Best practice with salutations: using inclusive language

You're ready to send an email to someone you don’t know. It’s important to get it right. The message is clear, you’ve checked your spelling, and then you pause at the very first line. How should you address this person?
Choosing the right salutation isn’t as straightforward as it used to be. Traditional greetings seem to be gradually disappearing and many organisations are placing greater emphasis on inclusive language. Fortunately, writing a respectful, professional and gender-neutral salutation is easier than you might think.

Start with what you know

The best greeting is usually the most personal one. If you know the recipient's name, use it.
For example:

• Dear Henry,
• Dear Jordan Taylor,
• Dear Priya Patel,

Using someone's name avoids unnecessary assumptions about gender or titles. It is also friendly, professional and widely accepted in business communication.

If you know the recipient’s preferred title, such as Professor or Dr, you can use that also. Respecting someone's own preference remains the most inclusive approach. Note here that you write the surname, and not the first name, after the title. Also, you should only write the most senior title the person has. So not Prof. Dr. but just Professor.

For example:

• Dear Professor Taylor,
• Dear Dr Patel,

Don't know the person's name? Then use their role instead.
Examples include:

• Dear Recruitment Team,
• Dear Conference Organisers,
• Dear Accounts Department,

These greetings immediately tell the reader that your message is intended for them without referring to gender.

When writing to a group, choose greetings such as:

• Dear Colleagues,
• Dear Team,
• Hello everyone,

Why greetings have changed

If you learned business English ten or fifteen years ago, you probably used Dear Sir or Madam without thinking twice. Today, many style guides recommend more inclusive alternatives.
Why? Because greetings that refer to Sir or Madam assume that everyone identifies within a male-female binary. Inclusive language aims to ensure that everyone feels equally addressed, regardless of gender identity or background. Modern guidance from organisations such as the United Nations, the European Parliament and the European Institute for Gender Equality encourages writers to avoid unnecessary gender references whenever a neutral option is available.
The same shift can be seen in titles. Although Mr and Ms are still appropriate when you know the person's preferred form of address, many organisations simply address people by name and omit titles altogether. Mx. is a gender-neutral title chosen by some people. Only use it if someone identifies with that title.

Keep inclusivity practical

Writing inclusively does not mean following complicated rules. It means thinking about your reader.
Ask yourself:

• Do I know the person's name?
• Can I use their professional role?
• Am I making assumptions that I don't need to make?

A small change in wording can make your communication feel more welcoming without changing your message.

A professional first impression

Your salutation is only one line, but it says a lot about your organisation. Choosing a neutral greeting shows attention to detail, respect for your audience and awareness of today's communication standards.

Want to write with more confidence in English?

Our language specialists can help you produce clear, natural and inclusive business communication. Whether you need professional editing, expert translations or a tailored Business English course, we'd be happy to support you.