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How to End an Email (With Examples)

By Julian Lewis March 24, 2024

How to End an Email (With Examples)

Introduction: Setting the Stage for the Perfect Email Farewell

In the vast expanse of digital correspondence, the art of concluding an email is akin to a final chord in a symphony—crucial and memorable. Whether it's a professional email, a casual note to a friend, or a follow-up email after a job search, the way you sign off can leave a lasting impression, tipping the scales from a mere message to a meaningful connection. But with myriad options at your disposal, from the classic "Kind regards" to the more personalized "Stay awesome," how do you choose the right closing line that encapsulates your message's tone, intent, and your relationship with the recipient?

This guide is your compass in the sea of email sign-offs, steering you through professional email signatures, the warmth of casual emails, the precision of business correspondence, and beyond. Here, we not only provide you with a treasury of examples but also the why behind them—because ending an email professionally, politely, or with a dash of personality can transform your digital missive into a powerful tool for building stronger relationships, making a good impression, or simply leaving the reader with a smile. So, let's dive into the nuances of how to end an email, ensuring your final note is not just heard but felt, leaving a positive and lasting impression.

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Why Email Endings are Important

The conclusion of an email is more than just a formality; it's a potent tool in your communication arsenal. Much like a firm handshake or a confident farewell, the way you end an email can cement a lasting impression, influence the tone of future correspondence, and even define the nature of your relationship with the recipient. It's the final note that resonates after your message has been read, making the choice of sign-off critical in ensuring your email achieves its intended effect.

Professional emails, when ended with care, can enhance your reputation, underscore your professionalism, and foster stronger relationships. A well-chosen email sign-off acts as a personal signature, a stamp of authenticity, and a reflection of your regard for the recipient. It's not just about ending with "Kind regards" or "Best wishes"; it's about aligning your closing with the message's content, your relationship with the reader, and the context of your correspondence. This alignment ensures your emails are not only read but remembered positively.

Moreover, the art of ending an email extends beyond professional interactions. Informal emails benefit from thoughtful sign-offs as well, as they convey warmth and maintain the casual tone of your message. Whether it's a gentle reminder, a note of gratitude, or a simple well wish, the right ending can turn a mundane email into a memorable exchange, strengthening bonds and leaving both parties looking forward to future interactions. In essence, mastering how to end an email is an invaluable skill, pivotal in making every email an opportunity to enhance communication, express professionalism, and leave a good impression.

How to End an Email (With Examples)

Crafting the Perfect Conclusion

Write a Strong Closing Line

A strong closing line serves as the cherry on top of your email, encapsulating the essence of your message and reinforcing its purpose. It's your final opportunity to make an impact, whether it's to encourage a response, express gratitude, or simply leave a positive impression. Think of it as the closing argument in a trial, where clarity, purpose, and a touch of personal flair can sway the verdict in your favor.

What is a Good Closing Sentence in an Email?

A good closing sentence in an email mirrors the content and tone of your message, while also considering the relationship with the recipient. For a professional email, it might reaffirm your thanks or reiterate a call to action, such as "Looking forward to your feedback" or "Thank you in advance for your attention to this matter." The goal is to end on a note that feels both sincere and appropriate, ensuring the recipient knows what's expected next or how much you value their input.

Add the Right Email Sign-Off

Choosing the right email sign-off can be likened to selecting the perfect accessory—it should complement the outfit, not overshadow it. "Warm regards," "Best wishes," and "Kindly" are versatile options that suit a variety of professional contexts, while "Warmly" or "Cheers" might be reserved for more informal or familiar communications. The key is matching the sign-off to the level of formality of your email and your relationship with the recipient, enhancing the overall message rather than detracting from it.

10 Email Sign-Offs to Avoid

While creativity in email endings can be refreshing, certain sign-offs may come across as too casual, overly familiar, or just plain inappropriate in a professional context. Here are ten to steer clear of:

  1. "XOXO": Too personal for professional emails.
  2. "Yours faithfully": Outdated and overly formal.
  3. "Talk soon": Assumes a level of familiarity that may not exist.
  4. "Thx" or "Rgds": Abbreviations can seem lazy or unprofessional.
  5. "Take care": Can feel too casual for some professional settings.
  6. "Love": Only appropriate for close personal relationships.
  7. "Sent from my iPhone": Not an actual sign-off, but best removed or customized.
  8. "Cheers": Can be too informal for certain professional interactions.
  9. "Yours truly": Often seen as overly formal or stuffy.
  10. "See ya": Far too casual for most professional emails.

Crafting the perfect conclusion to your email involves a delicate balance between professionalism and personality. Whether it's a closing line that packs a punch, a sign-off that seals the deal, or avoiding those that can leave the wrong impression, each element plays a pivotal role in ensuring your email not only ends well but also leaves a lasting, positive impact.

How to End an Email (With Examples)

Tailoring Your Sign-Off

General Email Sign-Offs

General email sign-offs are the Swiss Army knife of email endings—suitable for almost any situation. "Best regards," "Kind regards," and "Warm regards" strike the perfect balance between professionalism and warmth, making them ideal for both new and ongoing professional correspondences. These versatile sign-offs ensure your emails maintain a tone of respect and consideration, laying the groundwork for positive future interactions.

Professional Ways to End an Email: Closing Phrases

In a professional context, the closing phrase is your final opportunity to leave a strong, lasting impression. Phrases like "Sincerely," "Respectfully," and "With appreciation" not only wrap up your message on a formal note but also underscore your professionalism and the seriousness with which you regard the correspondence. Tailoring your sign-off to reflect the nature of your professional relationship can enhance the impact of your message and foster stronger connections.

Email Sign-Offs for Formal Business

For formal business communications, where maintaining a tone of utmost professionalism is key, consider using sign-offs such as "Yours sincerely" (when you know the recipient's name) or "Yours faithfully" (when the recipient's name is not known). These sign-offs convey a high level of respect and formality, appropriate for first-time communications, high-stake transactions, or when corresponding with senior officials.

Casual Email Sign-Off Examples

When the context allows for a more relaxed tone, or if you're emailing someone you have a casual relationship with, sign-offs like "Cheers," "Best," or "Warmly" can convey friendliness without sacrificing professionalism. For communications with colleagues you're familiar with, or in less formal industries, these sign-offs help maintain a friendly tone while still wrapping up your email with a professional touch.

Choosing the right sign-off is not just about ending an email; it's about reinforcing the message you've conveyed, respecting the relationship you have with the recipient, and setting the tone for future interactions. Whether you opt for a general, professional, formal, or casual sign-off, the key is to match the closing with both the context of your message and the nature of your relationship with the recipient. This attention to detail can turn a simple email ending into a powerful tool for building relationships and making a lasting impression.

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Situational Sign-Offs

Email Endings for When You Need Feedback or a Task Completed

When your email's goal is to elicit feedback or ensure a task's completion, clarity and a call to action are key. Ending your email with "I appreciate your input on this matter" or "Please let me know your thoughts by [specific date]" sets clear expectations and politely nudges the recipient towards a response. This approach not only facilitates effective communication but also underscores the importance of the recipient's feedback or the completion of the task at hand.

Email Closings When You're Sending a Reminder

Sending a reminder email requires a balance between assertiveness and politeness. A sign-off like "Looking forward to your update" or "Thank you in advance for your prompt attention to this matter" can be effective. These closings gently remind the recipient of the pending action without being overbearing, fostering a cooperative rather than confrontational atmosphere.

How to End an Email After a Job Interview

Following a job interview, your email should convey gratitude and reiterate your interest in the position. A closing such as "Thank you once again for the opportunity to interview" or "I am eager to contribute to your team and look forward to potentially working together" reflects both appreciation and enthusiasm. This approach not only reinforces your interest but also leaves a positive impression on the interviewer.

Following Up After a Meeting

After a meeting, it's crucial to reflect on the discussion and express your readiness to take the next steps. Sign-offs like "Thank you for the productive meeting" or "Ready to move forward with the discussed actions" can be particularly effective. They not only acknowledge the meeting's value but also demonstrate your initiative and commitment to progress.

When You're Accepting a Job or Writing a Team Intro Email

Accepting a job offer or introducing yourself to a new team marks the beginning of a new chapter. Endings such as "Excited to start this journey with [Company/Team name]" or "Looking forward to contributing to our shared success" convey both enthusiasm and a team-oriented mindset. These sign-offs set a positive tone for your upcoming interactions and express your eagerness to be part of the team.

Each of these situational sign-offs is tailored to convey a specific message and tone, depending on the context of your email. Whether you're following up, expressing gratitude, reminding, or introducing yourself, the right closing can enhance your message and foster stronger, more positive relationships with your recipients.

How to End an Email (With Examples)

Enhancing Your Email Signature

Finish with Your Email Signature

An email signature is the final piece of your email's puzzle, seamlessly encapsulating your professional identity and making it easy for recipients to contact you. Beyond being a mark of professionalism, a well-crafted email signature serves as a silent ambassador for your personal brand, offering essential information and additional resources like your LinkedIn profile without overwhelming the reader. It's the capstone of every email, ensuring that your communication is not just ended but effectively concluded with all the necessary details at the recipient's fingertips.

What to Include in a Professional Email Signature

A professional email signature should be concise yet informative, including your full name, job title, company name (with a link to the company's website), contact information, and professional social media profiles (notably LinkedIn). Optionally, you can also add a professional headshot to personalize it further. For added utility, some choose to include a call-to-action, such as inviting the recipient to subscribe to a newsletter. Remember, the goal is clarity and accessibility, ensuring that anyone who wants to reach out or learn more about you professionally has everything they need in a few lines of text. This strategic signature not only reinforces your professional image but also enhances the overall communication experience, leaving a lasting impression on your email correspondents.

How to End an Email (With Examples)

Enhancing Your Email Signature

Finish with Your Email Signature

An email signature is not just a formality; it's an extension of your professional persona and a vital tool for branding. It should encapsulate essential contact information and professional details, allowing recipients to connect with you easily. Think of it as your digital business card—one that accompanies every email you send.

What to Include in a Professional Email Signature

A well-crafted professional email signature should include your full name, job title, company (with a link to the company website), phone number, and email address. Optionally, you can add a LinkedIn profile link to facilitate professional networking, a small, professional photo of yourself to add a personal touch, and any legal disclaimer required by your company. This configuration ensures that your signature provides all necessary contact information in a concise format, reinforcing your professional image with every email sent.

By meticulously crafting your email signature to include these elements, you ensure that each correspondence carries your professional stamp, offering recipients a clear path to further engage with you, be it for business inquiries, networking, or follow-up conversations. This level of attention to detail in your email signature not only enhances your professionalism but also underscores the importance of clear, effective communication in the digital age.

Conclusion: How to End an Email Professionally: The Bottom Line

In the symphony of digital communication, how you end an email can resonate long after the message is read. It's not merely about adding a conventional sign-off; it's about closing with intention, professionalism, and a touch of personal flair. From the warmth of "Best wishes" to the sincerity of "Looking forward to your reply," each sign-off carries the potential to strengthen a connection, express gratitude, or pave the way for future correspondence. Whether you're wrapping up a formal business exchange, following up after a job interview, or simply saying "Stay awesome" to a close colleague, the perfect email ending is your final opportunity to leave a positive and lasting impression. Remember, ending an email professionally doesn’t just reflect your communication skills; it underscores your respect for the recipient and your attention to detail—crucial elements that can turn a simple email into a powerful tool for building stronger, more meaningful relationships.

Read more about: Professional Development, Productivity

About Julian Lewis

Julian Lewis is a driven and accomplished professional with a passion for driving positive change in the business world. He is the co-founder and COO at Zella Life.

His own experience as a professional of color in a Fortune 500 company led him to discover the limitations for advancement that many professionals like himself face. Determined to reach his full potential, Julian became an established business coach and entrepreneur, committed to supporting others in their pursuit of personal and professional growth.

Today, Julian is a recognized corporate trainer, coach, and leader, known for his ability to leverage real-life experiences and evidence-based methodologies to affect positive change within individuals and organizations. As the leader of Zella Life's coaching division, he is dedicated to empowering individuals and businesses to achieve their full potential.