Address Email To An Unknown Person

How To Address An Email To An Unknown Person? [Detailed Guide]

Email or computer-based application for sending a message has made our lives much more accessible. With technological advancements and changes in thinking, we have learned that technology has the most control over almost everything. Sending or receiving a message, too, is the same. Everything is just a fingertip away. Writing emails has its ways, as their purposes are always different. So, this is all about how to address an email to an unknown person.

We usually write “To Whom It May Concern” when we have no idea of the other person’s details to greet the recipient. Sometimes we use “Dear Sir/Madam,” “Dear XYZ Company,” or “Dear ABC Department” to address an email to an unknown person. Those are the most common email etiquette to greet an unknown person in an email.

Uses of emails – Before discovering about how to address an email to an unknown person…

Address email to an unknown person

Before you know how to write an email to an unknown person, you should clearly understand the uses of an email. Here are a few expected benefits of an email. 

  • It is the best and easiest way for individual or group communications. The ease of sending and receiving documents is its main feature of it. Not only compositions, the images, links, and other files could be sent to the relevant person only or a group in just a couple of seconds. Also, communicating according to their schedule is a possibility via email. 
  • Emails usually have the feature of Notifications, reminders, and follow-ups. It enables individuals, small groups, or organizations to send follow-up emails for appointments, meetings, or interviews. Also, it can set up reminders for upcoming events and other time-sensitive activities. The feature of the calendar is an essential aspect of this. 
  • Also, the ability to convey a message to a larger group of people in an organization is another advantage of this. So, emails are used for newsletter distribution, to promote specific products and contents, and direct marketing campaigns for advertising purposes. 
  • Emails are an excellent asset for viral marketing. They help potential customers turn into regular customers. Sending product updates and introducing new products have been made accessible through emails. 
  • Conducting reviews and surveys is no longer difficult, thanks to email. Follow-up emails have made it more systematic and accessible.

These are a few of the uses of emails. Life is made much easier with emails as it saves time and money. So, it is essential to know your purpose before you learn how to write an email to someone you don’t know.

The types of emails

Several types of emails are in use for various purposes. Knowing them is very important for writing a compelling email to someone. Here are the key types of emails we write, and it is always better to identify the purpose before you know how to address emails to the unknown.

There are two critical types of emails. One is the casual emails you write to your closest friends, family, and colleagues. But when it comes to the commercial world and business, the emails you deal with are called B2B emails. 

B2B emails are the type of emails we mostly write to the unknown. So before working on how to start emailing an unknown person, we should know the kinds of B2B emails well. 

  • The welcome emails are usually used at companies where they send out an email to possible buyers after they subscribe to the businesses’ opt-in activities such as mailing lists, blogs, or webinars. These emails have additional information that is useful to the new subscriber. Sending a series of welcome emails is a standard way to build and establish a good relationship with the buyer and improve loyalty.
  • Promotional emails are the next type that deals with buyers and potential customers. Product updates, price details, discounts, and other marketing activities are done through-s quickly. This is usually the most common type of B2B email that is in use. 
  • The lead-nurturing emails are used to educate the potential buyer and customers on the offers and discounts. It is mainly an attempt to turn the potential or prospective sales into completed purchases. 
  • The newsletter emails are routinely circulated to all on the mailing list daily, weekly or monthly. These emails comprise the selected content that the company has published recently. They are written with attractive headlines and captions to attract the attention of the customers or the target audience. 
  • Onboarding emails or post-sales emails are other types that are commonly in use. They contain aces on how to manage or use a product. 

These are the key types of emails most commonly used in the business sector.

Advantages of an email 

There are a lot of positive points to using email as a method of communication. 

  • It is reliable.
  • Fast
  • Portable
  • Cost-effective 
  • Flexible in terms of timing and scheduling
  • Simple 
  • Easy access
  • Mass delivery is possible with very minimal effort.
  • Have the ability to filter the messages
  • Can store important emails for later reference

Due to these reasons, emails have become very popular within a minimal time. 

How to start an email to an unknown person?

Address email to an unknown person

After the above descriptive introduction to the emails, let us now focus on how to start an email to someone you don’t know.

Writing an e-mail to an unknown person differs from writing a formal e-mail. In a standard e-mail, we usually use “to whom it may concern,” “dear sir/madam,” or the company name. But when you think of addressing an e-mail to an unknown person, you must consider a few everyday things. 

  • You should avoid overly formal phrases like” to whom it may concern,” dear miss or mister. 
  • But using Hi is too informal for an unknown person. 
  • But if you want to be formal in your writing, you can use “dear sir/ Madam. It is less friendly as well as hassle-free. Also, it shows more respect to the other party. 
  • Also, you can make your greeting to suit the situation. For example, “dear Manager, human resources.”. it is cleaner and has enough respect for the person. But for this, you need to know the job titles and details of the person’s role very well.
  • If it is more casual, the best way is to greet the other party with “hello” or “hi there.” It is straightforward, light, and straightforward. 

The best possible way to address an unknown person is by name. If you know the person’s name, use the name with the appropriate gender shorten form. 

How to start an e-mail without a name? – How to address an email to an unknown person?

When you plan how to address e-mail to an unknown person, there are several ways that you could think of. The most critical thing is to be very polite and formal, as you need to know what type of person the mail receiver is. 

Below are a few of the essential tips that you can follow.

  • You can address them with their full name and the title if they have one.
  • Be polite as much as possible and formal when you write the opening line.
  • Mention the reason for contacting them.
  • You also can include the request or inquiry at the end of the e-mail. 

Here is a different tip! When you write an e-mail to an unknown person, you can search for that person on social media and get to know more about them. Searching through google will help you get more updated information on the person. It will give you a better idea of who they are and what type of person you will be dealing with. 

How To Address an Email To An Unknown Gender?

Usually, when we write an e-mail to an unknown person, we doubt gender. So it is very important to be critical of how you address them so they will not be offended. Here are a few tips on how to use gender-neutral ways neutral the recipient of an e-mail. 

Avoid using Mr or Mrs if you do not know the gender. Instead, you can use Hello or Hi more casually. Also, most of the time, we use “ to whom it may concern” or “Dear Sir/Madam” so that there won’t be an issue about Gender. If you are unsure about Gender, it is always good to stay neutral.

Greetings that you can use to address an unknown gender 

  • To whom it may concern
  • Sir/Madam
  • hello
  • Hi
  • Greetings!
  • Good day!
  • Dear [Name]
  • 3 Hi everyone,
  • Hi team
  • Hi [department name] team.
  • I hope your week is going well and you had a lovely weekend.
  • I’m reaching out about 
  • Thanks for 
  • To whom it may concern.

General tips on how to start an e-mail when you don’t know the name

We decided to share the below tips with you.

  • After adequately addressing this, you should consider the subject line of the e-mail. It has to be catchy, brief, and able to grab the reader’s attention. It is essential as the reader is not a known person. The proper subject line would make the reader interested in your e-mail.
  • Next comes the body of your e-mail. It should briefly introduce yourself as you contact the reader for the first time. Also, if you have any follow-up information related to the person, you can mention the same as well, as it would be much easier to build up the conversation. 
  • Being polite and respectful is very crucial. It would be best if you first asked for permission to announce the details that you are hoping to disclose. It shows that you are more considerate and polite. 
  • Another critical point is that you should always mention your signature and name at the end of the conversation, as it affects your reputation and shows that it is a good source of information. 
  • Again, checking the relevant information about the person through social media is very helpful in knowing what kind of person you are dealing with. And it will be much easier to build up the conversation when you write your e-mail. 

Here are a few points to consider to write an appropriate e-mail with an excellent impression to an unknown person adequately addressed. 

  • Use a formal greeting, if possible; the name
  • makes an excellent first impression.’
  • Get as many details as possible about the person through social media.
  • Make sure to give a brief but intense introduction about yourself.

Examples that shows how to address an email to an unknown person?

Example 1

Dear [Name],

I hope you are keeping well and fine. I am [Your Name] from [ Company name]. The reason for contacting you today is to clarify a few points about the latest agreement with [Name] on the building lease.

This e-mail is based on a referral, and the details are already in use. But if it is the initial attempt to contact, you can address the person more formally.

Example 2

Dear Mrs. Simpson,

I hope you are well.

Good day to you! I am Ms. Ann from [ Company name]. It is a pleasure to contact you to share some exciting news about our company’s latest products.

Also, being polite and straightforward is crucial when writing an e-mail. Below is a fine example of it. 

Example 03

Dear [Name],

I hope you are well.

I am [Your Name], a reader in love with your new book. Please share your contact information to clarify some points about the book.

Ensure that the mail body’s content is clear, direct, and short. As you will be dealing with this person for the first time, it is unclear whether the person will spend much time reading the details. Below is an example of that.

Example 04

Dear [Name],

I hope you are going great. I am [Name] from [Company name].

This is regarding the printing of the book [Name] by you. We happily know that we have completed printing the required copies. You are most welcome to collect it on a weekday. The job reference number is PN 000758.

Another critical point is to ensure that you have a clear and short subject for your e-mail if needed. Remember to mention your name and signature clearly for more clarity and reliability. It is essential when you plan how to address an unknown person in an e-mail.

Example 05 – How to address an email to an unknown person?

Subject Line – Confirmation concerning the complaint of an electrical breakdown in apartment 13 block number 5- {Name of the apartments],

Dear [Name],

I hope you are going great. I am {Name], Manager -maintenance from [Name of the Apartments]

This is regarding the complaint regarding the electrical breakdown in your apartment on 16/02/23. We gladly inform you that we have taken the needed action, and a representative will arrive at your apartment by 3.00 pm to fix the issue.

Thank you

Yours sincerely


Manager -maintenance 

[Name of the Apartments]

Wrapping up…

We hope you are clear on how to start an e-mail if you need to know the name after going through the information and tips we shared. Be precise and clear about your writing as you address a person you have never met. Also, introducing yourself properly and keeping the conversation short are very important. If you follow the mentioned tips, we are sure that building an effective relationship with an unknown person through e-mail will be easy. I wish you good luck with E mail writing!

Read More:

How to write an apology email for forgetting an attachment?

How do you write an email to purchase a product?

How to Write an Email to Client for New Business Opportunity? (With Samples)


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