How to End an Email | Best Sign-offs for Any Situation with Examples

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Emails are a necessary part of most jobs and industries. Even though email can sometimes be informal, you can handle business emails with the same professionalism you would handle a regular business letter by selecting the correct sign-off. This guide will explain the best sign-offs for business emails and provide examples so you can properly end your email.

Why focus on how to end an email?

An email that has a thoughtfully composed introduction, body and ending shows professionalism. When you use a proper and well-constructed sign-off, you signal the end of your message and leave your reader with a positive impression.

How to end an email

Here are four steps you should take to end an email correctly for your work or career:

1. First, include a closing

Email tends to be a more informal type of communication; however, it’s always more professional to include a closing. If you’ve exchanged several emails with someone or you have an email signature, it might feel easier to leave off the closing. However, adding a closing like ‘Thanks’ or ‘Regards’ is a quick, simple and polite way of ending your email.

2. Second, use professional closings

You can consider your relationship with the email recipient when deciding on the best sign-off. If you’re emailing someone for the first time or you’ve never met them, go with a professional closing, such as ‘Best regards’ or ‘Sincerely.’ If you’ve exchanged several emails with the person, you can choose a semi-professional closing, such as ‘Warmly’ or ‘Cheers.’

3. Next, include a closing remark

The final line of your email should include a closing remark. The closing remark serves several purposes. It indicates that you’re finished with your message, it thanks the reader for their time and it includes directions on what you would like the reader to do next.

Example:

Thank you for taking the time to look over these questions. I look forward to hearing your response soon.

Best regards,

Terry Grant

4. Last, use a digital signature

After your closing remark, you want to include a digital signature that has your important contact information. For convenience, most email providers will let you create a digital signature that you can automatically insert in every email. Your digital signature should include:

  • Your full name
  • Professional title
  • Company name
  • Contact information

When deciding what contact information to include in your digital signature, you have several options. Most people will include a phone number, some will include a link to their professional networking profile and others will include their email address. Even though your email recipient will already have your email address, if your email gets forwarded to another group of contacts, having your email address in your signature will make sure they can also get your contact information if they need it.

Example:

Dana Jackson
Loan Officer
First Trust Bank
487-555-3498
djackson@ftbank.com

Examples of professional email sign-offs

The following are some of the best sign-offs to use when you’re ending a professional email:

  • Best
  • Best regards
  • Best wishes
  • Sincerely
  • Sincerely yours
  • Respectfully
  • Regards
  • Kind regards
  • Thank you
  • Many thanks
  • With gratitude
  • With appreciation

Examples of semi-professional email sign-offs

These are examples of semi-professional email closings that would be appropriate when you’re ending a work-related email to a friend or close colleague:

  • Cheers
  • Warmly
  • Warm wishes

If you’re not sure whether to end your email with a professional or semi-professional closing, it’s always best to choose a professional sign-off.

How to end an email template

Once you’ve decided which closing you would like to use, you want to make sure you have it formatted correctly. First, include a comma after your sign-off. After that, include a line space. Finally, after the line space, include your digital signature. You can use the following template to make sure you format your sign-off correctly.

Example:

Closing,
Full name
Title
Company
Phone number
Email address

How to end an email samples

Use the following samples as inspiration to make sure you use the proper formatting to create your own professional email sign-off.

When submitting a proposal:

Thank you for taking a moment to look over this proposal. Please feel free to contact me if you have any questions.

Kind regards,
Blair Appleton
Assistant Director
Hayward Marketing Group
832-555-6723
bappleton@hayward.com

When applying for a job:

Thank you for taking the time to review my resume. I look forward to hearing from you about setting up an interview.

Many thanks,
Cameron Jordan
Sales Associate
Highmark Innovation
732-555-8712
cjordan@email.com

After completing an interview:

Thank you for taking the time to set up an interview. I look forward to the next step in the process.

Respectfully,
Casey Patterson
Occupational Therapist
Mobile Solutions
513-555-1762

When setting up a meeting:

I’ve attached the materials I’ll be reviewing during our meeting. I look forward to seeing you next Thursday.

Sincerely,
Morgan Greenwood
Software Engineer
Core Computing
726-555-0976

Using a polished sign-off can help display professionalism in your emails. By using these tips to help create your email closing, you can showcase your competence and proper business skills.