You've crafted the perfect subject line and a compelling email body. But how you end your email is just as crucial, it's the last impression you leave. A weak, unprofessional, or abrupt closing can undermine your entire message, leaving the recipient with a negative feeling.
This guide will walk you through everything you need to know about how to end an email professionally. We'll cover the best sign-offs for any situation, what to include in your signature, and common mistakes to avoid so you can send every email with confidence.
The 3 Essential Parts of a Perfect Email Ending
A strong email closing isn’t just one thing; it’s a combination of three key elements working together to create a polite and professional finish.
- The Closing Line: A short sentence that sets the stage for your sign-off. It often reiterates the email's main point or sets an expectation. Examples include, "I look forward to your response," or "Thank you for your time."
- The Sign-Off (or Valediction): The classic farewell phrase, such as "Best regards," or "Sincerely,".
- The Signature: Your digital business card, containing your name, title, company, and other relevant contact details.
The Definitive List of Email Sign-Offs (For Any Situation)
Choosing the right sign-off depends entirely on context, your relationship with the recipient, and your industry. Here’s a breakdown of the best options, categorized for clarity.
Tier 1: How to End an Email Professionally & Safe
These are your go-to options for almost any business communication, from initial client outreach to daily interactions with colleagues and suppliers. They are polite, warm, and universally accepted.
- Best regards,
- Kind regards,
- Regards,
- Best,
- All the best,
Tier 2: How to End an Email Formally
Use these for more traditional or serious contexts, such as applying for a job, sending a formal proposal, or communicating with high-level executives for the first time.
- Sincerely,
- Yours sincerely,
- Respectfully,
Tier 3: How to End an Email Casually & Friendly
Reserve these for colleagues you know well or in workplaces with a more relaxed culture. They build rapport but can seem overly informal in the wrong context.
- Cheers,
- Thanks,
- Talk soon,
- Best wishes,
7 Email Sign-Offs You Should Almost Never Use
Just as important as knowing what to write is knowing what to avoid. Steer clear of these sign-offs to maintain your professionalism.
- Love, (Too personal for professional settings).
- Thx, / Rgds, (Too abbreviated and can come across as lazy or dismissive).
- Sent from my iPhone (Looks unprofessional and signals a lack of care. Always take the time to delete it).
- [No sign-off at all] (Can seem abrupt, demanding, or rude, especially in an initial email).
- - [Your Initial] (Too curt for most emails, though it might be acceptable in a rapid back-and-forth chain with a close colleague).
- Yours faithfully, (Outdated and traditionally used only when you don't know the recipient's name, which is rare today).
- Anything with typos (e.g., "Best reards,") - This is a clear sign of carelessness. Always proofread!
How to Create a Professional Email Signature
Your email signature is your digital business card. It should be informative, clean, and consistent. Here’s what to include.
The Must-Haves
- Full Name: Your first and last name.
- Job Title & Company: Your current role and organization.
- Website: A link to your company's homepage or your personal portfolio.
- Phone Number: Optional, but highly recommended for sales or client-facing roles, especially in real estate email marketing.
The Nice-to-Haves
- LinkedIn Profile URL: An excellent way to network and add professional context.
- Company Logo: A small, high-quality logo helps with brand recognition.
- A Simple Call to Action (CTA): e.g., "Check out our latest case study" or "Book a demo with me here."
Pro Tip: Keep your signature design clean and mobile-friendly. Avoid using large image files that could get flagged as spam. A clean signature also improves your email deliverability.
The same attention to presentation applies to any supporting materials you include with a professional email. When that email includes a proposal or portfolio, some senders create a brochure to attach instead of a plain document, so the closing tone matches the polish of what's inside.
Putting It All Together: 3 Examples of How to End an Email
Let's see how these components look in practice across different scenarios.
Example 1: The Formal Inquiry
I look forward to hearing from you at your earliest convenience.
Sincerely,
Jane Doe
Marketing Manager | Acme Corporation
janedoe@https://www.google.com/search?q=acmecorp.com | https://www.google.com/search?q=acmecorp.com
Example 2: The Sales Follow-Up
Let me know what time works best for a quick 15-minute call next week.
Best regards,
John Smith
Account Executive | Innovate Solutions
john.smith@innovatesolutions.com | innovatesolutions.com
[Link to Calendly/Booking Page]
Example 3: The Internal Team Message
Let me know if you have any questions.
Cheers,
Alex
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