Alternatives to “how are you” at work
Why it can fall flat
“how are you”
A message that says only “how are you” makes the reader stop and wait for the real point. Usually you want to be warm and state your reason, or truly check in.
Say this instead
- 01
Hi Megan, hope your week is going well. Do you have a minute for a quick question about Friday's schedule?
Coworker · Chat
Good for a small request, since the greeting and the reason arrive together and nobody has to wait.
- 02
Hi Quinn, I hope you had a good weekend. I wanted to ask about the timeline for the monthly report.
Boss · Email
Polite and warm without being chatty, and it tells your boss right away what the email covers.
- 03
Hello Mr. Smith, I hope you're well. I'm writing with a short update on your order.
Client · Email
Suits a client's first message of the day because it sounds courteous and hints at something useful.
- 04
Morning Ana, how's your week going so far? Let me know if anything is getting in your way.
Someone you manage · Chat
Fits a casual check-in with someone you manage, since it invites them to speak up and doesn't feel like an inspection.
- 05
Hi Simran, I hope you're doing well. Thank you for getting in touch about the role. I'd be glad to talk it through.
Recruiter / HR · Email
Friendly and professional for a first reply to a recruiter, and it doesn't commit you to anything.
- 06
Hi Mrs. Khan, it's Leo from the clinic. Hope you're well. A quick note about your appointment tomorrow at 10.
Customer · SMS
Handy for a customer text because it names you, greets them and gives the reason in one short message.
- 07
Hey Yusuf, hope you're doing okay after the busy week. Free for a quick call later today?
Coworker · SMS
Right for a friendly coworker, as it acknowledges a hard stretch before you ask for their time.
- 08
Hi Uma, how's your day going? When you have a moment, I'd like to run something by you.
Boss · Chat
Your boss can pick the timing, which helps when a busy manager may not answer straight away.
Examples
Hi Carlos, I hope you're having a good week. I wanted to check whether you've had a chance to look at the draft proposal I sent on Monday. Any comments you have would be useful before we finalize it on Friday. Best regards, Jamie
Hi Nisha, hope your morning is going well. Do you have five minutes today to go over the client call notes?
What to avoid
- Sending “how are you” or “hi” by itself and waiting for a reply before you say why you wrote.
- A long run of small talk is a poor opener when the other person is clearly busy.
- Asking a personal question you don't really want answered can come across as hollow.
- An overly casual greeting can feel off with a client or senior colleague you don't know well.