How to end an email like a professional: tips and email sign off examples

Last updated: May 29, 2024
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How to end an email like a professional: tips and email sign off examples
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An email closing is what comes at the end of your email message. It’s your last chance to have an impact and encourage the recipient to react positively.

Your email ending is the last few lines and can create a lasting impression. You can include a call to action, such as a meeting request or phone call. You should also add your contact info.

The type of closing you choose can change the tone and intent of your email.

For example, if you’re asking a hiring manager to consider your job application, you can choose a closing that shows you’re polite, appreciative, and professional. Here’s how to do it:

Thank you for your time.

Regards,

Jenny Clark

On the other hand, if you’re expecting a quick response, your tone can be friendly and to the point. For example,

Is there a time that suits you for a quick chat?

Warm regards,

Kevin Glade

Why are email closings so important?

A good email closing reiterates the purpose of your email. It confirms who the sender is and provides relevant information for next steps.

It leaves no room for misunderstanding or confusion, no matter who you're sending the email to.

People can get busy, and inboxes are often overflowing. The email recipient won't always have time to sit down and read your message word for word. The right sign-off will give them an idea of your expectations.

Further, an email closing is a good way of wrapping up a conversation. It serves the same purpose as a goodbye wave on a Zoom call or a handshake after a meeting to say thank you.

As an important piece of the “good email puzzle,” it's worth learning how to write good email closings, too.

You put time and effort into composing the introduction and body content of the email. Make sure you put the same thought into your closing.

What should you consider when signing off on an email?

If you've been spending all your time tweaking your email subject line, know that closing your email well is equally important.

What are some things to pay attention to when signing off an email? Take a look.

Context

What's your email about? Is it a job application? A sales pitch? A follow-up after an interview?

Depending on the type and purpose of your email, you'll need to choose a fitting ending.

There’s something else to consider. Is this the first time you're corresponding with a recipient, or is it a follow-up email? Or maybe it's one in a long email thread?

This helps you decide if you should use your full name, include contact information, or state your designation to close the email out.

Relationship with the recipient

Emailing a friend is different from emailing business contacts.

Similarly, sending a cold email is hardly the same as reaching out to an acquaintance you met on Facebook.

When sending a cold email or reaching out to a professor or employer, try to use professional language. On the other hand, if you're emailing a coworker, acquaintance, or friend, you may use a semi-formal sign-off such as 'Cheers.'

Closing line

Your closing line comes just after your call to action and states your expectations.

Be clear about what you want. For example, do you want to schedule a meeting or have them look over your resume?

Here are some direct closing line samples you can try:

  • Job application: Please let me know if (day) works for you for a Zoom call.

  • Asking for more hours: Please let me know if you can provide me with more hours.

  • Swapping a shift: If you're happy to swap shifts with me, please let me know today, and I’ll tell our manager.

  • Potential mentor: I look forward to learning more about (subject) from you.

Sign-off Phrase

A sign-off phrase is used to thank someone, wish them a good day, or simply act as a formal goodbye.

Common sign-off phrases include 'Regards,' 'Best,' and 'Thanks.' We'll cover these in detail later in the article.

Signature

Your email signature includes your name, job title, and contact details. What contact information should you include?

Your email address (yes, again), cell phone number, and links to relevant social media profiles such as Jobcase, LinkedIn, and Twitter are all elements that can be added to your signature.

This gives the email recipient everything they need to know if they want to contact you.

Avoid cluttering this area with big company logos, disclaimers, or unnecessary information. It may distract the recipient from the purpose of your email. Instead, include one or two links that can help verify your credibility.

What does a good email signature look like? Here are two examples:

Jason Jobseeker

Restaurant manager at Joan’s Kitchen

Phone: (000) 000-0000

Email: [email protected]
Jobcase profile: https://www.jobcase.com/profile

Julie Jobfinder

Registered nurse (RN)

Phone: (000) 000-0000

Email: [email protected]

Connect: https://www.jobcase.com/profile

Email sign-off samples

Here are samples for different scenarios that will help you choose the right email sign-off:

How to end an email after an interview

If you've just had a job interview, you can check in with the hiring manager 24 to 48 hours later. One way to do this is via email. By reaching out, the company will know you're serious about the job. They may even take a second look at your resume.

What's the best sign-off for this situation? Try this:

Thank you for taking the time to interview me. I'm very interested in the position and look forward to hearing from you.

Sincerely,

Your Name

How to end an email to confirm an appointment

Have an upcoming appointment or meeting and need to confirm the details? You'll want to include the date, time, and meeting place. And you should end with a friendly sign-off.

Here's an example that you can use at the end of your email:

As discussed, I will meet you at your office on Tuesday, January 27th, at 2 pm.

If you have any questions or need to make any changes, please let me know.

Have a great weekend,

Your Name

How to end an email to accept a job offer

If you've received a job offer, you'll need to ‌go over the employment terms to make sure it's the right fit. You should let the hiring manager know about your decision as soon as possible.

Depending on the company, you may send your acceptance message via email. You should express your gratitude and confirm your start date. Your email sign-off can go something like this:

Thank you again for this opportunity. I look forward to starting this role on the 2nd of June.

Regards,

Your Name

How to end an email to follow up

Sometimes, emails can get missed. A quick follow-up can get your message back to the top of the pile. Always wait at least two business days before following up.

Before you sign off, make sure you politely re-cap the most important points. And you can end it as follows:

I look forward to your response.

Thank you,

Your Name

Should you use a graphic as your email signature?

You may have noticed some people use a graphic in their email signature. But is this a good idea?

A picture can look pretty and be a statement. Graphics can work well for creative people, such as freelance designers. Your current employer may also expect you to have a graphic in your work email signature, such as the company logo.

However, there are downsides. Sometimes, the email recipient won't download the entire message, so the image won't be shown. Images can also look different depending on the screen. For example, it may look appealing on a smartphone but not on a computer screen.

If they do see it, they can't easily click your email address or phone number for quick communication. Instead, they'll have to type out your details manually.

Make the entire process easier by sticking with basic fonts and saying "no" to graphics in your signature.

7 tips for ending your emails like a pro

Even if you're an email writing expert, you can always learn a thing or two about ending your emails more effectively.

Here are some email etiquette tips to keep in mind when you craft a professional closing:

1. Use your full name

Using your full name in your email signature immediately tells the recipient who you are and removes confusion. Without your full name or contact information, the recipient may treat your email as spam.

Unless it's a casual email, short forms and nicknames are best avoided, as they may lead to confusion.

For instance, 'Chris' could stand for 'Christina' or 'Christopher,' so make sure you clearly specify.

2. Be professional

Closing your professional email with an overly friendly email sign-off such as "XOXO" or "See ya later" is a strict no-no.

You also want to avoid “clever” sign-offs like "Sent from Jack's typewriter."

In general, it's best to stick to a conventional sign-off that matches the tone and recipient of the email.

Note: if you are corresponding with someone who speaks another language, you should be able to converse with them in their native language.

That means you should be well versed in ending an email in Spanish if the recipient is a native Spanish speaker. The same goes for French, Chinese, German, or any other language.

Use an email closing or signature that matches professional etiquette in different cultures.

3. Read it out loud before you send

Imagine ending a job application with 'Severely' instead of ‘Sincerely’ or a sales pitch with a broken website link at the end.

Reading an email before you send it can help you catch these awkward mistakes and fix them before it scorches your chances with the recipient. Furthermore, reading it out loud can help you catch awkward phrasing.

You can even ask your email app to read it for you.

Here are some questions to keep in mind while reading your email closing line and sign-off:

  • Are there any typos?

  • Are there any grammatical errors?

  • Is the closing appropriate for the recipient?

  • Is your request clear, and is the final call to action obvious?

  • Have you added your contact information?

  • Did you spell the recipient’s name correctly?

4. Set up your email signature

These days, email is a common form of communication. If you want to finish with a professional tone every time, you can set up an automatic email signature.

You'll usually find customization options under settings in your email app.

You can include your preferred sign-off, such as "Regards" or "Thank you."

Your default email signature should also include your contact details. For example, your full name, website, email address, and phone number can be featured. Double-check the information to make sure it's correct.

By having a professional message ready to go, you'll have consistent communication. You won't have to worry about sending the wrong details.

5. Don’t be fancy with your fonts

It can be tempting to break up your email with unusual fonts and bright colors. However, we recommend standard fonts for all your email correspondence.

Colors and bold or italic fonts can make your email look like spam. And it can be distracting to the person reading it.

Instead, stick to common fonts, such as Arial, Verdana, or Helvetica.

You can make your email signature slightly smaller than the body of your email. If you're unsure if you've got it right, ask your friends to take a look at your selections. Is your email easy to read? Check how it looks on both a computer screen and a mobile device.

6. Include a call to action

If you're expecting an answer to your email, make sure you include a call to action (CTA). Adding a CTA will encourage the recipient to respond.

The wording will depend on the type of email you’re sending and the response you're looking for.

You can ask a question. For example, if it's a business email, your call to action may be, "Does Tuesday at 2 pm suit you for a phone call?"

Or you can make a friendly statement. Let's say you're following up after a job interview — you may finish with "I look forward to hearing from you soon."

7. Add your job title

Make sure you add your job title to your default email signature. This is especially important if you’re sending a professional email.

Here's an example: You're a job seeker who wants to apply for a vacant position. You write the perfect email cover letter and attach your resume. At the end of your message, you include a few key details that the hiring manager can use to learn more about you.

This is your last opportunity to make a good impression. So, in addition to your name, phone number, and email address, summarize your position or qualifications.

10 email sign-offs that never fail

Thomas Jefferson wrote one of the most popular closings of all time to newly elected president George Washington. He said, "Your most obedient and most humble servant."

Should you write such an elaborate closing to your emails? Only if you want the person receiving it to treat your email as a joke.

Modern email sign-offs are usually only one or two words and quickly convey the sender's message.

Whether you’re closing an email to a professor or a potential employer, here are eight professional email sign-off ideas for you.

1. Regards

A variation of "Kind Regards," this is a straightforward, formal closing. It's best for cold emails as well as job applications and follow-up messages.

If you’re not sure how to end the email, this can be your go-to.

2. Sincerely

This is a simple and universal sign-off that works great for a cover letter. It’s genuine and shows gratitude.

Be careful how you use it, or it may have the opposite effect.

3. Best wishes

This sign-off is a perfect blend of friendliness and formality.

Keep the context of the email in mind before using it, though.

For instance, if you've just helped the recipient set up a new account or you plan to do business with them, you might use this closing once the conversation has finished.

4. All the best

This is similar to "Best wishes," but in a more semi-formal way.

5. Thank you

"Thank you" is the best way to express gratitude if you've been through an interview process. It's also useful when you've asked the recipient for feedback or sent a request.

Be sure to use it sparingly, though, and avoid saying “thank you in advance.” A "thank you in advance" conveys that you expect the recipient to do something for sure and may come across as aggressive.

6. Faithfully

This is another semi-formal way of closing an email. Like "Sincerely," be sure to use it in the proper context and only when you mean it.

7. Cheers

"Cheers" works well for emails that are friendly and casual in nature. For example, emails to your friends or coworkers could use this informal sign-off.

It can also be used for a very casual business email.

8. Have a wonderful day

Feel free to substitute this with "Have a wonderful weekend" if you're emailing someone on a Friday. You can also change the wonderful to something like “great” or “lovely,” depending on your tone.

It’s a thoughtful sign-off that could be used when emailing people you know, such as a professor, coworker, manager, or employer.

9. Let me know if you have any questions

"Let me know if you have any questions" works well for emails in which you've sent information.

It indicates that you don't need an email response, but you're available if the recipient needs any assistance. It's a friendly, helpful sign-off.

For example, if you've shared details about a project in a business email, there may be follow-up questions.

You can also use this sign-off after a meeting or interview. You may be writing to thank the person for their time. Try this:

"It was a pleasure meeting you today, and I look forward to hearing from you. In the meantime, please let me know if you have any additional questions."

10. Respectfully

"Respectfully" is for formal correspondence. It's not an everyday closing and should only be used when you want to keep your tone professional.

This sign-off is used for formal emails where you want to show respect to the other person. For example, it can be used if you're emailing the chief executive officer (CEO) of your company or another authority figure.

Alternatively, you can end your email with "Respectfully yours."

What email closings should you avoid?

​​Now that we've told you about the best email sign-offs, let's talk about some no-nos.

Of course, the type of email can have an impact on the most appropriate sign-off. A professional sign-off will have different rules from an informal email ending.

While you want to keep the tone of your professional email friendly, you should avoid phrases like "love," "kisses," "peace out," or "thanks, champ."

You should also avoid funny sign-offs. For example, "See you later, alligator" and "Lukewarm regards" should be saved for friends who share your sense of humor.

Then there are acronyms and abbreviations. "YOLO," "TTYL," "cya," "B4N," "Thnx," and "Rgrds" aren't the best choices for email endings.

No sign-off is almost as bad as a poor one, so take the time to get it right. Generic messages such as "Sent from my iPhone" should also be avoided.

Making a good last impression

When you learn how to write a professional email from beginning to end, it’ll give you an advantage.

Professional email closing lines are the best way to showcase your communication skills and attention to detail. It leaves a positive impression on your recipient right at the end of your correspondence.

Create an email signature with your full name and job title. You should always read your email aloud before sending it and choose an aesthetically pleasing font.

Some vital factors to remember when closing an email include:

  • Who the recipient is

  • The purpose of your email

  • The action you want the recipient to take

Remember, there may not be applause for writing a great email, but it could be the difference between a lost opportunity and a fruitful working relationship.

For more job search tips, visit the Jobcase Getting Hired Resource Center.

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Jay Fletcher
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Landscaping at Warran Pizarsq

Yes all these tips have a wealth of helpful information I am presently working odd jobs by myself Cutting grass cleaning nail shops And helping friends do different construction jobs I worked today and I'm very tired. I want to look at these when I'm fresh so I can utilize these helpful tips

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