Email closings: The definitive guide
Master the art of email closing (Ending) with Pro tips, warmth, and impact. Elevate Your emails for business & personal success.
New to the professional world? Nervous you may have been ending emails wrong? Looking to corroborate your writing style? Uncertainty with email closings is a common concern for countless professionals. How you end an email can sever the whole line of communication. Fear not, we are here to assuage those concerns and steer you right.
The role of Email closings
One of the fundamental aspects of interpersonal communication lies in our nonverbal cues. We express much with our hands and our eyes. We smile and frown. A significant portion of our intention is conveyed by the inflection of our words and modification of the pitch and tone of our voices. All of this is lost in email, text, and tweet alike, where our words stand alone on the screen to do all the work of communicating clearly.
This makes the precision of our online verbiage of tantamount importance, lest we run the risk of failing our mission. Where that precision is less obviously essential is in the humble closing of our emails. Like the bow and wrapping on a gift, the shine on a shoe, and the firm handshake, the closing is not an afterthought; it is the final touch, the last action that speaks to your intent, attention to detail, and character.
Short answer
What are email closings?
Email closings are the phrases or sign-offs used at the end of an email before the sender’s name to convey a sense of professionalism, courtesy, or regards. Examples include “Best regards,” “Sincerely,” “Thank you,” “Warm regards,” and “Kind regards.”
Short answer
Is there a difference between email closings and email endings?
The terms “email closings” and “email endings” are often used interchangeably, and they generally refer to the same concept: the final part of an email where you sign off and leave your last impression. However, there can be subtle distinctions based on context:
Email Closings
- Definition: Email closings refer specifically to the phrases or sign-offs used at the end of an email before the sender’s name.
- Examples: “Best regards,” “Sincerely,” “Thank you,” “Warm regards,” “Kind regards.”
- Purpose: To convey professionalism, courtesy, or regards and to leave a positive, lasting impression.
Email Endings
- Definition: Email endings encompass the entire concluding section of the email, which includes the email closing (sign-off), your name, and possibly additional contact information or a postscript.
- Components:
- Email Closing: The sign-off phrase (e.g., “Best regards”).
- Signature: Your name and sometimes your title, company, and contact information.
- Additional Information: Any disclaimers, confidentiality notices, or social media links.
- Purpose: To wrap up the email professionally, ensure the recipient has all necessary information, and reinforce the main message of the email.
Why you should invest in choosing the right ending in your emails?
Emails closings speak to the composer’s professionalism. Is this someone the reader wants to trust with their business? Will they be respectful of my time and intelligence? They are indicators of epistolary etiquette. They are signals of completion and conveyors of clarity.
And when dealing with the same audience repeatedly, they can be marks of consistency, establishing recognizable patterns for your brand or personal credibility. Email closings are relationship builders in toto. Lastly, they may be integral for legal and compliance purposes, with important disclaimers or confidentiality notices.
What to include in the end of your emails
Depending on who the recipient of the email is, you will want to tweak your email closing to fit the situation. However, there are a few things that you should always include when ending an email.
1. Call to action
This is your chance to initiate an immediate response or action from the reader. You want to make sure that your email isn’t just read and forgotten.
It can be something as simple as, “Awaiting your response,” or “Looking forward to hearing from you.” If your reader knows that you are anticipating something in return, they will be more likely to respond.
Call to action email ending example
2. Email sign off
The Email Sign-off: This is your actual Email signature, indicating who you are. It generally includes your name and may also include your title, company, contact information, or links to social media profiles. Even here, tone is created with font, graphic design, color, and photo. Establish the timbre of your brand with a repeatable, curated sign-off.
Animated Email sign off example
How to end an email with Cool sign off phrases?
Occasionally you will have a chance to have some fun with your sign off phrases. If you are communicating with someone who knows you well, humor can even be used to deepen the relationship.
Some examples might be:
- Adios!
- Gotta jet
- Keep it real
- Bye! It’s like “goodbye” but shorter!
- You haven’t seen the last of me
- I’ve gotta focus on work
3. First and last name
Even if you have already introduced yourself to your recipient, it is always important to end your emails with your full name. This way the information is accessible to the reader, just in case they forgot.
The more times someone sees your name, the more likely they are to remember it. This will also make it easy for the person to respond without having to go through the trouble of figuring out who they are communicating with.
If relevant, you can also include your job title under your full name to give the recipient some extra context.
General email ending example
4. Contact information
It is always nice to include additional contact information when ending an email. This way, if someone prefers to speak on the phone rather than write an email response, they will be able to do so.
If you are using an email signature, this part of the closing will be taken care of. Email signatures are good for identifying you with your company or brand, and providing contact information so that you don’t have to add it manually at the end of every email.
How to close (End) an email?
The components of a good email closing are essentially to summarize the body of your email, convey to your recipient the appropriate sentiment on the professionalism/warmth spectrum, provide reliable contact information, establish reliability through consistency, and encourage the object of your communiqué to react appropriately. Let’s dive in.
1. Email endings for formal business
When ending a formal business email, you want to make sure to come across as professional and put together as possible. These types of emails are crucial for building business relationships, so you will want to triple-check your spelling and grammar and stick to the basics.
You also do not want to be too casual when ending formal business emails. You definitely don’t want to sign off on these types of emails with a, “peace out!” or “XOXO.”
Some safe examples include:
- Regards
- Best
- Respectfully
- Thank you
- Sincerely
Depending on the content of the email, you might also want to include a sentence like:
- If you have any questions or concerns, please do not hesitate to contact me.
- Thank you for your consideration on this matter.
- I look forward to receiving a response from you soon.
- I appreciate your cooperation
Short answer
How to end an email for friendly business interactions?
When sending a work related email to a close colleague or work friend, you can end things a little more friendly than you would with a traditional formal business email.
Don’t go off the rails here, you are still in a work setting and should stick to professional email etiquette. Also, if you’re on the fence about sending a friendly or a more formal email closing, it is always better to stay on the safe side and go the formal route.
Some example of friendly business email closings:
- Cheers
- Warmly
- Yours truly
- Take care
- Let me know if you run into any issues
- Thank you for everything
- Speak to you soon
- Call me if you need any more help
2. Semi-professional email endings
Semi-professional email closings are those that can be used in pretty much any context. They are neutral enough to be viewed as professional but are not too casual.
These can be used for returning clients or ongoing business relationships in which you are acquainted with the recipient but still want to maintain a professional tone.
Some examples of semi-professional email closings:
- Thanks!
- Have a wonderful holiday/weekend/special occasion
- Good luck with everything
Some sentences to end semi-professional emails:
- Please let me know when it would be a good time to go over XYZ
- Let me know if there is anything else I can do for you
- Looking forward to working with you in the future
- Thank you for your input on the matter
- Please don’t hesitate to contact me if you have any questions
3. Email closings in the form of a summary
Reduce the contents of the main body of your email to a single, manageable concept or single string of concepts. What is the essence of the email? Let’s say you just shared a quarterly earnings report with your team. This can be a lot of information to process.
An example for email closing in summary form:
“Our revenue has grown by 15% compared to the last quarter, marking a significant milestone for our company. This success is largely due to our new product line, which has been well-received in the market. Our net profit margin has also improved by 8%, thanks to our cost-saving initiatives and operational efficiencies. This positive financial performance puts us in a strong position for the upcoming fiscal year”
Let’s keep up the great work!
4- Complimentary email closings
This is where you will establish the tone of your email closing, and in turn, the entirety of the preceding email. What tone to establish is entirely dependent on the specific recipients. Colleagues, superiors, underlings, and clients all require different approaches in order to maximize the effectiveness of your letter.
Not all professional relationships are created equal. Some are friendly and some are strictly business. You are going to have to rely on your own powers of intuition to navigate these waters. While erring on the side of professional appears to be the safest option, even this seemingly innocuous act of good intentions can come across as rude, impersonal, or arrogant if applied incorrectly to a professional equal or an otherwise casual person. Let’s take a look at the main complimentary email closing examples.
- Formal Business: Opt for classic closings like “Sincerely,” “Best regards,” or “Respectfully.”
- Informal Business: “Best,” “Thanks,” or “Regards” are suitable.
- Friendly/Casual: “Cheers,” “Talk soon,” or “Take care” can work well.
- Client Communication: Maintain professionalism with “Best regards” or “Thank you for your time.”
- Call to action: What do you want the recipient to do with this information?
5 – Email ending with gratitude
Ending an email with gratitude is common practice and for good reason. You want to thank your recipient for taking valuable time to read what you have sent. This is especially true if you are asking for something specific in the body of the email.
However, you don’t want to pour on the gratitude too much. Saying thank you five times in one email is overkill, but closing out your email with appreciation is a nice gesture.
Some examples of how to end your email with gratitude:
- Thank you so much for your patience
- Any assistance you can offer would be much appreciated
- Thank you for your consideration
- Thanks in advance
- Thank you for your time
- We appreciate your business and look forward to working together in the future
6. Email closings that will encourage a reply
- Formal: “Looking forward to hearing from you soon.”
- Informal: “Reply when you have a chance!”
- Friendly: “Can’t wait to chat more. Let me know!”
7. Prompt specific action
- Formal: “Please RSVP to the event by Friday.”
- Informal: “Don’t forget to check out our new offer!”
- Friendly: “Would love your feedback on this draft. Shoot me a reply when you get a chance.”
8. Schedule further communication in your closings
- Formal: “I will follow up with you next week to discuss this further.”
- Informal: “Let’s hop on a call next Tuesday. Does that work for you?”
- Friendly: “Talk soon! Catch you in the meeting on Wednesday.”
9. Request confirmation along with your email farewell
- Formal: “Please confirm your attendance at the event by replying to this email.”
- Informal: “Just double-checking – you’re good for the meeting tomorrow, right?”
- Friendly: “Quick question – did you see my last message?”
10. Email closing with a sense of urgency
- Formal: “Limited spots available! Register for the webinar today.”
- Informal: “Offer ends soon! Claim your discount before it’s gone.”
- Friendly: “P.S. Don’t miss out on this amazing opportunity!”
Additional Email farewell tips:
- Keep your call to action clear, concise, and actionable.
- Use strong verbs that encourage the recipient to take the desired step.
- Consider adding a deadline or sense of urgency for time-sensitive requests.
- Match the tone of your call to action to the overall tone of your email.
Now that we’ve laid down the basic framework of what makes a good email closing, here’s a simple checklist of 12 to dos and 12 don’ts to make sure you are headed in the right direction.
12 Do’s for closing an email like a pro:
1. Know your audience
Consider the recipient and your relationship with them. Ultimately, you need to do the calculus on balancing warmth, which can come across as casual, and professionalism, which can be stiff and chilly.
2. Be courteous
When in doubt, be overly courteous, but be careful not to do this with recipients who could be offended by a lack of friendliness.
3. Match the formality of the closing to the tone of your email
Don’t write an entire letter in buttoned-up prose only to undermine it with an overly casual email closing. See formal email writing examples.
4. Keep it brief and to the point
You’ve already written the email. Make it digestible, but don’t beat a dead horse.
5 . Add a personal touch
This goes a long way in conveying to your reader that they are important to you and not just a faceless statistic. By mentioning the recipient’s name or referencing previous interactions, you are creating a lasting connection.
6. Proofread your email carefully, including the closing
A sloppily written email sends up warning signals about your professionalism and competence, and a sloppy email closing can erase all the hard work you put into the body of the work.
7. Express gratitude or appreciation
Words such as “Thank you for your support” or “With sincere thanks”. After all, time is money, and they just took the time to read your writing, for better or worse.
8. Include a call to action or express expectations
Again, what do you want them to do with this information? For example, “Looking forward to your response”.
9. Include contact information and relevant links for further interaction
Maybe your target hates emails. They aren’t very good at keeping their inbox clear of spam and your efforts will get lost in the shuffle. Maybe they just prefer a particular social media platform, or the old fashioned phone call. Give them options. This way there are no excuses.
10. Proofread for spelling and grammatical correctness
Remember, a misspelled word can be a jarring sign of carelessness. All the details matter. Don’t shoot yourself in the foot. This includes the email address itself! Don’t send it to the wrong person, or an email address that doesn’t exist. How embarrassing to wait around for a response to an email that never made it to its intended destination.
11. Use a business email signature to appear trustworthy
A professionally designed email signature is a relatively small expense that speaks further to your willingness to invest resources into doing things right. If you cheap out here, where else might you?
12. Reflect
Have you succeeded in achieving the previous 11 points? Put yourself in their shoes. How would you feel if you received this email? Remember you aren’t just representing yourself, you are representing your team, your boss, your company.
Good email closing example
12 don’ts to avoid closing your email like an amateur
1. Avoid overly casual language or slang
Even if you went to college with your client’s daughter, you went to the bar afterwork with some coworkers, or the boss invited you to go golfing at his club, you are still a professional. Act like one. You are being trusted with important business.
2. Don’t use cliches or generic phrases that lack personalization
This requires a little effort, as it’s easy to fall back on canned email closings, but applying specific details to your finish can make the recipient feel “seen”.
3 Avoid using buzzwords or acronyms that may confuse the recipient
TTYL! What? I’m a boomer and this is a business.
4. Never put down or bad-mouth anyone in the email
What you put down in your email is forever archived. FOREVER. You may have noticed in the wave of cancel-culture how social media missteps can destroy careers. Well, this can happen in more private spheres, too. If the walls have ears, the wires have recordings of what those ears hear.
5. Refrain from using excessive punctuation, like multiple exclamation marks
“Can’t wait for your reply!!!” This isn’t a birthday card. Even if it were, excessive punctuation can come across as cloying and ridiculous. Don’t evoke the eye roll.
6. Do not forget the conversation closer, e.g., omitting “Best regards” or “Sincerely”
Skipping over the complimentary close will sound robotic, and you aren’t a bot. Are you? Wait, are you??
7. Avoid being too formal or impersonal in situations that call for a friendly tone
“Thank you for your consideration”. What? I thought we made a real connection at last week’s business luncheon. Maybe our relationship isn’t what I thought it was.
8. Don’t use unprofessional closings that undermine the email’s seriousness
This is a million dollar deal. Casual Fridays are not welcome here.
9. Refrain from using emoticons or emojis in professional emails
If three exclamation marks were bad, emoticons and emojis are exponentially worse. Even casual emails shouldn’t be silly.
10. Avoid missing out on a call to action where necessary
Somewhere in the back of everyone’s mind is one question. “What do they want from me?” Make sure you provide the answer to that question.
11. Do not use inappropriate language or expressions that might offend the recipient
Find the goldilocks zone of your language. Again, too casual with a strictly serious relationship, or too serious with a friendly relationship, can each have undesirable consequences.
12. Avoid making the closing too lengthy or irrelevant to the email content
You are summarizing, encouraging a desirable reaction, capping off a tone, and providing reliable contact information. Don’t rewrite the email, and don’t start writing another one entirely. If you have more to say, be patient and save it for the next missive.
The squeaky wheel gets the grease, and the more opportunity you have to authentically reach out, the more you are in their thoughts. Don’t waste the opportunity to reach out again by coming off as disjointed.
17 Ways To Close (End) An Email: Video Tutorial
Learn how to end (Close) an email with this great video tutorial by @Derecallan
Get inspired with this great guide on Email sign offs, and apply them with our free Email signature generator below:
In closing on closings
This comprehensive guide dives into the crucial world of email closings, emphasizing their role in professionalism, clarity, and relationship building. Match tone, express gratitude, call to action, proofread meticulously (twice!), address and sign-off accurately, avoid informal jargon, ditch overly generic closings, and don’t overdramatize.
Remember, a good email closing leaves a lasting impression. Choose wisely! Balance warmth and professionalism based on the recipient and context. Utilize a consistent, professional email signature. Consider the recipient’s perspective: how would you feel receiving your email?
How to end (Close) an Email FAQ
