How to greet colleagues in a Canadian office?

In the Canadian workplace, greetings play an important social role, creating first impressions, strengthening relationships, and setting a comfortable tone for interaction. Canadians are known for their politeness, respect for personal boundaries, and desire for inclusivity, which shapes a unique set of rules and customs for workplace greetings. Despite regional differences and the multicultural nature of cities, most Canadian offices have a common set of practices that help newcomers adapt quickly and maintain a professional yet friendly atmosphere.

Below is a detailed overview of how to greet colleagues in a Canadian office, from nonverbal cues to workplace cultural nuances.

1. First steps: nonverbal communication

Smile and make eye contact

In Canada, openness and friendliness are expressed through eye contact and a slight smile.

  • Reliable eye contact (without staring) shows your interest.

  • A sincere smile creates a warm tone and relieves tension.

A nod of the head

A nod of the head or a slight raising of the eyebrows usually accompanies a smile.

  • This gesture is especially popular in situations where a hand gesture may seem excessive.

  • Used to greet, say goodbye, or acknowledge that you have noticed someone.

2. Personal interaction: handshakes and hugs

Handshakes

Handshakes remain the standard greeting in professional contexts.

  • Strength: moderate, confident, but not too strong.
  • Duration: 2–3 seconds, accompanied by a light eye contact and a smile.
  • Frequency: usually when meeting someone for the first time that day, rarely for brief chance encounters in the hallway.

Hugs

Hugs are rarely used in the office, primarily between close colleagues or on special occasions (formal greetings, saying goodbye at the end of the workday).

  • Before hugging, remember if this was previously acceptable between you.

  • Always respond to the other person's initiative; do not impose a hug.

3. Verbal greetings and salutations

Formal greetings

  • “Hello, [name]! How are you?”
  • “Good morning/afternoon, [name].”
  • For newcomers, to establish a pattern of address: “Good morning, everyone.”

Informal greetings

Usually used after establishing a good relationship:

  • “Hi, [name]!”
  • “Hey [name], how's it going?”
  • “Morning!” or “Afternoon!” (without a name)

Addressing someone by name

In most Canadian offices, it is customary to use “you” and the person's name:

  • Start with “Ms./Mr. [Last name]” or “Dr. [Last name]” if you are unsure.
  • Once you have been invited to use first names, you can forget about formalities.

4. Small talk

Small talk involves short, casual conversations that strengthen relationships:

  • Weather: “Cold morning today, isn’t it?”

  • Weekend: “Did you do anything fun this weekend?”

  • Holidays and events: “Are you doing anything special for the holidays?”

  • Sports events/news: “Did you catch the game last night?”

It is important to stick to neutral topics and avoid politics and religion.

5. Working with international colleagues

In a multicultural office, greetings may vary depending on the origin of your colleagues:

  • Asian colleagues: Their customs may include more reserved eye contact and less physical contact.

  • Latin American or European colleagues: may prefer friendly hugs or a kiss on the cheek, provided it is mutually agreed upon.

Start with universal Canadian practices (smile, handshake) and adapt to the context, taking into account your colleague's reaction.

6. Meetings and events

Starting a business meeting

  • Team meetings: The leader says, “Good morning, everyone”; the group responds, “Good morning, [leader's name].”

  • Greeting guests: the administrator or host greets guests with a handshake and a short announcement: “Welcome, [name]. We're glad you could join us.”

Holidays and office parties

  • Holiday party: usually informal “Hello! Glad you made it” and light office-style refreshments.
  • Secret Santa: “Merry Christmas! Here's a small gift for you.”

7. Remote and hybrid greetings

Most Canadian offices operate in a hybrid model, so greetings on Zoom/Teams are also important.

Video conferences

  • Sound and image: check your camera and microphone before entering the meeting; greet everyone with “Good morning, everyone!” immediately after joining.
  • Microphone clicks: avoid background noise; while waiting for other participants, use “Hello!” or smile at the camera.

Chat and email

  • First day at work: “Good morning, team! Looking forward to working with you.”
  • Start of a meeting: in the chat, “Hello all — let's get started.”
  • End of the workday: by email, “Thanks for today — have a great evening!”

8. Tips for newcomers

  1. Observe your colleagues. See how others greet each other and follow their style.

  2. Ask if you are unsure. A simple “How do you prefer to be greeted?” shows your sensitivity.

  3. Respect personal space. A distance of 1–1.5 meters when greeting someone is generally accepted.

  4. Be sincere and friendly. Canadians value authenticity and friendliness.

  5. Be patient. Integrating into a new team can take several weeks, but politeness and openness will speed up the process.

Conclusion

Greetings in a Canadian office combine professionalism and friendliness, emphasizing inclusiveness, respect, and a willingness to cooperate. For newcomers, the key task is to adapt to an informal but polite style: smile, shake hands, use first names, and engage in light small talk. This balance allows you to immediately establish good relationships, feel comfortable, and be accepted in Canada's multicultural work environment. Based on these principles, you will quickly gain the trust of your colleagues and create a solid foundation for productive interaction in your new office.