Ending an email with a good sign-off is a skill many people struggle with, even though they’ve sent millions of emails over the years. Ending an email on a high note is a skill that separates good emails from bad ones. Keep reading to learn how to create a sign off with a professional closing.
An email ending is a little detail that makes a big difference. Bookyourdata focuses on such small details. Using proprietary tech, an eight-step data collection and verification process gathers and verifies data from multiple sources, including niche third-party providers, community contributors, and a dedicated research team. A real-time email verification feature acts as the ultimate quality control measure, ensuring that customers receive the most reliable and accurate data available.
Let's look at various effective ways to end your emails and handy guidelines for crafting a compelling sign-off. Finally, let's uncover some of the most popular and effective ways to conclude your email communication and simple tips to enhance your email etiquette.
An email sign-off is the closing words of an email that expresses gratitude or thanks, offers further assistance or help, and invites questions or feedback. As such, an email sign-off is the last chance to make an email impressive. More on that below. Unfortunately, most people don’t maximize this opportunity.
Many people use empty formalities, like “Yours Truly.” Other emailers use informal, inappropriate phrases, such as “You’re the GOAT.” Such closings are like running a good meeting, then walking out abruptly.
If a manager leaves a conference room without saying anything, the attendees at least see the manager’s body language. In the digital realm, an abrupt or inappropriate ending undos the email’s constructive work.
Recipients don’t know when, or if, they should expect follow-up communications. Moreover, the sender may come across as disinterested or even rude.
A good email sign-off addresses all these issues. Cold-calling emails are a good example. Recipients feel like something other than a line on a spreadsheet. They also encourage the development of a two-way relationship. If an emailer solicits feedback or offers further assistance, the recipient is likely to respond in kind.
Good email sign-offs do more than add a nice-looking bow to a birthday present. They also have some specific benefits, especially in B2B communications that indicate readiness for future communication.
If Tom speaks to a girl at a singles’ bar and doesn’t ask for her phone number, or asks inappropriately, he seems incompetent, or worse. If he asks the right way, he seems confident and competent. Fundamentally, B2B emails are professional conversations. Ending a conversation well sets the stage for further communications.
A thoughtful email sign-off shows that the sender respects the other person enough to put thought into every typed word. Nations rise and fall on such small details.
Most people simply hit the “reply” button to respond to an email. But many people would rather put a face or voice to email text. Adding additional contact information to an email sign-off immediately gives people this option.
Many emails have thoughtful and well-crafted subjects and bodies. But without a professional sign-off, the message falls flat, and all that work was for nothing.
These two tones complement one another. Greeting tone varies, based on the sender’s familiarity with the person in question. The same rule applies to email endings.
To many people, nothing is more rude than talking to a person and not remembering the person’s name. So, if the email sign-off includes this information, double and triple-check spelling, punctuation, and completeness. No hard-and-fast rule dictates whether senders should use the recipient's first name, surname, or both. That decision usually depends on the existing relationship between sender and recipient, if any.
On a related note, if the recipient’s name is unknown, an issue common in cold-calling emails, try to do better than “Dear Sir or Madam” or “To Whom It May Concern.”
A digital signature is a digital business card. When people read it, they should immediately see information like:
Ensure that the digital business card’s format is precise yet informative. Give the recipient multiple, easy ways to make a connection.
The goal for that individual message and audience (the recipient) sets the tone for the entire message, including the email closing. So, each message makes the conversation clear, concise, and transparent from start to finish.
Avoid rambling disclaimers and privacy notices that clutter email sign-offs. The recipient should be able to process key information within moments.
Volume of communication affects the recipient's decision. Rude or improperly pestilent emails have a dilatory effect on the message.
Before hitting “send,” consider how the sign-off would look on the front page of the New York Times. Keep the audience in mind. Some words or phrases are acceptable to some people and offensive to others.
Since these closures almost instantly convey respect and professionalism, they’re the most commonly used email sign-offs in B2B emails. The most popular ones are:
These email sign-offs also demonstrate courtesy and respect, although they have a slightly different tone. Common polite email closures include:
Typed language, like spoken language, has a subtle meaning that goes beyond the words and, in many cases, is more powerful than the words. Mastering these unspoken communications is especially important in B2B emails. In addition to friendliness and interest, the sign-off must often express confidentiality or discretion and include proper business email etiquette.
This closing is a safe choice that about 53 percent of Americans use in B2B or similar emails. The words convey professionalism and respect, and at the same time, have a somewhat friendly tone.
To some people, “sincerely” is an old-fashioned word that lacks the progressive, forward-thinking vibe many senders want to show. However, “sincerely” clearly projects an image of respect and tradition.
Thank you is a thoughtful and courteous email conclusion. It’s more formal than “thanks,” which is an inappropriate B2B word. Do not place a period after “you,” as that variation often comes across as passive-aggressive.
This ending resembles “sincerely.” “Kind regards” often sounds tense and stiff. However, it could be appropriate if the email is addressed to a supervisor or a first-time client contact. “KR” is also appropriate in a letter to a recruiter.
Replacing “kind” with “warm” gives the email sign-off a much different tone. “Warm” hits the sweet spot between professionalism and friendliness, thus often encouraging further communication.
Ending an email with “best wishes” usually indicates a communication gap is forthcoming. At least, that’s the message this sign-off conveys.
Once again, most people use this email sign-off when communicating with someone higher up, such as a CEO or other C-level executive. For that reason, “respectfully” should be used sparingly.
Also once again, this phrase means different things to different people. Nevertheless, “yours truly” projects a strong image of formality and honesty in B2B correspondence.
The sign-off is the language above a signature. But what about the language below the signature? This language establishes the intent of the entire email.
Sometimes, an email’s primary purpose is to request confirmation or acknowledgment. Usually, however, the intent of an email is to elicit a response from the recipient, not to convey information or do anything else. A clear CTA gives recipients a response option, increasing the likelihood of a response.
Action-oriented language (reach out to us, connect with us, etc.) increases the likelihood of a response even further.
Additionally, to further emphasize a call to action or next step, be direct and ask for something. The recipient will appreciate the clarity, making it easier to seal the deal.
Many people only include this information in an initial email. So, if the communication continues and the lead includes another person in the conversation, the original sender becomes anonymous.
People sign their full names at the bottom of any business document as a matter of practice. An email is no different. Senders should include their full name to project professionalism.
Many people provide contact information or details that extend an invitation or request in the email sign-off, as described above. Other people choose to include it here. In any event, ensure that all hyperlinks are active and the contact information is otherwise current.
Well-written email sign-offs summarize key points or messages, acknowledge the recipient's efforts or time, and leave a lasting impression on the reader. Once again, details matter.
These messages, which must convey a sense of urgency or importance, resemble live conversation even more so than emails. So, include a brief message that encourages the contact to keep the conversation going. The following example checks all these boxes:
“I’d love to chat with you more.
Best regards,
Name and Contact Details”
These follow-up emails should reiterate the positive aspects of the conversation or meeting. These emails should also be quite brief. Here’s a good example of such a send-off:
“If you need further details or assistance, please let me know. Enjoy the rest of your week and thank you in advance.
Best Wishes,
Name and Contact Details”
Above all else, these sign-offs should highlight a shared goal or objective.
These communications, which reaffirm commitment or interest and state anticipation for a response, often make the difference between getting in the game and sitting on the bench. Highlight positive things and express an attitude of gratitude. Consider using language like:
“I hope to hear from you soon and continue our discussion further. Please reach out to me at your convenience to schedule a follow-up interview.
Thank you,
Name and Contact Details”
This sign-off effectively expresses eagerness for an upcoming meeting.
Don’t over-think the writing and forget fundamental steps that help ensure success in any B2B communication that wish the recipient well or good luck.
Typos and other errors distract from the message. Don’t over-rely on proofreading software. Carefully examine the words before hitting “send.”
A too-formal approach conveys a sense of unapproachability, which is the exact opposite message the sender wants to convey.
Business etiquette exists for a reason. There may be a time when business communications become informal. But that time is never an initial contact or early interaction.
AI-generated and other such default signatures are ideal for most people in most situations. But each situation is different.
Absolutely. Avoid the temptation to use cookie-cutter closings. Personalized messages are well-proven to be much more effective. They demonstrate courtesy, attention, and respect. When possible, to further personalize the email, gently reiterate an important deadline or date.
Research the issue, or better yet, reach out to someone in that people group. A concise and respectful email helps as well, since that’s something all cultures appreciate.
No. Email closings summarize the message and put a period at the end of the sentence. Signatures primarily include contact information.
Fundamentally, an email has three components: subject line, body, and ending. All three areas are vital to a successful contact.
Furthermore, emails are more than one-time communications. They’re part of an overall message which, if conveyed properly, significantly improves outreach results.
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