how to end an email

how to end an email

There are a few things you should keep in mind when choosing an email closing:

Ashley DeLeon. © The Balance 2018
DO INCLUDE A CLOSINGSome people think they can simply leave a closing out of an email. However, this is unprofessional; always include a closing. That’s true even if you have an email signature. Adding a closing like “Regards” or “Sincerely” before your signature is a polite way to end a message.

CONSIDER YOUR RELATIONSHIP WITH THE RECIPIENTYou should stick to professional email closings when corresponding with anyone related to your job search. However, if you are close friends with the person, you can consider a semiprofessional closing, such as “Cheers,” or “Yours truly.” If there is any doubt, always lean toward a more professional closing.

AVOID UNPROFESSIONAL CLOSINGSEven if you are friends, avoid any unprofessional closings in a business email, including “See ya later,” “XOXO,” or any other informal send-offs.

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Why email closings are important
An email closing is the last thing your audience reads after finishing your message and can be the motivating factor in how quickly they respond—or whether they respond at all.

Imagine meeting a new business contact at an industry event. Once your conversation concluded, you wouldn’t turn and walk away without another word. That would be rude, leave a bad impression and likely prevent future discussions. Instead, you would probably say something like, “It was so nice meeting you! Please take one of my cards. I hope to hear from you soon!”

Think of your email closing as the ending of a conversation. By using friendly, polite and professional language with a clear call-to-action, you have a better chance of earning a positive response.

What to include in your email endings
There are a few elements you should consider when writing your email closing. Here’s what you’ll need to include:

  1. A closing line
    The last line of your email should not only share gratitude with the recipient for reading your message, but also include a call-to-action or statement that will either motivate the recipient to respond or shows you anticipate a response. For example, a closing line might look like this:
  2. Your full name
    Use first and last name in your email sign off to avoid confusion and help ensure they remember you. By using your full name in your email signature, resume, cover letter and any other documents you share, your chances of getting a response should be increased.
  3. Your professional title
    You don’t necessarily need to use your current job title (i.e., Account Manager at ABC Company), but it can be helpful to include a title that illustrates what you do. For example,
  4. Contact information
    Even though the person receiving your message already has your email address, it’s important to include additional methods of communication, such as your direct phone number.

Here are a few of the most common ways to end an email:
Kind regards
Thank you
Warm wishes
With gratitude
Many thanks
Here are some email closing phrases you should avoid in professional environments:
Your friend
Thanks a bunch
Chat soon
Yours truly

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