Wondering how to end an email politely and in a professional manner?
Read these 27 best ways to sign off an email to find out.
Here is what we’re covering:
- Why is the closing of a professional email important?
- What are some of the best and most common cold email sign-offs?
- Additional tips that will help you make your email signature stand out
Let’s get started.
- Email Closing 101: Why is the Closing of an Email Important?
- What is an Email Closing Line and Do You Need It?
- Formal Email Sign-Offs
- Informal Email Sign-Offs (That Can Be Used In Some Formal Communications)
- Casual Email Sign-Offs
- How NOT to End an Email
- 6 Tips to Help You Create an Email Signature that Stands Out
- Now Over to You
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Email Closing 101: Why is the Closing of an Email Important?
Before we dive into some of the best ways to sign off a professional email, let’s first elaborate on why the closing of an email is important.
Some of you might think that all that matters when sending out an email is the content of the email itself.
In other words, the body of text and the information you’re giving the email recipient is where you’d think the value is.
Although no one would argue that the content of an email is unimportant, we can definitely assert that the way you introduce yourself in an email, as well as the way you sign off, are equally important.
Your sign off salutation and the information you’ll be giving the recipient of your email can make a significant difference in terms of your email getting noticed and getting replied to.
Which is why we all send out emails, right?
Although we’d love to sign off with a “Ciao” more often – ciao sounds really cool! – a professional email closing requires us to be more considerate of how our emails will be perceived.
To cut a long story short, what you should keep in mind when signing off your emails is that certain sign-offs can lead to higher response rates.
What is an Email Closing Line and Do You Need It?
Sign-offs and closing lines are two terms that are often confused.
The professional closing line is the final sentence of your email that comes right before the sign-off.
It is usually used to sum up the email, thank the recipient, or provide a CTA (call-to-action) to provide clear next steps for the reader.
It is a good practice to include a closing line before the sign-off for two reasons:
- It makes you look more professional
- It acts as a failsafe ensuring that your recipient understood what it is that you wanted from them
An example of a closing line along with a sign-off is:
“Thank you for booking a meeting with me at 4PM tomorrow.
Looking forward to chatting with you,
[signature]”
Let’s now go through a list of email closings you should definitely consider using.
Formal Email Sign-Offs
Yours truly
A good email sign off is the “Yours truly,” line.
Use cases: Many argue that phrases like “Yours truly” – or the variation you see right below this sentence – might sound too formal and stiff, so avoid using them with regular email clients and people you have regular contact with.
Variations: Yours faithfully
Sincerely
Closing your emails with a word like “Sincerely,” is a polite and nice way to end an email.
It comes with a few variations you can read a little further down and it’s usually used when writing to people you don’t have regular communication with.
Use cases: You might want to use this word and its variations for professional emails, for example when sending a cover letter or proposal.
Variations: Yours sincerely, Sincerely yours
I appreciate your feedback
A good sign off for emails that relate to asking for customer feedback or help from someone is the “I appreciate your feedback,” phrase.
Use cases: It can be used as an email closing sentence for an email to a colleague that’ll help you with polishing one of your tasks or to your manager who’ll review your work.
Variations: I appreciate your input, I appreciate your opinion, I appreciate your help
Thanks for your consideration
In sales and email marketing, you might find it useful to use the “Thanks for your consideration,” line sometimes.
Such a line basically gives you the opportunity to thank potential clients for giving you a chance to win them over and pitch your products and services to them.
Use cases: When you want to thank a potential client for considering using your services and products and hearing you out.
Author’s Tip: Make sure you use this closing line to your advantage by trying to get insight on the prospect’s decision and their future moves in relation to your potential collaboration.
Variations: Thank you for your time
Respectfully
“Respectfully,” is one of the most formal and professional email endings you’ll use.
This one is usually preferred when writing to government officials or members of institutions that hold a very high position.
Use cases: When writing a very formal closing for an email to someone with position and influence you’ve never spoken before.
Variations: Respectfully yours, Yours respectfully
Cordially
“Cordially,” is a friendly sign off that’s also polite and formal.
In other words, it’s a nice ending phrase for a formal correspondence but you want to make it sound cheerful and kind.
However, some might think it’s slightly outdated.
Use cases: Business correspondence with personal undertones, useful when you’re not too sure how much formality you should go for.
Variations: Warmly
Informal Email Sign-Offs (That Can Be Used In Some Formal Communications)
Thanks
The most common, and usually one of the most appropriate email endings to use, is to sign off your email with a “Thanks,”.
Use cases: “Thanks” can be used as an email sign off when you actually want to thank someone for something they did.
Additionally, it’s a nice and polite way to close an email and makes it more likely that the email recipient will get back to you.
Variations: Thank you, Many thanks, All my thanks, Thanks so much
Best regards
The second email sign off that’s widely used in terms of closing formal emails is “Best regards,”.
Use cases: It works perfectly as an ending line for professional emails and it’s ideal for initial email communications.
Variations: Warm regards, Kind regards, Regards, Kindest regards
Author’s Tip: In terms of signing professional emails, steer clear from abbreviations like Rgds because your email will most likely sound far too informal.
Best wishes
Similar to the closing remark we’ve just looked at, “Best wishes,” is a good phrase to sign off your business email professionally with.
Use cases: There’s nothing unexpected about the phrase “Best wishes” as a closing line. It can be used to end pretty much any professional email, business letters, as well as follow-up emails.
Variations: Warm wishes
Thanks in advance
A great and polite email sign off for both professional and personal emails is the “Thanks in advance,” line.
Use cases: When you want to thank someone in advance that you’ve just asked them to do in the preceding email.
Variations: Thank you in advance
Author’s Tip: When using phrases like this one, try to sound as undemanding as possible.
Instead, try to actually show that you’re thanking someone who’s about to help you instead of showing that they should be obliged to help you.
Cheers
Similarly to ‘Thanks,’, “Cheers,” is a casual and friendly email ending word that’s widely used.
Use cases: When sending emails to colleagues or external collaborators you have a friendly, developed, and less formal relationship with.
Best
“Best,” is one of the most commonly used email endings.
Some argue that it’s actually become meaningless and cold.
However, we do think that, depending on the situation, it can still be relevant as a business email sign off.
Use cases: This email closing word, as well as its variations, can be used – in most cases – interchangeably in pretty much all email communications as a safe bet when you can’t decide what else works.
Variations: All best, All my best, All the best
Hope to hear from you
“Hope to hear from you,” is a closing line that can be used when you’re expecting the recipient to write you back.
Use cases: When writing an email to a prospective client or collaborator that you’re keen to get a reply from.
Variations: Hope to see your reply soon, Hope to connect soon
Looking forward to hearing from you
Following from the previous email ending line, “Looking forward to hearing from you,” can also be used for emails that imply that an answer is desired.
Some might think that this line is a bit vague or even aggressive, but given that your email actually shows that there’s something in there that needs to be answered, this sign off can be a good fit.
Use cases: When writing an outreach email to a potential client or someone you’d like to collaborate with.
Variations: Looking forward to your response, Looking forward to hearing your thoughts
Thanks for your help
“Thanks for your help,” is a pretty self explanatory email ending line that’s used to thank someone for the time they’ve dedicated to helping you.
Use cases: When writing to a colleague that’s helped you out with something that might not be in your area of expertise.
Variations: Thank you for taking the time to help me/us, I appreciate you taking the time to help
Talk soon
A casual closing, “Talk soon,” is an ideal, friendly, and semi professional closing for an email to someone you have regular contact with because of your jobs.
However, it can easily be used for personal emails, too.
Use cases: When sending an email to a colleague or vendor you have a casual professional relationship with and are in regular contact.
Variations: Speak soon, Chat soon
Have a great week
Similarly, a closing like “have a great week,” is a friendly and casual phrase to end an email with someone you have regular contact with.
It’s a sign-off that’s perfectly balanced between being formal and informal.
Use cases: When sending emails to your colleagues, especially on the first days of the week.
Variations: Have a great weekend, Enjoy your week, Enjoy your weekend
Have a nice evening
The “Have a nice evening,” line is a friendly and cheerful option, usually used when sending emails in the morning or afternoon.
Use cases: You can use this sign-off to end an email with a colleague or external collaborator. It adds a personal touch and is great when they’ve shared with you that they have plans that night.
Variations: Have a great evening, Enjoy your evening, Hope your evening goes well
Looking forward to seeing you there
Let’s say that you’re organizing a virtual or physical event and you’re reaching out to people to let them know.
In such a case, you could consider ending your email with a phrase that shows you’re wishing they will attend.
Use cases: When inviting a regular client or close colleague to a company event or meeting.
Variations: See you soon, See you there, Catch you then
With appreciation
There’ll be cases when you’ll need to show appreciation via email.
A polite and widely used way to do so is by using the closing “With appreciation,”.
In short, this closing is great when you want to show your appreciation in a direct but subtle way.
Use cases: When you want to express your appreciation to someone senior who’s gone out of their way for you.
Variations: Much appreciated
With gratitude
Similar to the closing we’ve just mentioned, “With gratitude,” is a phrase that shows gratitude and respect to your recipient.
Use cases: When you want to show gratitude to someone for something they did for you.
It might be used between two business associates that don’t know each other well, for example.
Variations: Grateful for your time/help/advice
Do not hesitate to contact me (if you have any questions or concerns)
The “Do not hesitate to contact me,” ending line shows the recipient that you’re at their disposal for anything they might need after they receive your email.
It underlines the fact that you’re open and will be available for any help or questions they might have.
Use cases: You can consider using this one when communicating with your employees or vendors to show that you’ll be available to help them in case they have questions about a task you’ve assigned them.
Variations: Don’t hesitate to ask any questions, Here to answer any questions
I truly appreciate your gesture
“I truly appreciate your gesture,” is an appreciation email sign-off that includes a personal tone, although it could be used for business purposes as well.
Use cases: This sign-off is ideal for expressing appreciation to someone who did a nice and thoughtful thing for you, like sending a gift or making a referral.
Variations: I truly appreciate your words, I truly appreciate your feedback, I truly appreciate you thinking of me
Keep up the good work!
Here’s a truly motivational email signoff that might just make the recipient’s day.
“Keep up the good work,” is a fantastic ending line that shows appreciation for someone’s hard work.
Use cases: This ending line can be successfully used from an employer to an employee that’s giving their best self at work.
Variations: You’ve done great with this! Great work, keep it up!
Casual Email Sign-Offs
Take care
“Take care,” is yet another widely used email closing phrase.
Use cases: It’s a great, casual closing line for a friend or familiar colleague.
However, it should be avoided for business emails because it can be considered too intimate.
Variations: Look after your
Have a good one
A good way to finish an email with a friendly tone is by using the closing “Have a good one,”.
Although it’s not formal, it can definitely be used amongst co-workers.
Use cases: When sending a friendly email to your work partner, particularly when you know they have a challenge or task to work on.
Variations: Have a good day ahead, Enjoy your day
xoxo
Ok, we know that this one is not for professional emails but we couldn’t resist mentioning it.
“xoxo!”
A sign off that sends hugs and kisses, it might be accompanied by emoticons and gifs and should be kept for communications that are personal and informal.
Put another way, keep xoxo for people you’re close enough to actually kiss and hug with.
Use cases: Only between close friends, family members, and loved ones. Too informal for anything else!
Variations: xxx, ;)
How NOT to End an Email
Later
The phrase “Later” can be seen as a casual and overly familiar way to end an email, which might not align with the professionalism required in many communication scenarios.
Use cases: “Later” might be tempting to use when you’re in a hurry or conversing with a close friend, but it lacks the formality and warmth needed in professional or new correspondences.
Why to Avoid: Ending an email with “Later” can inadvertently convey a sense of indifference or a lack of professionalism. It may leave the recipient with an impression that their conversation or business is not being taken seriously.
Author’s Tip: Reserve “Later” for casual, informal interactions with people with whom you have an established rapport. When in doubt, opt for a more traditional closing that maintains a tone of respect and reflects the professionalism of the exchange.
Peace
Closing with “Peace” exudes a laid-back vibe that might come off as too casual or nonchalant in professional communication.
Use cases: It might be appropriate among friends in a personal email but can undermine the tone in business correspondence or with those you don’t know well.
Why to Avoid: “Peace” carries cultural and informal connotations that may not match the professionalism expected in business communications, potentially leading recipients to view the sender as unprofessional or too casual.
Author’s Tip: It’s best to match the formality of your sign-off with the context of your email. When you’re aiming for a professional tone, opt for more universally accepted closings like “Best regards” or “Sincerely.” Save “Peace” for personal exchanges where informality is established and welcomed.
Yours
Ending an email with just “Yours” can come across as strangely intimate and somewhat unfinished, which might not suit all types of correspondence.
Use cases: “Yours” may seem appropriate when you’re aiming for an affectionate tone, but it lacks the necessary clarity and formality for most professional situations.
Why to Avoid: A standalone “Yours” might be misconstrued due to its brevity and potential personal undertones, which can be off-putting in a business setting or when the relationship doesn’t warrant such familiarity.
Author’s Tip: When leaning towards a personal but still professional sign-off, consider extending “Yours” to “Yours sincerely” or “Yours truly” to give it a more complete feel. These extended forms strike a balance between warmth and professionalism, being better suited for various email contexts.
Sent from my [Device]
Using a default signature like “Sent from my [Device]” may signal convenience but can detract from the professionalism of your correspondence.
Use cases: While this preset signature is common for quick replies sent from mobile phones or tablets, it should not replace a personalized sign-off in business emails or formal communications.
Why to Avoid: “Sent from my [Device]” comes across as impersonal and can create the impression that the sender has not made the effort to craft a proper closing. It also places unnecessary focus on the device used rather than the message content.
Author’s Tip: Take the time to personalize your email sign-off, especially in a professional setting. It doesn’t have to be elaborate; something as simple as “Best regards” or “Thank you” demonstrates your intention to conclude the email thoughtfully. Remember to disable or customize your device’s default email signature to something more fitting for the context of your messages.
Love
Signing off an email with “Love” may convey deep affection, but it lacks the formal tone required for professional interactions.
Use cases: “Love” is a powerful sign-off best reserved for close family members and friends. It’s not suitable for workplace communication or when engaging with clients and colleagues.
Why to Avoid: Using “Love” can blur the boundaries of professional decorum and may cause discomfort or misinterpretation among recipients who maintain a formal relationship with the sender.
Author’s Tip: Keep the professional context in mind and choose sign-offs that respect the nature of your relationship with the email recipient. Consider alternatives such as “Best wishes” or “Kind regards” to maintain warmth without overstepping professional boundaries. Reserve “Love” for personal conversations where the emotional connection is explicit and mutual.
TTYL
Ending an email with “TTYL,” which stands for “Talk To You Later,” brings a level of informality that may not align with professional communication standards.
Use cases: “TTYL” might fit in casual texts or messages among friends but isn’t suited for business emails, formal requests, or correspondence with individuals you do not have an informal relationship with.
Why to Avoid: “TTYL” can come across as overly casual or dismissive in a professional setting. It fails to convey a sense of professionalism and may reduce the seriousness of your message.
Author’s Tip: Opt for more professional alternatives that convey a readiness for ongoing communication, such as “Looking forward to your response” or simply “Best regards.” These sign-offs maintain the intended professional tone and show respect for the recipient’s role in the conversation. Reserve “TTYL” for personal and informal exchanges where the context justifies a relaxed tone.
Ciao
While “Ciao” may carry a cheerful and sophisticated charm, it’s not always the right fit for a professional email’s closing sentiment.
Use cases: “Ciao” might be suitable for friends or colleagues in creative industries where the communication style leans towards the informal. However, it’s not recommended when addressing superiors, potential clients, or anyone in formal business circumstances.
Why to Avoid: In the context of professional emails, “Ciao” may come off as too laid-back, potentially undermining the seriousness of your message or your commitment to professional decorum.
Author’s Tip: Assess the nature of your relationship with the email’s recipient and the cultural context. Opt for more conservative closings like “Kind regards” or “Sincerely” to maintain professional credibility. Save “Ciao” for those with whom you’ve established an informal rapport or for personal correspondence, where its friendly tone is more appropriate.
[No sign-off]
Neglecting to include a sign-off in your emails may not seem like a big deal, but it can appear abrupt and incomplete to the recipient.
Use cases: While you might be in a rush or feel that a sign-off isn’t necessary for quick replies or informal chats, it is almost always expected in professional or external business communications.
Why to Avoid: Skipping a sign-off in professional emails might give the impression of being inattentive or even rude. It can leave the conversation feeling unfinished, which isn’t ideal when you’re looking to maintain or establish a good rapport.
Author’s Tip: Always take a moment to end your emails with a proper sign-off. It doesn’t have to be elaborate—something as simple as “Best regards” or “Thanks” will suffice. It shows the recipient you’ve put thought into your correspondence from start to finish. Avoid leaving the ending of your emails to chance, and ensure you always sign off with intention and professionalism.
6 Tips to Help You Create an Email Signature that Stands Out
An email signature is like a standardized email template that people use to sign off their emails.
Email signatures are mostly used in professional email communications and usually include essential contact information.
There is no single “right way” to build a signature, but let’s break down some important tips that’ll help you create an effective email signature that stands out.
Tip #1: Make sure to include your full name
The first tip we have for you in terms of your email signature is to include your full name.
Your full name should go right under the body of your email.
Have a look:
Including your full name is a must for the first time you’re communicating with someone.
Although it’s not necessary to sign off with your full name when you’re having regular email communication with someone, or when exchanging emails with a close friend, your full name must be part of your professional email signature.
Here’s our second tip.
Tip #2: Make sure to include your contact information
The second tip we have for you is to make sure to include your contact information.
A default email signature includes all necessary contact and personal information that’ll give the recipient alternative communication routes in case they’d prefer to get back to you in ways other than email.
This is helpful because people might prefer having phone calls or sending letters.
For that reason, you should consider including information like your phone number, fax number, alternate email address, and your work address if it’s a professional correspondence.
Let’s now move on to the third tip.
Tip #3: Provide links to your social media accounts
The third tip we have for you is to include your social media account links in your email signature.
Similar to what we’ve already discussed about including contact information that’ll help the email recipient contact you in alternative ways, your social media accounts might do exactly that.
People love to stay connected on social media with people they have personal or a professional relationship with, so make sure you include some of your social media account information.
It can be your Linkedin and Twitter profiles for professional email correspondence.
Here’s how your email signature with links to your social media accounts might look like:
As simple as that.
Moving on to the next tip.
Tip #4: Provide the email recipient with your job title
Alongside your social media profiles and other contact information, it’d be great to provide the email recipient with your job title.
Exactly like shown in the snapshot below:
Again, this tip mostly applies to first time professional emails.
Knowing your job title or job position within a company is very helpful for someone receiving your email.
Additionally, it might play a significant role in terms of the response rate of your emails.
In other words, your job title might make it more likely that the recipient will send you back a more appropriate response.
Have a look at the second to last tip in terms of creating your email signature.
Tip #5: Stay away from ‘Sent from my iPhone’ types of sign offs
A rather important tip we want to share with you is to avoid using email sign offs that indicate the type of device you used to send your emails from.
This basically means that you need to dedicate some time to deactivating automated sign offs that might come with your device or certain apps, that’ll show the recipient the type of device you used to write and send your email.
Although some say that a ‘sent from my iPhone’ line helps them justify potential typos, we stick to our conviction that such lines are unnecessary pieces of information no one really needs to know about.
Keep reading to check out our last email signature tip.
Tip #6: Keep your email signature short and simple
The last tip we have for you when tailoring your email signature is to keep it short and simple.
You can use a company logo or a graphic if you want to, but your email signature should overall be short and as minimal as possible.
The most important thing to remember is to include the pieces of information the recipient needs to know about you and that should be enough.
Let’s wrap this post up with a few final comments and a question for you.
Link building cheat sheet
Now Over to You
There you have it.
You now know everything about ending an email in a professional manner, so that you can always make a positive impression.
If you need help streamlining your email outreach campaigns, don’t hesitate to start your 7-day free trial with Respona to see how we can help!
