Starting Emails to Unknown Person: How to Write Like Kafka

Franz Kafka – the German-speaking Bohemian Jewish novelist and writer from Prague – might be one of those rare individuals who understood how to communicate with an unknown person in the story of Kafka and the Traveling Doll.

The story goes that Kafka encountered a little girl who had lost her doll and was crying over this great tragedy. To comfort her, he decided to write letters from the perspective of the lost doll, assuring the girl that her doll was safe. Despite not knowing the girl or her doll, their interests, or behaviors, he wrote many heartfelt letters.

When we find ourselves needing to email an unknown person, our task is not as daunting as what Kafka undertook. We only need to know some basic principles for writing a good email to someone we don’t know. It maybe that we don't know the recipient’s name or even their gender, but that doesn't matter, as there are many ways and techniques to learn how to start an email to an unknown person. Stay with us to easily learn how to start an email to an unknown person.

The Opening Act

In the story of “Kafka and the traveling Doll”, Kafka might not have known the name of the doll or the girl. So, for the first letter, he likely wondered how to address an unknown person, and after much thought, depending on the time of day, he decided to use gender-neutral greetings like “Hello,” or “Good morning,” or “Good afternoon,”.

It should be noted that sometimes, emails to an unknown person should be written formally. In such cases, our recipient may not have a persona like the girl's doll, and there may be no familiarity between them and us. The next question could appear: “How should we establish a formal communication in our email to an unknown person, especially when we don't know their characteristics?” When we want to email someone who is not known to us, these can fit.

. Hello,

. Good morning,

. Good afternoon,

Formal Emails to an Unknown Recipient

When considering how to write a formal email to an unknown person, phrases like "To whom it may concern," might pop into our heads. However, it is better to avoid making the recipient feel like a stranger. "To whom it may concern," can sometimes show that the sender doesn’t care about the recipient’s identity. Instead, use formal greetings like:

- Dear Network Engineer

- Dear Human Resources Department

- Dear [Company Name]

These may sound better than old-fashioned salutations. Therefore, try to use one of these, so that the recipient feels good knowing that you have cared about them more.

Gender Considerations in Emailing an Unknown Person

In Kafka's story, the doll belonged to a girl, but since Kafka didn't know the doll’s name, he couldn't determine its gender. Another challenge of writing an email to an unknown person is addressing gender. Even if we are writing a formal email to an unknown person, when we don't know the recipient’s gender, it is appropriate to use an appropriate  type of greeting:

- Dear [First Name]

- Dear [Last Name]

Making Your Email Content Irresistible

The principles considered for how to start an email to an unknown person, including salutations and opening lines, are just the first steps. In Fact, writing the very first parts of an email to an unknown person are of great importance, as you are trying to approach someone you don’t know at all. You want to break the ice and start a conversation with an unknown person. It puts both the sender and the recipient at ease. But managing the rest of the conversation is also necessary. So, it is time to think about the body of the email to an unknown person.

When you are writing the body of the email, especially to an unknown person, you need to pay close attention to some factors. We need to be concise and to the point. If you have successfully started a conversation with an unknown person, you must value their time and state your purpose. The purpose should be clear and to the point. So, let's take a look at several factors that play an important role in forming the body of the email;

Conciseness: Imagine you have successfully started a conversation with an unknown person. After making a perfect first impression, what should you consider for the rest of the conversation? Remember, you don't have much time to convey the purpose of the conversation. So, the email you create shouldn’t be lengthy. Time is precious. Consequently, you should respect the recipient’s time by stating your intentions as soon as possible. As a matter of fact, the purpose of your email should be concise and to the point, so that the recipient won’t get distracted. Also, when your intentions are clear, the recipient will likely read your email conversation.

Salutations in the body paragraph: The relationship between the body paragraph and salutations is important; some people prefer to include salutations within the body of the paragraph. So, it is crucial to place the salutation at the very beginning of the body paragraph. Also, notice that salutations should be used in the body paragraph if it is necessary. Otherwise, the salutation doesn't need to be used in the body. Don’t forget. When we place the salutation in the body of the email conversations, there is another initial salutation with which we have started the email.

Typically, the opening sentences in the body paragraph might include phrases like:

1. I hope all is well with you.

2. Thank you for your quick response.

3. I hope you are having a great time.

4. I am delighted to reach out to you regarding …

Straight to the point: As mentioned, the most effective body of an email-whether the recipient is known or unknown - should get straight to the point in order to be effective. Then you will get what you want from the recipient.

In Search of the Unknown Person

Identifying with the girl, Kafka wrote many letters from the little girl’s lost doll. But after each letter, Kafka, writing as the doll, would inquire about the girl’s likes and dislikes. Similarly, when we are sending an email to an unknown person, it is beneficial to gather information about the target audience before composing the email. In this way, we can build rapport and reach our goals more easily.

But a question might arise and that is “How can we find information about an unknown recipient?”

1. Scanning the Address: If you don’t know the exact email address of the person or the company, there are two ways to find it: First of all, if it is a company, their email address will likely be on their official website. Second, if no email address is listed, contacting one of their employees to request it could be effective.

2. Thinking about Your Queries: We mail unknown people to ask questions. As a result, before writing the email, consider what your exact queries are. Clear and precise queries show that you respect the recipient’s priorities and don’t want to waste their time.

3. Avoid Repeated Queries: Before you start an email to an unknown person and ask them questions, make sure that there haven’t been a previous interaction. Websites and companies often have FAQ sections on their landing pages that cover many common questions. Make sure that your queries differ from those listed.

4. Right Time, Right Person: It’s doesn't count as a professional communication to start an email with “I hope you are the right person to contact.” or something like that. Take time to gather some information – however little – about the right person you wish to contact. In this way, the recipient will understand you care who you are talking to. Apart from that, having known you care about them, the recipient might read your email more enthusiastically, which can help you get what you want.

‍

Creating a Compelling subject Line: Your Email Handshake

The subject line is like an identity card for the email, especially when you are starting an email to an unknown person. Plus, we all know that there are lots of emails in our inbox that have gathered dust. Without a clear identity, emails are often ignored. It is because these emails don’t have an appropriate subject line and because of that, they may end up in the recipient’s trash can. So, how can we write a captivating subject line? It should include the exact reason for sending the email. For example:

- Meeting at 3 P.M.

- Queries about products

- Complaint

Note: The subject line should not exceed 7 or 8 words!

‍

What to Avoid in Writing Subject Lines

1. Spam-like: Sometimes writing “Hi” or “Hello” in the subject line can make your email sound spam-like, which leads it to be filtered into the spam folder.

2. Caps letters: Do not write all the letters of your email subject line in capital letters, as it can come across hostile and may stop the recipient from opening your email.

‍

Crafting a Professional Introduction in Cold Emails

Even though you are mailing a cold email, at least you know yourself and where you work. So, introduce yourself in an email and explain where you found their contact information. Otherwise, the recipient may assume you are a nuisance. Start with “Dear Ms.” or “Dear Mr.” when identifying yourself.

‍

The Final Bow: Professional Sign-Offs

 Each email has its own salutation, opening lines, body, and conclusion. We have discussed how to start an email to an unknown person, write its body, and craft the subject line. Now it is time to write the conclusion in an email to an unknown person. The conclusion signifies the end of the email. So, consider these points for a perfect sign-off:

1. Don’t Use Emoticons: They are not really polite when writing an email to an unknown person who does not yet know you as a friend. Emoticons are used in informal emails. Additionally, phrases like “See you” are inappropriate for the very first email to an unknown person. The thing is it might feel abrupt.

2. Business Email Sign-offs: For business emails to an unknown person, something like “Sincerely” or “Warmly” maintains friendliness without sacrificing your professional image. If you want to sound more comfortable, “Thanks” or “Thank you” would be appropriate for a comfortable close as well. So, you can end your email to an unknown person in different ways as long as it sounds polite in professional emails, professional contexts, and and business communications.

Concise Recap

In the spirit of Kafka's compassionate letters, we too can master the art of reaching out to strangers with our words. Whether it is a formal introduction or an informal email with a casual language, the key lies in balancing a professional tone with a touch of personal warmth. As we draw our emails to a close, let us remember to be respectful, concise, and clear in our intentions. A well-crafted sign-off, devoid of over-familiarity yet brimming with courtesy, leaves a lasting impression and paves the way for positive engagement. So, as we bid farewell in our emails, let's do so with the same care and consideration that Kafka showed, ensuring our message resonates with kindness and clarity, regardless of how much—or how little—we know about the recipient.

‍