say hello is during regular business hours on a weekday. Avoid sending emails too early in the morning or too late at night when the recipient may not be checking their email.

How long should my sample email to say hello be?

Your sample email to say hello should be brief and concise. Aim for no more than three to five short paragraphs.

Should I include my contact information in my sample email to say hello?

Yes, it is recommended to include your contact information in your sample email to say hello. This can make it easier for the recipient to respond or follow up with you.

What tone should my sample email to say hello have?

Your sample email to say hello should have a friendly and professional tone that reflects your personality and the nature of your relationship with the recipient.

Is it appropriate to use emojis in my sample email to say hello?

It depends on the nature of your relationship with the recipient and the purpose of your email. In most professional settings, it is best to avoid using emojis in business emails.

Should I follow up if I don’t receive a response to my sample email to say hello?

Yes, it is appropriate to follow up with the recipient if you don’t receive a response to your sample email to say hello after a few days. Keep your follow-up email brief and polite.

What should I do if I receive a response to my sample email to say hello?

If you receive a response to your sample email to say hello, be sure to respond promptly and courteously. This can help establish a positive relationship with the recipient.

Say Hello with Style

Hope you found our sample email to say hello helpful and inspiring when crafting your next email. Remember, casual does not mean unprofessional. Good luck with your future email correspondences!
Thanks for taking the time to read this article. Don’t hesitate to come back for more tips and tricks on how to navigate the world of modern communication. Until next time, happy emailing!