Picture this: You’ve just written a thoughtful and well-crafted email, only to find yourself at a loss for how to end it professionally. In this article, we’ll guide you through the key elements of ending an email in a polished and effective manner that leaves a lasting impression. We will cover various closing phrases, the role of the email signature, and the importance of including essential contact information. By the end of this article, you’ll be equipped with the tools necessary to create a professional and memorable email signature.
Related: How to Start a Letter (and Mistakes to Avoid)
Basic Email Sign-Offs
Choosing the right email sign-off is crucial. It can leave the right impression and maintain the professional tone you’ve established throughout your email. Let’s discuss some basic email sign-offs to ensure you end your email on a high note.
“Sincerely” is a classic and safe sign-off to use. It conveys a sense of professionalism, politeness, and respect for the recipient. This option is particularly suitable for formal emails and those sent to people you don’t know well.
- Example:
Sincerely, [Your Name]
“Regards” and “Best Regards” are both neutral, professional sign-offs that can work in a variety of situations. They’re less formal than “Sincerely” but still communicate professionalism and respect. Use these closures in correspondence with colleagues or acquaintances.
- Example:
Regards, [Your Name] - Example:
Best Regards, [Your Name]
“Best” is a relatively casual yet professional sign-off that’s appropriate for most business emails. This option is suitable for established relationships or less formal email exchanges. It’s a solid choice when you want to convey friendliness while maintaining a professional tone.
- Example:
Best, [Your Name]
Cheers is an informal sign-off that can be used when communicating with someone you have an easy-going relationship with or when wishing someone well. Keep in mind that this option is best suited for casual, non-urgent emails, and may not be appropriate for formal or serious correspondence.
- Example:
Cheers, [Your Name]
Remember to tailor your email sign-off to the situation and the recipient for the best results. Adapting your choice of closure based on the context will help leave a positive, lasting impression.
Context-Driven Sign-Offs
Thankful Tone
When ending an email with a thankful tone, consider expressing gratitude for the recipient’s time, efforts, or assistance. This can help you leave a positive and respectful impression, while also fostering a sense of goodwill. Here are some examples:
- “I appreciate your help!”
- “Thanks in advance for your assistance.”
- “Looking forward to your guidance.”
Wishing Well
If the context of your email involves extending well-wishes to the recipient, it’s important to choose your words thoughtfully. Wishing someone well typically implies genuine care and consideration, so make sure your sign-off reflects that tone. Some examples to consider:
- “Best wishes for your upcoming project!”
- “Hope everything goes smoothly with the event.”
- “Wishing you all the best in your new role.”
Seeking Information
When the purpose of your email is to gather information or ask a question, your sign-off should maintain a polite, professional, and courteous tone. This will encourage the recipient to provide you the needed information, as well as demonstrate your appreciation for their time and efforts. Examples to use:
- “Looking forward to your response.”
- “I appreciate any help you can provide.”
- “Please let me know if you require further clarification.”
Adding Personal Touches
Phone Number
Including your phone number in your email signature is a subtle way to strengthen professional relationships. By providing an alternate means of communication, you offer the recipient the option to reach out to you directly if needed.
Job Title
Mentioning your job title is a quick way to establish credibility with the recipient. This information helps them understand your role within the company and shows that you take pride in your work.
Company Name
Incorporating your company name highlights your affiliation with the organization. Adding this detail portrays a sense of professionalism and integrity.
Example 1:
Best regards,
Jane Smith
Marketing Manager | ABC Company
[Email Address]
(555) 123-4567
Example 2:
Cheers,
John Doe
Senior Accountant | XYZ Company
+(44) 20 7123 4567
Calls to Action
A call to action (CTA) encourages the recipient to take a specific action, such as scheduling a meeting, visiting a website, or registering for an event. Including a CTA in your email helps create a sense of urgency and provides clear instructions on the next steps the recipient should take.
When crafting a CTA, make sure it is direct, clear, and concise. Use actionable language and avoid being too pushy or salesy. Always consider the recipient’s perspective and tailor the CTA according to their needs or interests.
For situations where you’re looking for a direct response, you can use a more assertive CTA. If you’re providing information and would like the recipient to take action at their own pace, use a more subtle approach.
Here are some examples of CTAs in professional emails:
- Direct response:
“Please reply with your availability for a meeting next week.” - Subtle approach:
“Visit our website to learn more about the upcoming conference.” - Meeting request:
“Click here to schedule a call using my online calendar.”
Tips for Choosing the Appropriate Sign-Off
A well-chosen sign-off can leave a positive lasting impression on the recipient, while an improper one may harm your professional standing. Here are some guidance on how to select the appropriate sign-off for different scenarios:
- Consider your relationship with the recipient. If it’s a formal business setting, opt for more conservative sign-offs like “Sincerely yours” or “Best regards.” On the other hand, if you’ve already established rapport with the recipient, a more informal sign-off like “Cheers” or “Have a great day” might be a better fit.
- Think about the nature of your email. If you’re sending a job application or request, a more formal sign-off is ideal. However, if you’re exchanging emails with colleagues about a team-building event or a casual discussion, feel free to use a more relaxed sign-off.
- Keep in mind the industry norms. Some industries may lean towards more formal correspondence, while others might encourage a more laid-back approach. Research the culture of the industry in question and adapt your sign-off accordingly.
Here are a few examples of common email sign-offs for various professional situations:
- Formal Business Emails:
“Sincerely” or “Sincerely yours.” - Business Emails with Established Relationships:
“Best regards” or “Kind regards.” - Informal Emails with Colleagues:
“Cheers” or “Take care.”
Related: How to Start a Letter (and Mistakes to Avoid)