You’ve just finished composing a solid email to a client or a potential client. Then you get to the tricky part of signing off the email and panic sets in; how do I sign off a causal (or formal) business email? Thoughts like “how do I sound friendly without coming across as unprofessional?” come up.
Writing the body of an email appears to be the easy part. The hard part is attaching the appropriate sign off to your email.
With a lot of things to take into consideration while signing off, like the context of the email and the recipient of the email, one might be tempted to give up signing off entirely. I mean, why bother, right? Well, quite a number of business etiquette experts would point out that leaving an email without a sign off seems rather abrupt and is grossly unprofessional.
The perfect way to end an email, especially when the context is professional, is to keep it simple.
Don’t let yourself get stuck in a sign-off rut. Strap on while we explore 24 great ways to sign off an email.
What is an Email Sign Off?
Email sign off or ending is simply the way you conclude your email. Email sign offs typically reflects your relationship with the recipient. An email sign off is also simply professional and polite.
You should always try to end a conversation on a good note. That’s why knowing how to end your emails should be more than an afterthought that you scribble down.
There are two main parts of ending an email: your sign off, and your email signature. A good email signature can provide additional information about who you are, and what you have to offer.
An email with a simple but solid closing comes across as more thought out and put together.
How Not to Sign-Off an Email
While email has contributed to a more casual tone in overall business correspondence, there are business email sign offs you still want to avoid when you’re wearing your work hat, such as:
- Your friend
- Thanks a bunch
- Ciao- Unless you’re Italian, borrowing this phrase will seem pretentious.
- Yours truly
- Chat soon
- Yours – overly formal sign-off and old-fashioned.
- Not including a sign-off- Unless you’re deep in an email chain, an email sign-off shouldn’t be negotiable. Not including a sign-off in your first email can make your email feel impersonal.
Also, don’t include quotes when signing off your email. They bog down emails and are just unnecessary.
The best email sign off is the one that best matches the tone of the overall email and your relationship to the recipient.
What to Include in Your Email Sign offs/Endings?
There are a few elements you should consider when writing your email closing. Here’s what you’ll need to include:
- A closing line
The last line of your email should serve as a call-to-action that will either motivate the recipient to respond or shows you anticipate a response.
- Your full name
Use first and last name in your email sign off. It helps ensure the recipient remembers you. By using your full name in your email signature, resume, cover letter and any other documents you share, your chances of getting a response should be increased.
- Your professional title
Include your title but keep it short. You don’t necessarily need to use your current job title (i.e., Account Manager at XYZ Company), but it can be helpful to include a title that illustrates what you do. For example,
Content Creator at XYZ Company
- Contact information
It’s important to include additional methods of communication while closing your email. You could include your direct phone number and possibly your active social media handles.
24 Ways to Sign Off/End an Email
Every email has a purpose and desired action from the recipient, so make that as clear as possible in your email sign-off. Are you setting up an appointment? Are you sending an invitation? Following up from a meeting?
These email signs offs are great for pretty much any business email.
- Looking forward to discussing this further
- Can’t wait to connect soon
- Thanks for attending [event name]
- Best wishes from the team or Best wishes from (company name)
- Can’t wait to hear your thoughts
- All the best– this sign off is short, simple, and combines a touch of formal and professional . It can go a long way toward getting a positive response. At the very least, “All the best” can also leave the recipient with a sense that you are being genuine in your correspondence.
- Best regards. This sign off keeps things professional and warm at the same time, making it a good choice for a sign off. “Best regards” is a sign off commonly used in business communications.
- Best wishes
- Kind regards
- Warm regards
- Warmest regards
- Warmest – this choice of a sigh off is great for somewhat informal mails, possibly to someone you aren’t real close to but are familiar with.
- Warmly – This is a nice riff on the “warm” theme that can be appropriate for business emails if you know the recipient well
- Regards- formal and helpfully brief.
- Thanks in advance. This sign off is more formal than “Thanks” or “Thank you”. However, when it comes to getting replies to your email, “thanks in advance” has been shown to be very effective. Thanking someone in advance when you are soliciting advice or require some sort of action will always encourage a positive response. “Of course, you would replace that with something more apropos if there is really nothing to thank the recipient for.”
- “Look forward to the next step in the process” is a great sign off when you completed an interview and want to send a mail in that regard. When accepting a job offer, signing off with “I look forward to discussing the details and next steps!” is a great option. Adding the exclamation mark just gives that sprinkle of enthusiasm and excitement.
- Cordially – this sign off is quite formal and does a good job in keeping the general tone of the email professional. “Cordially,” is also good for new contacts. It’s solid, simple and professional.
- “Hope this was helpful” is a great sign off for an email that is informational, like emails that include a downloadable e-book.
- Thanks so much – I also like this and use it, especially when someone—a colleague, a source, someone with whom I have a business relationship—has put time and effort into a task or email.
- Respectfully- When you are contacting someone in a position of power and authority—or at least someone who likes to think they are—using “Respectfully” as your business email sign off can be a subtle but important word choice.
- I look forward to hearing from you – this is a great sign off when you are applying for a job or trying to get a response from the recipient.
- “Please let me know if there’s anything else you need” is another sign off/ending that would invite a response from the recipient. It also builds relationship as it helps the recipient see that that you value their opinion and are open to help.
- Take care – In the right instances, especially for personal emails, this works.
- Many thanks – I use this a lot, when I genuinely appreciate the effort the recipient has undertaken.
Why are Email Sign offs/ Closings Important?
Emails need a cordial sign off the same way a phone call needs a farewell. How you choose to sign off helps set the tone of an email. Proper sign-off indicates the end of a message and motivates the reader to take action and respond.
Displaying a polished appearance through your email ending will help solidify a positive impression and ensure recipients understand you take pride in how you present yourself in professional situations.
A good email sigh off can also leave the recipient with a positive final impression.
Signing off !
Think of your email closing as the ending of a conversation. By using friendly, polite and professional language with a clear call-to-action, you have a better chance of garnering a positive response.
All the best !