Email Sign Offs: Using the Right Email Closing

In today’s fast-paced business environment, mastering effective email communication is crucial. One key element of professional email etiquette is selecting the right closing statement. A thoughtful sign-off not only conveys professionalism but also reinforces your message.

In this article, we’ll guide you through the art of closing an email, provide examples of effective sign-offs, and offer tips for refining your email closings. Additionally, we’ll delve into the importance of email closings in fostering positive professional relationships.

Key Takeaways

• Your email closing should consist of a closing line and a sign-off.

• Avoid overly casual or clichéd email sign-offs such as “Peace,” “Yours truly,” or “Thanks a million.”

• Always include your contact information in your email closing.

How to Close an Email

1. Wrap up your message with a closing line. Your email closing starts with the last line of your message. This line should include a call to action, a note of thanks, or an offer to answer further questions, helping to create a positive tone and leaving the reader with a favorable impression of you.

2. Select an appropriate closing. While simply signing your name may suffice in some contexts, it’s generally advisable to use a more formal closing to set the tone of your conversation.

3. Sign off with your full name. Always include your full name, particularly in initial communications, to ensure clarity and prevent confusion with others who may share your first name.

4. Include your title and contact information. Adding this information is essential in your initial email and can save time by providing the recipient easy access to your details.

Effective Email Closings

When choosing a closing phrase, consider the following options:

1. Thanks. A classic, casual yet professional closing phrase.

2. Thank you. A slightly more formal version that is always a safe choice.

3. Thanks so much. A warm way to close an email, suitable for many contexts.

4. With gratitude. A formal option, best used for requests to someone you haven’t met.

5. Sincerely. A traditional closing for formal emails, including cover letters.

6. Best. A friendly yet professional sign-off, ideal for generic usage.

7. Regards. Brief and neutral, making it a safe choice.

8. Best regards. Warmer than just “regards,” exuding goodwill.

9. Warm regards. Similar to “best regards,” with a slight personal touch.

10. Cordially. Formal yet friendlier than “sincerely.”

11. Respectfully. Ideal for formal correspondence, especially for requests.

12. Your name/Your initials. Appropriate for ongoing email threads, but not for initial communications.

Email Closings for Encouraging Dialogue

When initiating a conversation, consider these closings to foster further engagement:

1. Let me know what questions you have. This invites the recipient to engage for clarification.

2. Looking forward to chatting more about __. An invitation to discuss a specific topic further.

3. I’ll follow up with more info soon. A promise to continue the conversation, with a reminder to do so.

4. Let me know if you want to chat about this in person. Encourages setting up a meeting to discuss further.

5. Looking forward to hearing from you. Use this sparingly, as it can come across as presumptive.

Email Closings to Avoid

While there may be rare instances to use these, generally they are best avoided:

1. Cheers. More suitable for close acquaintances, not for professional correspondence.

2. Peace. Too informal for most professional interactions.

3. Your friend. Sounds overly casual and inappropriate in a work context.

4. Yours truly/faithfully. Can be misinterpreted as overly sentimental.

5. Thanks a million/bunch. Suitable only for personal relationships, not professional.

6. Rgrds. Abbreviations may come off as lazy in professional emails.

Five Examples of How to End an Email

1. Cover Letter Closing

   For a cover letter or professional document, consider:

   Sincerely,

   Amy Stuart

   Administrative Assistant
   333-444-5555
   amys@email.com

2. Project Instructions Closing

   For project-related emails, you might write:

   I appreciate your help with this project. Please let me know what questions you have.

   Thank you,

   John Wolf

   Director of Marketing, ACME Inc.
   555-333-2222

3. Interdepartmental Project Closing

   When collaborating with a colleague, close with:

   I look forward to working with you on this project!

   Best,

   Jane Herman

   Sales Representative
   janeh@email.com
   111-222-3333

4. Request for Information Closing

   If asking for information, consider:

   I hope to hear from you soon.

   Thanks,

   Jim Stevens

   Account Representative
   Jones Interiors
   2222 S Main Street
   Lincoln, NE 44444

   jims@email.com
   333-222-5555

5. Providing Information Closing

   When sending information, you might write:

   Hope this helps. Please let me know if you have any questions.

   Thanks so much,

   Rhonda Seaburg

   Interior Designer, Homes R Us
   333-222-9999, rhondas@email.com

Tips for Crafting a Professional Email Closing

To create an effective email closing, consider the following tips:

1. Keep contact information concise. If your company lacks a standard signature, avoid overloading your closing with unnecessary details. Focus on essential information to streamline communication.

2. Avoid quotes. These can distract and may not resonate with every recipient, so it’s best to keep your closing straightforward.

3. Skip large images or logos. Unless required, refrain from adding these as they can slow down loading times and complicate formatting.

4. Tailor your closing to the context. Adjust your sign-off based on the recipient and purpose of your message. Use more formal closings for initial communications and casual ones in ongoing discussions.

5. Prioritize professionalism over personality. While it’s tempting to make your sign-off unique, aim for a choice that maintains professionalism and respects the recipient’s preferences.

The Importance of Email Closings

Just as a meal can leave a lasting impression, the closing of your email can significantly affect the recipient’s perception. Even a well-crafted email can be undermined by a poor closing, which may lead to hesitations in future correspondence.

A strong email closing can improve the likelihood of receiving a response, as it reinforces your request for follow-up and encourages a friendly, cooperative tone, making recipients more likely to engage positively.

Author

Abby McCain

Abby is a writer who is passionate about the power of story. Whether it’s communicating complicated topics in a clear way or helping readers connect with another person or place from the comfort of their couch. Abby attended Oral Roberts University in Tulsa, Oklahoma, where she earned a degree in writing with concentrations in journalism and business.