2024-04-21 4:13 pm
2024-04-22 4:16 am
2024-04-22 4:16 am

How to End an Email: Best Sign-Offs

Did you know many people still struggle with how to end an email? Even after years of sending millions of emails, there is always that moment when you stare at the blinking cursor and are unsure how to wrap up an email. You're not alone! So, before you stress about getting it right, let's explore why it matters and look at some tips for crafting the perfect email ending.

Let's look at various effective ways to end your emails and handy guidelines for crafting a compelling sign-off. Finally, let's uncover some of the most popular and effective ways to conclude your email communication and simple tips to enhance your email etiquette.

What is an Email Sign-Off?

Sign-offs are the closing words or that little farewell flourish at the end of your email message. It's typically written before the email signature above your name and contact details. While most people know what email endings are, many need to put more thought into it.

The truth is it's like having a meeting and saying something at the end that might not sit well with your clients. There must have been a time when you received an email with an overly formal ending, such as "Sincerely Yours." There are also highly informal ones, such as those backed by younger generations using slang or abbreviations like "You are the GOAT, thanks."

While nothing is wrong with them, they leave an impression on the receiver. Whether it's good or bad depends on the person reading your email. That said, let's look at some of the reasons why email sign-offs are so necessary. 

Why are Email Endings Important?

In today's business world, there's a growing tendency to skip email closings altogether. But hold on, let's discuss this! Leaving out a finale might leave your recipient wondering if more will come after that initial email.

Imagine you're at a meeting or gathering, and someone chats with you briefly, then abruptly walks away without a goodbye. In that situation, you could sense this as disinterest or rudeness of that individual. Now, imagine that scenario in the digital realm, where you can't even see the facial expression of the person you're messaging.

When you skip a closing or write anything, it's like leaving the reader hanging, scratching their head, wondering what your conversation meant. Let's face it: it's easy for messages to get misinterpreted, especially with all the personal impressions flying around the Internet.

That's where the email sign-off comes in handy. It's your chance to set expectations for the other person. Whether you invite questions or feedback, offer further assistance, or express gratitude or thanks, a direct sign-off can make all the difference.

Benefits of Professional Email Closings

Professional email closings are more than just a checkbox on your to-do list for digital communication. If you think about it, leaving a positive impression in B2B prospecting is the path to a great relationship. Email sign-off can add that extra touch to turn a simple exchange into a meaningful connection. Let's talk about why mastering the email sign-offs is a game-changer for building relationships while having a professional response.

Make You Seem More Competent

Professional email closings are a great way to leave a positive impression. Each time you click the Send button, you are having a conversation. Ultimately, every conversation with the reader builds a lasting impression of you. By finishing your emails with finesse, you'll exude confidence and competence. People will see you as someone who knows their stuff and pays attention to detail.

Show That You Respect Others

Although it's a short line at the end of the email, the sign-offs show that you have consideration and respect for others. By taking the time to craft a thoughtful closing, you're acknowledging their time and effort. It's a small gesture that goes a long way in building positive relationships.

Allow People to Contact You More Easily

Professional email closings can make it easier for people to contact you. What comes after sign-off is typically an email signature. You invite further communication if you provide contact information or details alongside the appropriate closing. Similar to opening the door for future interactions. 

How Should You End an Email: Professional Ways

Your email lists aim to reach its targeted audience and convey the right message. If you spend time crafting the subject and the body of the message, then why not pay the same amount of attention to the sign-off? Let's take a look at some of the steps you should take to end your email professionally.

Greeting and Closing Tone

When you meet someone, you greet them accordingly, and when the conversation ceases, you end it appropriately with a goodbye, for example. In the same way that your face-to-face conversation flows, each email you send has an opening and closing. To this day, many people have email salutations that don't match. 

Greetings and closing tones complement one another and follow the context of the message to provide clarity in your communication. Naturally, your greeting should be appropriate depending on your familiarity with the person in question. The same rule applies to email endings, with the difference that if you have more correspondence to follow, you should mention it.

Mention the Recipient's Name or Job Title

It's extremely impolite when you don't remember or write the person's name correctly. Be sure to start and end your message with the recipient's correct name or job title. There is always a debate about whether using first or last names is appropriate. It depends on whether or not you are familiar with them. You can use either first name, surname, or even both. 

Similarly, you may not know the recipient's correct name, or you are addressing the specific department within the company. You might use only the job position or the name of that division. It's essential always to stay courteous and to the point to get your message across correctly. 

Sign Off with Your Name and Credentials

If you put your name in the email for a specific purpose, your credentials influence everything you say. Your signature is like a business card. If the recipient reviews your signature, they will find you:

  1. full name
  2. role
  3. contact (telephone and email address)
  4. logo of the company you represent
  5. link to webpage
  6. link to LinkedIn profile (optional)

The goal is to make a great first impression with the person you contact. Your credentials should be informative and precise. Give the people an opportunity to continue communicating with you or your company. 

Keep the Tone Consistent with the Message Content

To this day, they have trouble determining and setting the tone of their emails. But, to put it simply, tone is the attitude the writer takes toward their reader. In the business world, the brand's style often decides the tone. If you represent the company, then you are using their tone.

Hence, your goal for that individual message and your audience (the recipient) sets your tone for the entire message, including the email closing. It means your message will make the conversation clear, concise, and transparent from start to finish.

Keep it Brief

It's essential to keep your emails short and clear so people can easily understand what they're about. If your email is cluttered and difficult to comprehend, your recipient might need more time and patience to go through it. Confirm your email is concise and to the point to avoid unwanted confusion. This will help your recipient clearly understand what you're trying to convey.

Write in a Positive Tone

It's the tone again. And it's imperative to understand how much you communicate affects the recipient's decision. For instance, would you be willing to accept an offer from someone pushy or rude? Possibly no way. 

As the saying goes, a kind word opens an iron door. Similarly, a positive tone can lead to a successful business connection. If you think about it, people already have enough problems daily, and awful communication only fuels the fire. Hence, always be cordial and considerate.

Avoid Unprofessional Words and Phrases

Although it may often be challenging to determine which words or phrases sound unprofessional, there's a rule of etiquette. You wouldn't use language with which you address your close friends or your colleagues. The professional language consists of facts and concise conversation. 

The most common words that might seem unprofessional are the ones that can portray you in a bad light. For example, you don't want to sound condescending, uncertain, or downplay your expertise. That includes simple word sequences you often use without realizing they have a different meaning when someone reads your email.

Commonly Used Professional Email Closings

Now, we all know we should have a sign-off. Yet, some people argue you can skip it altogether. But, researchers say your sign-off can tell a lot about your personality and current mood. 

Correspondence has a silent rule, a subjective interpretation of what you read on the screen. Imagine the importance of those findings and your email's impression on your clients and prospects. 

Formal Closures

Formal closures are written to show respect and professionalism to the recipient. It's simple, straightforward, courteous and fact-focused. It's the most commonly used email closing in the business world. Its widespread use is usually reserved but not exclusive to convey sales pitches, business inquiries, or professional introductions. That's why you will find signature and contact information in most such email endings. The common ways to sign-off email formally are:

  • Sincerely
  • Best regards
  • Best wishes

Polite Closures

Polite email closure is another way to convey business offers and show the recipient courtesy and respect. Like in the formal ending, polite closures also have a signature and contact information. The most commonly used examples are: 

  • I appreciate your interest
  • Thank you for your time
  • With gratitude

How to Close Out an Email: Best Email Sign-Offs

Subconsciously, we evaluate the meaning behind the sign-off we received. Email correspondence has a language, whether you know it or not. Even the punctuation at the end can give the words a completely different meaning. Let's take a look at some of the frequently used email closings and the subtle meaning behind each of them. 

Best Regards

"Best regards" is a popular and versatile sign-off used in professional and personal emails to convey respect and a positive attitude. There's a subtle hint of a friendly attitude, and you can't go wrong with it. It's a safe choice when emailing someone with whom you don't have a close relationship, such as a supervisor or client. According to Boomerang, 52.9% of Americans use this email sign-off.


"Sincerely" is a debated email ending that some find too formal and old-fashioned, while others view it as respectful. In most impressions, it comes off as neutral, but at the same time, it lacks conviction. It can be a good choice if you want to convey tradition and respect, especially in a business-focused workplace.

Thank You

Thank you is a simple wording that inspires positive feelings in most recipients. This sign-off shows gratitude to the person you are sending it to. It's a courteous and thoughtful way to end your message. Compared to the causal variant of "Thanks," "you" at the end has a subtly added softness. However, adding a period at the end comes off as passive-aggressive. 

Kind Regards

For some people, this ending sounds overly formal and tense. But it exudes respect, politeness, charm, and respect for the person receiving your email. It is most commonly used when addressing a supervisor or a client you are contacting for the first time. It's often used when sending cover letters to recruiters. 

Warm Regards

As a variation of its predecessor, this ending is also debated. While some consider it overly attentive, others find it appealing. That "warm" initially strikes a positive balance between friendliness and professionalism. Using this phrase conveys respect and readiness to build a meaningful business connection with the person you are sending it to.

Best Wishes

When you end an email with "best wishes," you express your outgoing personality. This sign-off demonstrates well-wishing to the recipient, often when you won't be in touch for a while.


It's common to use a formal ending to show respect when speaking with someone more experienced than you in a business setting, for example, ending an email for a CEO of a particular company. This closing gives your email extreme formality and should be reserved only for specific uses. 

Yours truly

Although this may seem like a play on words, it can convey honesty and formality in business correspondence. However, it's important to be aware of the cultural differences between British and American English, as specific phrases can take on different meanings depending on the audience.

What to Include in a Professional Email Closing

Have you ever received an email that might have left you wondering about its meaning? Whether it's a quote, phrase, or lack of details, business correspondence has to have a clear intention. Let's look at what to include when writing a professional email closing.

Call to Action

When you're writing an email, it's important to remember that your ultimate goal is to get a response from the recipient. To make things easier, give them a clear call to action at the end of your message. This way, they'll know what you want them to do next and be more likely to take action. 

The call to action section is a sentence that asks the reader to take a specific action to move the conversation forward. Whether making a phone call or visiting a website, using action-oriented language can help you quickly and effectively communicate your needs to your leads. So don't be afraid to be direct and ask for what you want – your leads will appreciate the clarity, and you'll be one step closer to reaching that deal.

Email Sign-Off

Regarding email communication, your sign-off can make a big difference in how your conversations are perceived. It's important to signal that your message ends and provide clear contact information. As we mentioned earlier, there are a few key elements to remember when crafting your email sign-off. 

In a professional setting, it's best to stick to tried and true sign-offs rather than trying to be too creative. This can have the opposite effect and come across as unprofessional. Remember, your email sign-off is another opportunity to present yourself as a polished and professional communicator. By following these tips, you can guarantee that your email is well-received and leaves a positive impression.

First and Last Name

You would undoubtedly sign your full name at the end if you sign documents. It's no different in the business correspondence. Including your full name in the signature section helps the reader identify you and shows that you are professional and take pride in your work. 

Have you ever received an email from someone with just a first or no name? It can be confusing and unprofessional, leaving you wondering who this person is. Like a proper email ending, including your full name in your signature is a small step toward creating a positive and professional impression.

Contact Information

Contact information must be the most crucial element if you consider what to include in professional email closing. This could be your phone number, website, social media profiles, portfolio, or any other relevant details your recipients might need to contact you.

However, be sure to emphasize that these details are always up to date, so you don't miss out on any valuable business opportunities. By providing your readers an easy way to connect with you, you're making it easier for them to reach out and initiate a meaningful business interaction.

Ways to End an Email Professionally: Examples

While we all know that the content of an email is essential, how you introduce, assert, or sign off yourself in an email is equally crucial. A well-written email sign-off summarizes everything you want to say and leaves a lasting impression on the reader. Let's look at examples of how to complete your email professionally and ensure your message is conveyed effectively.

In a Networking Message

Networking messages are a great way to connect with prospects. To leave a lasting impression, ensure your email closing is clear and direct with your intentions. Keep your message concise and easy to understand. Make it simple for your contact to continue the conversation if they wish to. Lastly, include all necessary contact details for seamless communication.

For example

"I'd love the chance to chat with you

Best regards,

Your Name

Contact details"

After a Phone Screening

It's important to indicate readiness for future communication in the business world. One way to do that is by sending a well-crafted thank you email after a conversation or meeting. End your email on a positive note by reiterating the positive aspects of the conversation. Keep your message brief and to the point. Carefully craft your sign-off to convey the appropriate tone and message that aligns with the overall style of your email.

For example:

"If you require any further details or assistance, please don't hesitate to let me know. 

Enjoy the rest of your week, and thank you in advance. 

Best regards,

Your Name

Contact details"

After an Interview

One effective way to stay top-of-mind with people after an interview is by sending a thoughtful follow-up email. This should be a brief message highlighting the most significant takeaways from the interview or sharing your positive impressions. 

Similarly, it's essential to wrap up with a clear goal statement and express your grateful attitude. Remember to personalize your message to make a lasting impact on the reader. 

For example:

"I hope to hear from you soon and continue our discussion further. Please reach out to me at your convenience to schedule a follow-up interview. 

Thank you,

Your Name

Contact details"

Mistakes to Avoid While Ending a Professional Email

Crafting a great email is like finding the right balance between sincerity and a positive attitude to appeal to your reader. However, people are often so engrossed with the writing itself that they often need to remember the most important steps to make sure their email will bring them success. 

Not Proofreading

As much as you hate reading an article with typos, it's the same as receiving an email. Show the reader you respect their time by making an effort to proofread your message. 

Being Too Formal

The professional world is serious, but overly formal can turn your potential client away. Striking the right balance between sincerity and professionalism differs from sounding stiff and approachable. 

Being Too Informal

In the same way, an email too informal can be like a splash of water, but not in a good way. There is a reason why business email etiquette exists. It's better to stick to tried and true methods than experiment with emoticons and have your email sent to the trash. 

Using Default Email Signature

Being ready to reach out to people means giving them information about yourself. That means taking the time to craft your email signature accordingly. Make it easy for your readers to get to know and contact you.

Frequently Asked Questions

Should the Email Closing be Tailored to the Recipient?

Yes, an email closing should be tailored to the recipient. Always attempt to customize your message based on your recipient. Personalized messages are proven to have better results than general ones. It shows attention, respect, and courtesy of your effort.

How can I Ensure My Email Closing is Culturally Appropriate?

You can ensure that your email closing is culturally appropriate by taking time to research. The most culturally sensitive differences are in the context and tone of your message. If you write an email that is concise to the point and respectful to the recipient, you can be sure it won't negatively impact you. 

Can the Use of Email Signatures Replace a Formal Closing?

No, email signatures cannot replace a formal closing. These two are different and should not be identified as the same thing. An email closing gives your message an ending, notifying the reader that you discreetly waved goodbye. Signatures are a way for them to learn more about and contact you.

It's Not About How to End an Email it is About Long-Term Strategy

In conclusion, writing an email sign-off is as essential as writing a compelling subject line. It's the final touchpoint in your email communication, leaving a lasting impression on your recipient. 

By crafting a thoughtful sign-off, you wrap up your message neatly and leave room for further engagement. Whether it's a warm "Best regards" or a more casual "Cheers," your sign-off sets the tone for your relationship with the recipient.

Moreover, integrating your email sign-off strategy with email lists while prospecting can significantly enhance your outreach efforts. As you build or buy your email lists, consider tailoring your sign-offs to resonate with different segments of your audience.

Mastering the art of email sign-offs adds a touch of professionalism and is a powerful tool for prospecting and nurturing leads. So, next time you draft an email, remember that the sign-off is more than just a formality—it's an opportunity to leave a memorable impression and move your business forward.

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