How To Sign A Professional Email

How To End A Business Email

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It’s one thing to read a list of guidelines and closings for professional email, it’s another to see some examples of how to end a business email. So, let’s examine some sample closings for professional emails. We’ll review both the good and the bad.

Here are two examples of professional email closings. Compare the properly formatted example of an email closing with the poor example.

Email Closing Lines Thank You

Among all of the email closing lines, thank you is the most popular. Think about the situations where youre sending an email to say thank you. How can you express your appreciation through an email that shows the recipient you value their contribution? What is the best wording to achieve this? If its a friend or family member that helped with something, this should be pretty natural. But what about in a professional or business setting?

Especially when applying for a job, a thank you is very important. In addition to showing your appreciation in person and sending a letter in the mail, sending an email saying thanks is critical. Even in the beginning stages of the recruiting and application process, knowing how to end an email for a job interview can only help your chances in landing an interview and getting the job. Start the email off by saying thanks for the opportunity and end it with a message of thanks. Three times might be too much, but saying it twice is recommended!

Even if youre not currently looking for a new role or company to join, knowing how to end an email for a job will only help you in the future. As your career evolves and new opportunities arise, you may find yourself in a situation where thoughtful email communication becomes important for your next move. So use it to your advantage to stand out from the other candidates, and carry all of these recommendations with you into your daily email habits.

Tip #: Make Sure To Include Your Contact Information

The second tip we have for you is to make sure to include your contact information.

Effective email signatures include all necessary contact information thatll give the recipient alternative communication routes in case theyd 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 its a professional email communication.

Lets now move on to the third tip.

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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.

Sign Off #: Looking Forward To Seeing You There

How to Create A Professional Email Signature

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

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A Giant List Of The Best Email Sign Offs

So, we’ve already established that an email signaturetemplate beneath your name is a great way to make a memorable and professionalimpression. But what should the last line before your name say?

The answer varies depending on your situation. There areliterally hundreds of ways to close an email, but not all of them areprofessional or appropriate for every situation. Email closings can be dividedinto three categories:

  • Formal.Use this type of email closing in a business email to someone who has authorityover you or to someone you don’t know very well. Many corporate cultures favorthe formal email sign off.
  • Semi-formal.Use this type of email sign off in a less formal business situation and withthose you know well. Some businesses foster a less formal environment and theseemail closings work well there.
  • Casual.In most cases, you’ll reserve casual email closing for personal acquaintances,although they are sometimes used in marketing emails or more creativebusinesses.
  • Make sure to match your email closing to the tone and styleof the email you’re sending. You wouldn’t want to add a casual email sign offto a formal email, or vice versa.

    If you’re not sure whether a formal or semi-formal tone isappropriate for the business you are in, look for clues in the emails youreceive. If most of them have formal closings, you are probably safer to adopta formal closing for your own emails. If you’re still not sure, though, it’ssafer to stay on the formal side.

    Choosing The Right One

    In 2016, HuffPost and YouGov polled 1.000 readers about which is the most commonly used sign off and which is the most annoying one.

    The results showed that only 17% of emails receive formal emails. The most commonly reported sign offs used by respondents were:

    • Thanks
    • Just a name
    • Sincerely

    As for annoying email sign offs, 41% of respondents think that emails are too informal to worry about your verbiage. Nevertheless, there are a few words that take the cake:

    • Xoxo
    • Cheers

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    The Friendly Business Email Sign Off

    9. Best

    This email sign off is like a perfect closing passe-partout. Its one of the most common email closings, formal and cheerful at the same time, but avoid using it if you want to give to your message a more dynamic and attention-grabbing tone.

    10. My best

    Not too different from the above, but sounds a little more personal, if thats what you want to achieve.

    11. All the best

    Suitable for both professional and more informal emails, all the best is a kind sign off, breeze but not too casual. Perfect for business emails with a relaxed tone.

    12. As ever

    If youre writing an email to a colleague or someone you have an ongoing business relationship with, then this is the best email sign off. Its friendly, while at the same time reassuring the receiver that things are fie between you too.

    13. Cheers

    Yeah, I know we said how its one of the most annoying email sign offs, but maybe you can pull it off! Its got a cheerful vibe that fits well in emails to people you know well, but it can always seem a bit pretentious if youre not British or Australian.

    14. Peace

    I actually roll my eyes when I see this one, but maybe this retro sign off works for you. Certainly has something to say about its sender.

    Talk soon

    Short and informal enough, but would only use it if I actually expect to talk to the person soon.

    How To Format Your Email Closing Properly

    How To Create a Professional Email Signature! | The Intern Queen

    The closing of your business email is like the closing of a business letter. It should look something like this:

    Final paragraph of email body .

    Closing phrase,

    Signature Template

    First and Last Name, Title and Company Phone, Email, URL

    You may wonder whether you need to include contact information below your name if you’re using an electronic signature template. The answer is “yes.” It’s important to also type the information below your name since some email accounts block images. If you leave contact information out below your name, a recipient whose email account blocks images won’t know how to contact you.

    But what closing phrase should you use before your signature line? Let’s discuss some common business email closing sentences.

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    Examples Of How To End An Email

    No two situations are identical, but weve laid out ways to approach sign-offs for five common email scenarios. If the email youre writing doesnt fit precisely with one of the below categories, consider what level of formality would be the equivalent.

    An email to a colleague you write to every day doesnt need to include a link to your and your job title. It may not even require a sign-off at all, beyond your name. But an email to a client or hiring manager needs this information to seem professional and complete.

    Notice how the tone and word choice varies depending on the recipient:

  • After a Phone Screening Interview

    Thank you again for taking the time to speak with me today. Please let me know if you need any more information from me.


  • Sign Off #2: With Appreciation

    Therell be cases when youll 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 whos gone out of their way for you.

    Variations: Much appreciated

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    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:

    Love you,

    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

    Consider Your Relationship With The Recipient

    What to put in your resumé if you donât have professional ...

    You should stick to professional email closings when speaking with anyone related to your job search. However, if you are close friends with the person, you can consider a semi-professional closing, such as Cheers, or Yours truly. If you are in any doubt, always lean towards a more professional closing.

    Recommended Reading: How To Permanently Delete Emails

    Common Email Closing Phrases Evaluated

    The topic of how do you end a business email is hotly debated. Even the experts don’t agree on what works and what doesn’t in every situation. One thing is clear. Some email closings are more effective than others.

    Generally speaking, formal closings work for business situations where you don’t know the recipient well or where the recipient is in a position of authority. Semi-formal closings can work for colleagues you know well or peers. Be careful when using casual closings. Some marketers use them to build a sense of familiarity. If you’re not sure, reserve casual closings for friends and family.

    The variations of how to close a business email are nearly endless. But, here are 15 common professional email ending phrases :

  • Always . Variations include “Yours always.” This closing may seem vague.
  • Best . A very popular closing. Variations include “Best Wishes” and “Best Regards.”
  • Cheers . This British-sounding closing is best left for personal email.
  • Cordially . Although this email closing is considered casual, it’s got an old-fashioned sound to it.
  • Later . This is too informal for nearly all business emails.
  • Love . Variations include “Love Ya.” This email ending isn’t a good choice for professional emails.
  • Regards . Variations include “Warm Regards,” “Kind Regards,” and “Best Regards.”
  • Respectfully . Use for extremely formal professional emails.
  • Sincerely . Variations include “Sincerely Yours.”
  • Thank you . Variations include “Thanks” and “Thanks in Advance.”
  • How To End An Email Asking For Help

    Email etiquette is not just important for the business world. You need to think about email etiquette when you are in college, and if youre wondering how to email your teacher on Gmail or any other service, the main rule is to be polite.

    This section explains how to write a sample email to professor asking for help. It covers the process from how to open the email to how to end an email asking for help when you are in school.

    Your first question is probably about how to start an email to a professor or how to start an email to a teacher. In both cases, put the course and the main reason for your email in the subject line. For instance, you may want to say Chemistry 101 Deadline Extension Request if you want more time on your chemistry assignment.

    The next step in how to email a teacher about an assignment is to include a formal introduction. You can either open with the professor or teachers title and last name. For instance, you may write Professor Price or Mrs. Brown, and you can include dear for an extra bit of formality.

    You may wonder how to end an email to a professor, and in this case, you should include your name, degree program, and student ID. You should also include the class you are referencing. Keep these same essential rules in mind when youre trying to figure out how to end an email to a teacher as well.

    Thank you for your help!Sincerely,Student ID: 12345

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    The Perfect Email Companion For You In 2021

    Lets face it even when you perfect your email communication or closing phrase, youll only enjoy a fractional improvement in your engagement and response rates.

    If you truly want to take your email outreach to the next level, you need a powerful email companion like GMass to improve your overall email performance!

    How To End A Professional Email

    Get Your Professional Email Signature in Gmail

    Let’s start with the basics. As any job recruiter would tell you, the standard way to end any letter is with “sincerely.” And don’t get us wrong, sincerely is a perfectly acceptable sign off for an email but it’s also unoriginal and overused. So let’s take a look at some of our other options. Here’s a short list of the most common email sign offs for professional emails:

    • Sincerely

    • Yours Truly

    • Take Care

    Unless your email is going to a particularly formal or traditional business professional, “fondly” and “yours truly” both fall into the same category as “sincerely”: they work, but they’re formal and monotonous.

    As a global staffing agency, we always recommend showing your personality within reason when it’s appropriate. To that end, cheers, best, and take care have all become front-runners in the modern age of email professionalism. In particular, we recommend cheers. What was once a quaint British phrase for saying goodbye has become a mainstay in American professional email culture, offering an upbeat, simple, and perfectly professional option for ending your emails. Its pleasant, unique, and will make you stand out just enough. So far Ive only encountered one company that uses cheers to end its emails and my experience has always been cheery.

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