Perfect Email Sign-Offs: How to End Your Emails Professionally

What is an Email Sign-Off?

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.

Why are Email Endings Important?

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.

Benefits of Professional Email Closings

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.

Make You Seem More Competent

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.

Show That You Respect Others

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.

Allow People to Contact You More Easily

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.

How Should You End an Email: Professional Ways

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.

Greeting and Closing Tone

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.

Mention the Recipient's Name or Job Title

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.”

Sign Off with Name and Credentials

A digital signature is a digital business card. When people read it, they should immediately see information like:

• Full name,
• Position,
• Contact information (telephone and email address),
• Company logo,
• Live hyperlink to the organization’s web page, and
• Hyperlink to LinkedIn profile (optional).

Ensure that the digital business card’s format is precise yet informative. Give the recipient multiple, easy ways to make a connection.

Keep the Tone Consistent with the Message Content

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.

Keep It Brief

Avoid rambling disclaimers and privacy notices that clutter email sign-offs. The recipient should be able to process key information within moments.

Write in a Positive Tone

Volume of communication affects the recipient's decision. Rude or improperly pestilent emails have a dilatory effect on the message.

Avoid Unprofessional Words or Phrases

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.

Common Used Professional Email Closings

Formal Closures

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:

• Sincerely,
• Best regards, and
• Best wishes.

Polite Closures

These email sign-offs also demonstrate courtesy and respect, although they have a slightly different tone. Common polite email closures include:

• I appreciate your interest,
• Thank you for your time, and
• With gratitude.

How to Close Out an Email: Best Email Sign-Offs

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.

Best Regards

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.

Sincerely

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

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.

Kind Regards

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.

Warm Regards

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.

Best Wishes

Ending an email with “best wishes” usually indicates a communication gap is forthcoming. At least, that’s the message this sign-off conveys.

Respectfully

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.

Yours Truly

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.

What to Include in a Professional Email Closing

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.

Call to Action

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. 

Email Signoff

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.

First and Last Name

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.

Contact Information

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.

Ways to End an Email Professionally: Examples

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.

In a Networking Message

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”

After a Phone Screening 

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.

After an Interview

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.

Mistakes to Avoid While Ending a Professional Email

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.

Not Proofreading

Typos and other errors distract from the message. Don’t over-rely on proofreading software. Carefully examine the words before hitting “send.”

Being Too Formal

A too-formal approach conveys a sense of unapproachability, which is the exact opposite message the sender wants to convey.

Being Too Informal

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.

Using a Default Email Signature

AI-generated and other such default signatures are ideal for most people in most situations. But each situation is different.

Frequently Asked Questions

Should the Email Closing be Tailored to the Recipient?

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.

How Can I Ensure My Email Closing is Culturally Appropriate?

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.

Can the Use of Email Signatures Replace a Formal Closing?

No. Email closings summarize the message and put a period at the end of the sentence. Signatures primarily include contact information.

It's Not About How to End an Email it is About Long-Term Strategy

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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