How To End A Professional Email: Best Sign-Offs And Closings

In today’s fast-paced professional environment, email remains the dominant form of communication. As a job seeker or professional, mastering email etiquette is essential. Each component of your email should be crafted with care to create a positive impression and enhance the chances of a favorable response.

While structuring an effective email is vital, concluding it with the right sign-off is equally important. Choosing the appropriate closing words can prove more challenging than anticipated. A poorly selected sign-off can undermine the effort you’ve put into your message. By using a clear and professional closing, you ensure your correspondence ends on a strong note, leaving a lasting impression on potential employers.

Here are some best practices for effectively closing an email.

Key Takeaways:

• Most professional emails should conclude with a closing line, your full name, your professional title, and contact information.

• Don’t underestimate the importance of a closing line; it shows respect and clarity.

• “Sincerely” and “Regards” are reliable choices for formal email endings.

• If sending from a mobile device, customize the default “Sent from my iPhone” signature.

Formatting an Email Closing

For any email closing, regardless of your industry, include these essential components:

• A closing line. Select from the examples below or create your own. Your last line should include a call to action or indicate the next steps for the recipient. Whether your email requires a response or is merely informative, tailor your closing accordingly.
• Your full name. Include your first and last name, instead of just an initial or first name, to prevent confusion and help the recipient identify you later.
• Your professional title. While it may not always be necessary, specifying your job title can provide context about your role.
• Contact information. Even if the recipient has your email, it’s good practice to include other contact methods, such as your LinkedIn profile or phone number.

Professional Email Closing Examples

In formal settings, maintaining an appropriate tone in your email closings is important. Here are a few ways to ensure this:

Formal and Safe Email Closing Options

1. Sincerely. A classic sign-off for cover letters, correspondence with hiring managers, and other formal communications. While “sincerely” is safe and respectful, it may be too formal for casual emails among colleagues.

2. (Best) regards. A safe, professional choice. “Best regards” implies a level of familiarity, so use it with caution when addressing first-time contacts.

Casual Email Closing Options

3. Cheers. A versatile closing that suits many casual contexts. Be aware that it may have different connotations in various English-speaking regions.

4. Best (wishes). A friendly and approachable sign-off. “Best wishes” can convey a hopeful tone while remaining appropriate.

Email Closings Expressing Gratitude

5. Thank you. A straightforward and polite way to express appreciation for the recipient’s time and attention.

6. With gratitude. This conveys appreciation and can be used after someone has gone out of their way to assist you.

Additional Sample Email Closings

There are many appropriate email closings to choose from. Here are some options:

• Best regards
• Wishing you the best
• All the best
• Best
• Warmly
• Warm regards
• Warmest regards
• Cordially
• Thank you
• Thanks
• Many thanks
• Thank you for your consideration
• In appreciation
• With gratitude
• Thank you for your help
• Have a great week
• Hope this is helpful
• Have a great weekend
• Enjoy your weekend
• Cheers
• Be well

How Not to End an Email

Having explored effective email closings, let’s review some sign-offs to avoid:

• Love. Inappropriate for work emails, regardless of your relationship with colleagues.
• Thnx. Abbreviations appear unprofessional and disrespectful.
• Take care. This can imply a warning, which is not suitable for an email closing.
• Yours truly. This sign-off can come off as insincere in professional settings.
• Respectfully. Overly formal for most workplace interactions.
• Nothing. Omitting a closing suggests a lack of attention to detail.
• Have a blessed day. Religious sentiments are typically inappropriate in professional emails.
• Sent from my iPhone. Default signatures indicate a lack of attention to professionalism; customize this setting.

Example Emails with Sign-Offs

While each situation is unique, here are examples for five common email scenarios. Adjust your sign-off according to your relationship with the recipient:

1. After a Phone Screening Interview

   Thank you again for taking the time to speak with me today. Please let me know if you need any more information from me.

   Sincerely,

   Martha Ham
   Customer Success Manager
   (555)-555-5555

2. After an In-Person Job Interview

   It was great learning more about the position and ABC Inc.’s five-year plan for carbon neutrality. I look forward to hearing from you soon.

   Best regards,

   Mika Joesa
   Lead Editor
   (888)-888-8888
   www.linkedin.com/in/mikajoesa

3. Responding to a Coworker Request

   I’ll send you over a draft by Tuesday — please let me know if the client makes any other requests before then.

   Thanks,
   Khalid

4. Reaching Out to a Client

   I would be more than happy to sit down and discuss this exciting new project with you at your earliest convenience.

   All the best,

   James Tilda
   Account Manager
   (444)-333-3333

5. Welcoming a New Employee/Coworker

   Please let me know if there’s anything I can do to help you settle into your new role.

   Warm wishes,

   Margot Billier
   Office Manager
   (222)-222-2222 (ext. 22)

Frequently Asked Questions

1. How do you end a professional email?

   To end a professional email, maintain professionalism. Ensure both your tone and content are appropriate. When uncertain, err on the side of formality. Include a closing line, a formal sign-off, your full name, and contact details.

2. How do you end an email after asking a question?

   To close an email after posing a question, either thank the person in advance or express your anticipation of their response. Consider phrases like, “Thank you for your time,” “I look forward to hearing from you soon,” or “Please let me know if you have any questions.”

3. How do you end a casual email?

   Ending a casual email depends on your relationship with the recipient. If you are close friends, minimal formality is needed. However, if you are acquaintances, it’s best to include a closing line and your first name.

Author

Caitlin Mazur

Caitlin Mazur is a freelance writer at Zippia. Caitlin is passionate about helping Zippia’s readers land the jobs of their dreams by offering content that discusses job-seeking advice based on experience and extensive research. Caitlin holds a degree in English from Saint Joseph’s University in Philadelphia, PA.