How to Greet a Client: Best Practices for First Impressions and Building Trust

First impressions matter — especially in business. Whether you’re meeting a new customer, jumping on a sales call, or replying to a client email, knowing how to greet a client professionally can set the tone for a successful relationship.

In this guide, we’ll walk you through how to greet a client in person, over the phone, via email, or on video calls, and provide tips to help you make that first connection count.

Why Greeting a Client Properly Matters

A client’s first impression of you influences how they perceive your professionalism, reliability, and approachability. A good greeting builds trust and opens the door to meaningful business interactions.

The right greeting shows respect, attentiveness, and interest in your client’s needs — the foundation of customer satisfaction and loyalty.

How to Greet a Client In Person

Whether you’re meeting at your office or at a café, in-person greetings set the tone for everything that follows.

Tips for In-Person Greetings:

Smile genuinely
Offer a firm (but not crushing) handshake
Use their name: “It’s great to meet you, Ms. Taylor.”
Make eye contact
Introduce yourself and your role: “I’m Alex, your account manager.”

Pro tip: Always stand to greet the client — it’s a sign of respect.

How to Greet a Client on the Phone

Your voice is your biggest asset over the phone. Sound upbeat, confident, and clear.

Example Phone Greeting:

“Good morning, this is Sarah from BrightEdge Consulting. How can I assist you today?”

Phone Etiquette Tips:

Avoid background noise
Confirm the client’s name
Thank them for calling or following up

How to Greet a Client via Email

Email greetings are all about clarity and tone. Whether it’s the first email or a follow-up, choose a professional but warm opening.

Email Greeting Examples:

“Dear Mr. Thompson,” (formal)
“Hi Linda,” (casual-professional)
“Hello from [Your Company Name]!”

Best Practices:

Always use the client’s name (spelled correctly)
Avoid overly casual language unless the relationship is well-established
Add a brief, friendly sentence: “I hope your week is going well.”

How to Greet a Client on Video Calls

In the virtual world, your presence and tone are key. Greet your client warmly and confidently just like in person.

Tips for Video Call Greetings:

Look into the camera (not the screen)
Smile and wave if appropriate
Greet them by name: “Hi Kelly, it’s great to connect!”
Ask how they’re doing before jumping into business

Bonus Tip: Check your background and lighting — your environment speaks volumes.

Universal Greeting Tips for Clients

Do	Don’t
Use their name	Mispronounce or forget their name
Stay professional	Be overly casual or scripted
Tailor your tone to the situation	Use the same greeting every time
Show enthusiasm	Rush through the greeting
Follow cultural etiquette	Assume all greetings are universal

Conclusion

Knowing how to greet a client — whether in person, via email, phone, or Zoom — helps you establish trust, show professionalism, and build long-term relationships. It’s one of the simplest, most powerful skills in business communication.

A thoughtful greeting isn’t just about words — it’s about making your client feel seen, heard, and valued from the very first moment.

FAQs

1. What is the best way to greet a client in person?

Use a warm smile, handshake, direct eye contact, and a polite verbal greeting with their name. Stand up and introduce yourself if it’s the first meeting.

2. How do I greet a client professionally on the phone?

Use a friendly, clear tone: “Good morning, this is [Your Name] from [Company]. How can I help you today?” Confirm the client’s name and thank them for calling.

3. What is a good client email greeting?

Start with “Dear [Name]” for formal messages or “Hi [Name]” for ongoing conversations. Add a friendly opening line before getting to business.

4. How should I greet a client on Zoom or video calls?

Look into the camera, smile, and greet them by name. Use a light opener like “Great to meet you!” or “How’s your day going?” before diving into the agenda.