How to End Your Email Professionally: Examples & Tips

October 17, 2024 0 Comments

When you send an email, the closing line can often be as important as the subject line. Whether you’re writing a business email or sending a message to a friend, how you end it sets the tone for your communication and leaves a final impression. 

So, how do you ensure you close your emails in the most polished and effective way?

In this article, we’ll walk through the best ways to end an email, share common mistakes to avoid, and provide plenty of examples to ensure your emails always leave the right impact.

Why Does How You End an Email Matter?

We spend so much time focusing on the main content of our emails that the closing often gets overlooked. The last few words you use, along with your sign-off, can influence how your email is perceived. 

A well-thought-out email ending can:

  • Strengthen your message
  • Reflect on your tone and professionalism
  • Guide the recipient on what action to take next

Key Components of an Effective Email Ending

Ending an email isn’t just about picking the right closing phrase. There are a few elements you should include to ensure your message is clear and complete.

1. Call to Action (CTA)

If you want the recipient to do something (like schedule a meeting or reply to your message), you should state it clearly in your final sentence. This gives them direction and leaves no room for confusion.

Example:
“Please let me know by Thursday if you are available for a call.”

2. Closing Line

The closing line is the final sentence or two before your sign-off. It’s a polite way to wrap up the conversation and leave a positive tone.

Examples:
“Looking forward to your reply.”
“Thank you for your time and consideration.”

3. Email Sign-Off

This is the actual phrase you use to sign off your email. It should reflect the level of formality and your relationship with the recipient. More on this below.

Best Email Sign-Offs for Different Scenarios

Your email sign-off will vary depending on the context of your message. Let’s look at the best options for various situations.

1. Formal Business Emails

When writing a formal business email, you want to maintain professionalism. Use these sign-offs for clients, bosses, or formal introductions.

  • Best regards
  • Sincerely
  • Respectfully
  • Yours truly

Example:
“Sincerely,
[Your Name]”

2. Casual or Friendly Work Emails

If you’re communicating with a colleague or someone you have a more relaxed relationship with, opt for a less formal but still professional sign-off.

  • Cheers
  • All the best
  • Thanks in advance
  • Kind regards

Example:
“Thanks in advance,
[Your Name]”

3. Personal Emails

For personal emails, especially to friends or family, feel free to be more casual.

  • Take care
  • Warmly
  • Best wishes
  • Talk soon

Example:
“Take care,
[Your Name]”

Common Mistakes to Avoid When Ending an Email

There are a few common mistakes people make when signing off their emails that can leave a bad impression or confuse the recipient.

1. Too Informal for the Situation

Using casual sign-offs like “xoxo” or “later” in a professional setting can come off as disrespectful or unprofessional.

2. Unclear CTA

If you want a response but don’t ask for one, the recipient may think no action is required. Always include a clear call to action if you need one.

3. Forgetting Your Contact Information

If it’s an important or formal email, always include your full name and title at the end. This makes it easy for the recipient to reach out if needed.

Closing Emails with Confidence: Tips & Tricks

A great email sign-off requires more than just picking the right phrase. Here are a few tips to polish your email ending:

  • Match the tone. Always match your sign-off to the tone of the email. A professional tone in the email should end with a formal sign-off.
  • Avoid using your first name alone in formal emails. In formal emails, it’s better to use both your first and last name.
  • Double-check spelling and grammar. A typo in your closing line or sign-off can detract from your professionalism.

FAQs

Can I use “Thanks” as a closing for a formal email?

Yes, “Thanks” or “Thank you” is an appropriate sign-off for a professional email, especially when you’re showing appreciation.

Should I use my full name or just my first name in a sign-off?

If you’re writing a formal email or it’s your first correspondence with someone, it’s better to use your full name. For more casual emails, your first name can suffice.

Is it okay to use emojis in a sign-off?

In casual or friendly emails, emojis can add personality, but they should be avoided in formal or business emails.

Should I include my job title and contact information in every email?

For important emails, it’s a good idea to include your job title and other contact information (like your phone number). For more routine emails, this can be skipped.

What’s the difference between “Best regards” and “Kind regards”?

Both are appropriate for formal emails, but “Kind regards” is slightly more personal and friendly, while “Best regards” is more neutral.

Conclusion

How you end your email can set the tone for the next conversation, leave a lasting impression, or even determine how quickly you receive a response. 

Whether you are sending a quick message to a colleague or a formal email to a potential client, choosing the right closing line and sign-off ensures you leave your message on a high note.

Want to improve your email writing even further? Start by mastering your sign-off, and watch your communications become more effective and polished.