3 Ways to Address Two People in an Email ~ future.housing.org.uk

When trying to address two people in an email without any titles, it can be tricky to find the right tone. You want to be respectful and professional, but you also don’t want to come across as stuffy or formal. The best way to strike this balance is to use a friendly and conversational tone, while still maintaining a level of professionalism.

One way to do this is to start your email with a warm greeting, such as “Hello, [name] and [name].” This will help to establish a personal connection with the recipients and make them more likely to read your email. You can then follow up with a brief introduction of yourself, if they don’t already know you. For example, you could say, “My name is [your name] and I’m a [your job title] at [your company].”

Once you’ve introduced yourself, you can get started on the body of your email. When addressing the recipients, you can simply use their first names. However, if you’re not close with the recipients, you can use their last names or a combination of their first and last names. For example, you could say, “I’m writing to you today to inquire about the status of our project.” Alternatively, you could say, “I’m writing to you today to ask for your help with a project.”

The Direct Approach: Using Both Names

The most straightforward approach to addressing two people in an email is to use both their names. This is a polite and professional way to address multiple recipients, and it ensures that both individuals feel acknowledged.

There are several ways to use both names in an email greeting:

Use a colon after the salutation: This is a common way to address multiple recipients. For example: “To: John Smith and Jane Doe”

Use the word “and” between the names: This is a more informal way to address multiple recipients. For example: “To: John Smith and Jane Doe”

Use a comma after the first name: This is a more formal way to address multiple recipients. For example: “To: John Smith, Jane Doe”

When using the direct approach, it is important to use the correct order of names. Traditionally, the most senior person is listed first, followed by the other recipients in order of seniority. However, you may choose to list the names in alphabetical order or in the order that the recipients appear in the email body.

Here is a table summarizing the different ways to use both names in an email greeting:

Format	Example
To: [Name 1] and [Name 2]	To: John Smith and Jane Doe
To: [Name 1], [Name 2]	To: John Smith, Jane Doe
To: [Name 1] and [Name 2]	To: John Smith and Jane Doe

The Indirect Approach: Stating Roles or Relationships

When addressing multiple individuals in an email, it is often appropriate to take an indirect approach by referring to their roles or relationships with each other.

This can be done by using phrases such as:

“Dear [Role 1] and [Role 2],”
“To whom it may concern,”
“Dear Team,”
“Dear Colleagues,”
“To the attention of [Role 1] and [Role 2],”

This approach is particularly useful when you are addressing individuals whom you do not know well or who are not directly involved with the topic of the email.

Example of Email Addressing

The following table provides an example of an email address using the indirect approach:

To:	“Dear Team,”
Subject:	“Project Update”
Body:	“I am writing to provide you with an update on the status of the project. We have made significant progress in the past week and are on track to meet our deadlines.”

The “To:” and “Cc:” Method: Dividing the Address

1. Determining the Number of Addresses

When you have two recipients for an email, you need to decide whether to use the “To:” or “Cc:” field. Generally, use “To:” for the primary recipients and “Cc:” for individuals who need to be informed but don’t require immediate action.

2. Using the “To:” Field

The “To:” field indicates the individuals responsible for responding and taking action based on the email’s content. Ensure both names are separated by a comma and neither name is enclosed in brackets.

3. Using the “Cc:” Field

The “Cc:” field signifies carbon copy recipients who are for information purposes only. They receive a copy of the email but are not expected to take any specific action. There are three scenarios to consider when using the “Cc:” field:

Scenario	Placement
All recipients are internal to your organization	List the internal recipients first, followed by the external recipient
External recipients with different domains	Separate recipients with different domains by a semi-colon
Recipient with multiple email addresses	Use only the address directly relevant to the email’s content

The Salutation Approach: Splitting the Greeting

When addressing two individuals in an email, you can split the salutation into two parts: a formal greeting and the recipients’ names. This approach is appropriate for professional and semi-formal communications.

Formal Greeting Options

Option	Example
Dear Mr./Ms. LastName	Dear Mr. Smith, Ms. Jones
Hello Mr./Ms. LastName	Hello Mr. Smith, Ms. Jones
Greetings Mr./Ms. LastName	Greetings Mr. Smith, Ms. Jones

Recipient Names

After the formal greeting, include the recipients’ full names, separated by a comma and the conjunction “and.” Do not use their first names unless you have a close relationship with them.

Example: Dear Mr. Smith, Ms. Jones and Dr. Williams

Additional Considerations

If the recipients’ positions or titles are different, use the more senior or formal title first.
If you are unsure of the gender of a recipient, use their full name or a gender-neutral salutation (e.g., “Hello to”).
For married couples with different last names, use their individual names with the appropriate salutation (e.g., “Dear Mr. Smith, Ms. Jones”).

The Indirect Recipient Line: Adding Names in the Body

The indirect recipient line, also known as the “cc” line, is used to notify recipients who are not the primary recipients of the email but who may still need to be kept informed about the conversation. To add names to the indirect recipient line, follow these steps:

Click on the "Cc" field. This is usually located in the header of the email composition window.
Enter the email address or name of the indirect recipient.
Separate multiple recipients with commas. If you are adding multiple indirect recipients, separate their email addresses or names with commas.
Review the list of indirect recipients. Make sure that you have included all of the necessary recipients and that their email addresses are correct.
Consider using a distribution list. If you are sending an email to a large number of indirect recipients, you may want to create a distribution list instead of adding each recipient individually. This will save you time and ensure that everyone on the list receives the email.

Creating a Distribution List

Step	Action
1	In your email provider’s address book, create a new group or contact list.
2	Add the email addresses of the indirect recipients to the group or list.
3	Assign a name to the group or list.
4	When composing an email, enter the name of the distribution list in the "Cc" field.

The Informal Approach: Using First Names

When addressing two people in an informal email, using their first names is an acceptable practice. This approach creates a more casual and personal tone, indicating a close or friendly relationship between the sender and the recipients. However, it’s important to consider the context and the level of formality required before adopting this approach.

Here are some tips when using first names in an informal email:

Ensure that you are familiar with the recipients well enough to use their first names.
Address both recipients in the subject line of the email.
Use a polite and respectful tone throughout the email.
Avoid using nicknames or diminutives unless you are certain that they are comfortable with them.
If you are unsure whether to use first names, it’s always better to err on the side of caution and use formal salutations instead.
In a table format, here is a summary of the key points:

Tip	Explanation
Familiarity	Only use first names if you have a comfortable relationship with the recipients.
Subject line	Address both recipients by their first names in the subject line.
Tone	Maintain a polite and respectful tone throughout the email.
Nicknames	Avoid using nicknames or diminutives unless you are certain that the recipients are comfortable with them.
Unsure	If you are unsure whether to use first names, use formal salutations instead.

The Formal Approach: Using Formal Titles

1. General Rule: Use Honorifics

Begin with the formal title of the primary recipient, typically “Mr.” or “Ms.”, followed by their last name. Include an honorific for the secondary recipient as well.

2. Addressing Individuals

Write a separate greeting line for each recipient. For example: “Dear Mr. Smith,” and “Dear Ms. Jones,”.

3. Addressing Groups

Use gender-neutral titles like “Dear Team” or “Dear Colleagues”.

4. Addressing Married Couples

Use the husband’s formal title, followed by both last names. For example: “Dear Mr. and Mrs. Jones”.

5. Addressing Unmarried Couples

Address each individual separately. For example: “Dear Mr. Smith and Ms. Jones”.

6. Addressing Individuals with Doctorates

Use “Dr.” followed by their first and last name. For example: “Dear Dr. Jane Smith”.

7. Formal Greetings and Closings

Use formal greetings like “Dear [Title] [Last Name]” and closings like “Sincerely” or “Respectfully”.

Greeting	Closing
Dear Mr. Smith	Sincerely
Dear Mr. and Mrs. Johnson	Respectfully
Dear Team	Best regards

The Hierarchical Approach: Addressing by Rank

1. Addressing Seniority

When addressing multiple individuals with varying levels of seniority, the most senior person should be addressed first, followed by the others in descending order of rank.

2. Using Formal Titles

If possible, use the recipient’s formal title (e.g., Dr., Professor, etc.) before their name. For example: “Dear Dr. Smith and Ms. Jones.”

3. Pluralizing the Titles

If addressing a group of people with the same title, use the plural form of the title (e.g., “Dear Professors Smith and Jones”).

4. Using “Respected” or “Honourable”

In formal settings, it is appropriate to use “Respected” or “Honorable” before the recipient’s name, especially if they hold a high-ranking position (e.g., “Respected Dr. Smith and Ms. Jones”).

5. Addressing by Job Title

If the recipients do not hold formal titles, use their job titles (e.g., “Dear Manager Smith and Assistant Manager Jones”).

6. Addressing by First Name

In less formal settings, you may use the recipients’ first names (e.g., “Dear John and Mary”). However, it is important to ensure that this is appropriate for the relationship between you and the recipients.

7. Using Gender-Neutral Address

If the gender of one or both recipients is unknown or irrelevant, use gender-neutral address such as “Dear Colleagues.”

8. Addressing Groups of Unknown Rank

No. of Recipients	Suggested Addressing
2-3	“Dear Colleagues,” or “Dear Team,”
4-10	“Dear All,” or “Dear Team Members,”
10+	“Dear Group,” or “Dear Audience,”

The Group Approach: Using Generic Terms

Collective Nouns

Consider using collective nouns like “team,” “department,” or “organization” to address multiple recipients as a group.

Generic Pronouns

Use generic pronouns such as “they,” “their,” and “them” to refer to the group as a whole.

Generic Titles

If appropriate, address the group using a generic title, such as “Dear Customer Service Team” or “Dear Finance Department.”

Plural Forms of Personal Pronouns

In informal contexts, the plural forms of personal pronouns, such as “you all,” “y’all,” or “you guys,” can be used. However, it’s essential to consider the formality of the situation.

Specific Names for Individuals

If the group is relatively small, you may be able to address each individual by name in the opening salutation.

Example:

| To: | john.doe@example.com | jane.doe@example.com |
|—|—|—|
| Opening: | Dear John and Jane |

The Neutral Approach: Avoiding Gendered or Specific Terms

When addressing two individuals in an email without using gendered or specific terms, opting for neutral language is the safest approach. This ensures inclusivity and avoids any potential biases or assumptions.

Here are some tips for using neutral language in email addresses:

Use generic terms: Instead of addressing individuals as “Mr.” or “Ms.,” use generic terms like “Dear Team” or “Dear Colleagues.”
Avoid using gendered salutations: Replace salutations like “Dear Sir/Madam” with gender-neutral alternatives such as “Dear Professionals” or “Dear Individuals.”
Use titles carefully: When using titles, opt for those that do not indicate gender, such as “Professor” or “Doctor,” instead of “Mr. Smith” or “Ms. Jones.”
Be mindful of pronouns: Avoid using gendered pronouns like “he” or “she.” Instead, use gender-neutral pronouns like “they” or “their.”
Use inclusive language: When referring to groups of individuals, use inclusive language that does not exclude anyone, such as “everyone” or “all members.”
Avoid making assumptions: Do not assume the gender or identity of individuals based on their name or appearance. When in doubt, opt for a neutral approach.
Use “To Whom It May Concern”: This traditional salutation is a safe and inclusive way to address individuals when their names are unknown or the audience is diverse.
Consider using a name generator: There are online tools that can generate gender-neutral names to use in emails, ensuring inclusivity.
If in doubt, ask: If you are unsure about the appropriate way to address individuals, simply ask them for their preferred pronouns or how they would like to be addressed.
Be respectful and considerate: The most important aspect of using neutral language is to be respectful and considerate of the individuals you are addressing. Approach communication with empathy and sensitivity.

How to Address Two People in an Email

When addressing two people in an email, it is important to be polite and respectful. Here are some tips on how to do it correctly:

Use their full names. If you don’t know their first names, you can use their last names, preceded by Mr., Ms., or Mrs.
Address them in order of seniority. If one of the recipients is your boss, address them first. Otherwise, you can address them alphabetically by last name.
Use a proper salutation. The most common salutation is “Dear,” followed by their name. You can also use “Hello” or “Hi,” but be sure to keep it professional.
Be clear about who you are writing to. If you are addressing two people with the same last name, or if there is any other way that they could be confused, be sure to include their titles or positions in the salutation.
End the email with a closing. The most common closing is “Sincerely,” but you can also use “Best regards” or “Thank you.” Be sure to include your name and contact information.