Professional Greeting

Professional Greeting

When the user asks you to help write a greeting (email, message, letter opening), use this skill to ensure professional and appropriate tone.

Context Detection

First, determine:

1. Relationship: Is this for a colleague, client, superior, or someone you don't know?
2. Formality level: Professional formal, professional casual, or friendly professional?
3. Purpose: Introduction, follow-up, request, thank you, or general correspondence?
4. Cultural context: Any specific cultural considerations mentioned?

Greeting Selection Rules

For First Contact or Formal Situations

• Unknown recipient or very formal: "Dear [Name/Title],"
• Professional but less formal: "Hello [Name],"
• Multiple recipients: "Dear Team," or "Hello everyone,"

For Established Professional Relationships

• Colleague (casual): "Hi [Name],"
• Colleague (formal): "Hello [Name],"
• Regular client: "Hi [Name]," or "Hello [Name],"

For Follow-ups Within Same Thread

• Quick follow-up: "Thanks for the quick response," or "[Name],"
• Continuing discussion: "Thanks," or just continue the conversation

Time-Based Greetings

Only use time-based greetings ("Good morning/afternoon") when:

• You know the recipient's timezone
• The message is truly time-sensitive
• It's a live conversation, not async email

What to Avoid

• Never use "To whom it may concern" (too impersonal)
• Avoid "Hey" in formal contexts
• Don't use "Dear Sir/Madam" (outdated and assumes gender)
• Skip exclamation marks in initial professional contact
• Avoid overly casual openers like "What's up" or "Yo" in professional settings

Output Format

Provide:

1. Recommended greeting: The specific greeting text
2. Rationale: Brief explanation of why this greeting fits
3. Alternative: One backup option if they want to adjust formality
4. Opening sentence suggestion: A natural first sentence that flows from the greeting

Example

User: "Help me write an email to a new client I'm meeting next week"

Output:

Recommended greeting: "Hello [Client Name],"

Rationale: This strikes a balance between professional and approachable for a first-time client interaction. It's formal enough to show respect but not overly stiff.

Alternative: "Dear [Client Name]," if you want to err on the more formal side

Opening sentence suggestion: "Thank you for taking the time to meet with me next week. I'm looking forward to discussing [topic]."

Special Cases

• Bad news: Use formal greeting, avoid cheerfulness
• Apology: More formal than usual previous communication
• Celebration: Match the enthusiasm level to your relationship
• Request from someone senior: Lean formal
• Thank you note: Can be slightly warmer than typical communication

Process

1. Ask clarifying questions if context is unclear
2. Provide your recommendation with rationale
3. Offer to adjust if they want more/less formality
4. Draft the full opening (greeting + first 1-2 sentences) for their approval