How To End Your Email When You Need A Last Ditch Effort To Catch Their Attention
Every time you end your email, chances are youre conforming to a social norm.
So if your goal is to really get someones attention, break it.
Its like when someone stands facing the opposite way on an elevator everyone notices. Heres one way to do it:
We liked this real-life example from Ralph Jones, who spent a month replying to emails with I love you . Heres how his experiment played out:
That escalated quickly. So much
Tip #: 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 weve already discussed about including contact information thatll 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.
Heres how your email signature with links to your social media accounts might look like:
As simple as that.
Moving on to the next tip.
The Format Of A Formal Email In English
Depending on the type of relationship you have with the person youâre writing to, there are different ways of starting an email, but any email should always start with a greeting. In our specific case being formal, the most appropriate options are:
- Dear Mr/Mrs/Ms
- Dear Sir/Madam or more generally âTo whom it may concernâ
After the initial greeting you need an introductory sentence that indicates clearly the reason for writing and is consistent with the subject of the email. Introduce yourself briefly , then follow on with:
- I am writing with regard toâ¦
- I am writing in connection withâ¦
- I am writing in reference toâ¦
If youâre writing an email to send information, you can start with one of the following sentences:
- I am writing to let you knowâ¦
- I am delighted to tell youâ¦
- I regret to inform you thatâ¦
If instead youâre replying to an email you received, you can say:
- I am writing in response toâ¦
- I am writing in reply toâ¦
- I am writing to thank you forâ¦
Body of the text
There are no conventional formulas for writing the body of the text because this varies according to the function of what you need to communicate. Itâs useful to prepare an initial draft and then proceed with any corrections.
The general rules are that the text should be divided into short paragraphs that avoid abbreviations and acronyms, both of which you can use, on the contrary, when you write an informal email to family and friends.
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Ensure That You Write A Closing
While this goes without saying, make sure you always write a closing to your emails.
There are several reasons for this:
A. It lets your recipient know where the email ends
If your email does not have a clear closing, it can seem like your email message was cut off in between. By adding a closing line and email signature, you let your recipient know that the email has ended.
B. It doesnt seem like you wrote your email in a rush
Even if you did write your draft in a hurry, a professional email shouldnt look like it was drafted quickly.
Like your subject line, an appropriate, professional closing stabilizes the structure of your business correspondence.
C. Your recipient wont be confused about who sent the email
Your email signature should tell the recipient who you are, especially if its the first time youre writing to someone.
If theyre unsure about who sent the email, they dont have the necessary context to understand your email message, or who should get their reply. Its like sending a letter with no return address!
D. Your email doesnt seem unprofessional if its forwarded to others
Even if youre replying in the same email thread, a proper email closing helps you follow basic email etiquette. It ensures that anyone your email is forwarded to knows who you are and that you dont come across as unprofessional.
Email Closing : Why Is The Closing Of An Email Important
Before we dive into some of the best ways to sign off a professional email, lets 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 youre giving the email recipient is where youd 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 youll 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 wed love to sign off with a Ciao more often ciao sounds really cool! professional email closings require us to be more considerate of how our emails will be perceived.
Put another way, the closing line or closing phrase youll be using should work as a fantastic call-to-action thatll invite the person receiving your email to take some action, show interest in what youre talking about, and ultimately get back to you.
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.
Lets now go through a list of email closings you should definitely consider using.
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Sign Off #2: Keep Up The Good Work
Heres a truly motivational email sign off that might just make the recipients day.
Keep up the good work is a fantastic ending line that shows appreciation for someones hard work.
Use cases: This ending line can be successfully used from an employer to an employee thats giving their best self at work.
Variations: Youve done great with this! Great work, keep it up!
Scenario : Following Up After A Meeting Or Call To Move To Next Steps In Doing Business Together
Email subject line: Next steps for
It was great meeting you the other day and chatting about . Id love to get started on working on so you can .
Ive attached a form for you to fill out with your basic information so we can get started. The next step is to
Please fill this out and send it back as soon as you can so we can move to the next step.
Looking forward to working with you,
Tip: Include something personal and give them context about who you are. People are often so busy that just seeing your name in their inbox may not be enough to remind them of who you are. Focus on adding value by reiterating a problem you can solve for them or benefit/goal you can help them achieve. Finish with a call to action telling them what you need them to do and why its important.
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What To Include When Ending An Email
The amount and type of information you add to your email endings will depend on the situation. But generally the less you know the person youre emailing, the more info is required.
Here are the most common elements of a professional email ending:
If youre creating a default email signature, consider adding everything on this list from name down . Note that Sent from my iPhone is not part of a professional email ending and is appropriate only when it makes sense for the other person to know that you sent an email on the go. Otherwise, delete this before you hit send, and definitely keep it out of any email cover letters.
How might this look all together?
How To End A Formal Email
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If youre writing a formal email, you may find yourself struggling with the best way to end your message. Fortunately, your ending doesnt have to be anything elaborate. Finish the body of your message with a concise, formally written ending line that sums up the purpose of your email. When thats done, wrap up the email with an appropriate closing based on how well you know the recipient. Dont forget to sign off with your name and contact information.
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What Not To Write In A Professional Email
Now we’ve covered what’s an acceptable sign-off in a professional email. But what about the things you should never use in professional email correspondence?
Unless you’re writing to a spouse that happens to be a coworker, never, EVER use “love,” “hugs,” “xo,” or anything else in that category. While endearing, they come off as extremely unprofessional and juvenile. As a leading job recruitment agency, we’ve seen firsthand how employers react to different email sign offs and trust us, if you end an email with “XO,” the reaction will not be pretty.
Email Closing Example 1
Imagine receiving an email about an exciting new business opportunity. As you read the email you think to yourself, “maybe I should give this a try?” At the same time, you’re also wondering “who sent this email to me?”
So, you skim down to the bottom of the email, only to find that the sender has signed off on the email as “Brian.” There’s no last name and no contact information.
“Who on earth is Brian?” You wonder. Not remembering anyone named Brian, you conclude the email is spam and you move it to your trash folder. If the sender had thought about how to end an email with contact information you might have given it a second look.
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Sign Off #: Looking Forward To Seeing You There
Lets say that youre organizing a virtual or physical event and youre reaching out to people to let them know.
In such a case, you could consider ending your email with a phrase that shows youre wishing they will attend.
Use cases: When inviting a regular client or close collaborator to a company event or meeting.
Variations: See you soon, See you there, Catch you then
Sign Off #1: Cordially
Cordially is a friendly sign off thats also polite and formal.
In other words, its a nice ending phrase for an email thats formal but you want to make it sound cheerful and kind.
However, some might think its slightly outdated.
Use cases: Business communications with personal undertones, useful when youre not too sure how formal you should be yet.
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Tip #: Provide The Email Recipient With Your Job Title
Alongside your social media profiles and other contact information, itd 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 #: 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 youre communicating with someone.
Although its not necessary to sign off with your full name when youre 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.
Heres our second tip.
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Sign Off #2: With Gratitude
Similar to the closing weve 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 dont know each other well, for example.
Variations: Grateful for your time/help/advice
How To Close An Email To A Client
Never end an email to a client with “Let me know how I can help.” It may seem innocent and accommodating, but clients will feel overwhelmed because they’ve hired you to do the job and come up with the ideas. Your clients are BUSY people, so don’t ask them what they want…tell them what you plan on doing and ask if that plan sounds good to them.
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How To Sign A Business Email
The ending is an integral part of any email communication. Due to the different aspects, you can touch on in the message body, the email closing can leave a positive impression. First, a proper ending makes it clear where your message ends. Without it, the user feels like something is missing.
Ending your email message motivates the recipient to take action, indicates your intentions, and provides information about how you perceive your relationship with the recipient. If you want to learn how to sign a business email properly, lets stick to these five tips, and youll never have this dilemma again.
The Rules For Writing Formal Emails In English
To write an email in English in the right way, donât improvise! Read the following advice to avoid making serious mistakes that could compromise the success of the email from the moment it is received.
The subject is the first piece of information that the recipients of an email see, and if itâs written incorrectly or unclearly, it could push the reader to delete it without even opening it! So itâs important to give a clear and precise message, right from the start, indicating the content or reason for writing in two or three words that grabs the attention of the recipient.
Unlike many other languages which require long complex sentences in a formal written context, English is very concise and favors short sentences and a simple structure. Make sure you break up the text into two or three paragraphs â this enables the reader to quickly see the key points.
When you write an email in English, youâre not only using another language but youâre also entering another culture with different habits. The Anglo-Saxons in general pay a lot of attention to forms of courtesy and gratitude, therefore never forget to add them.
Check the email
Be sure to have set your emails to end with all the important information about you, including:
- name and surname
- relative details about your company
- link to the company website
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