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How to Sign Off an Email

Quick responses, smooth transition through questions, and sheer confidence should have been enough to land Amy her dream job without any crash. However, even after a week post-interview, she hasn’t heard anything from her hiring manager. It isn’t like she forgot to send follow-up emails or anything. At this point, Amy was simply confused as she believed that her mail was adhering to every professional rule you can find in a book about writing follow-up emails. So, where did she go wrong?

Amy may have been quite attentive throughout; however, there was one pointer that she might have missed out on. That was signing off her email.

To be more precise, she forgot to sign off her email. While you may presume there is no harm in forgetting this seemingly unimportant aspect, you need to be far more alert when your job is on the line. Being forgetful in such situations isn’t an option.

You need to comprehend how to end an email if you wish to leave a lasting impression with your interviewer, superiors, or even colleagues. Sending half-hearted emails will never help you create those lasting impressions. You need to be professional and customize your own email sign-off that relays your professionalism.

“To give anything less than your best is to sacrifice the gift” – Steve Prefontaine.

To learn how to end a professional email, you will need to brush up on certain pointers that will help you frame that perfect ending to a professional email.

Let’s get some solid career advice here.

Here's what this article will cover:

  1. Why is it important to close an email?
  2. Guidelines to follow when ending an email
  3. Professional methods of signing off an email
  4. Semi-professional email closings
  5. How not to end an email
  6. How to format an email closing
  7. How to end a business email: Examples

Why is it important to close an email?

Imagine this. You receive an invitation letter to your cousin’s wedding. You cannot contain your excitement. You pick out outfits too; however, here’s the twist – There is no address of the venue where you are supposed to reach; how will you get there?

The simple answer is you can’t because you don’t even know where you are supposed to go. Not signing off your email is an affair quite similar to this one. So, while mistakes are acceptable, this one simply isn’t in a professional setting.

The recipient must be made aware through your email that you are a person of intellect who possesses the proper professional conduct to be working in an organization. Develop proper knowledge on how to sign off an email so as to come up with a superb methodology where you sign off without sounding too ridiculous.

Guidelines to follow when ending an email

“Rudeness is a weak person’s imitation of strength” – Eric Hoffer.

When you reach the end of your email, you cannot sound abrupt and hasty. You will need to have a smooth approach where you transition without sounding rude. Learn all about how you can write an ending without appearing too familiar with your recipient or too unprofessional.

  • Get rid of quotes

Emailing is a formal medium of communication. So, in such cases, refrain from using quotes. While inspirational thoughts may seem like a good way to start a day, quotes are only appropriate when you are sending it to a familiar one. When you learn how to close an email for people such as your superiors or colleagues, opt for a more formal approach.

  • No need to include corporate logos

While you may consider that including corporate logos at the end of your email makes it look professional, however, it doesn’t. What it does is add a certain personal touch to your mail; however, it makes it look a bit too creative than it should. So, one lesson you will learn under how to end a formal email is not including a logo. While your recipient would like to know who sent this email, they have no interest in finding out details about you.

  • Are you familiar with your recipient?

Emailing is a formal approach to starting a conversation, so unless you are quite familiar with your recipient, try not to send emails that have been signed off with unprofessional endings. You need to understand how to end a formal email that will help you establish an image before your recipient that you wish to create.

  • Try using your full name at all times.

Family members, friends, and loved ones may call you by your first name; however, people you are writing an email to don’t need to. So when learning how to end a business email, you will be taught to use your entire name. It helps in eliminating any confusion that the recipient may have regarding who the email is from.

  • Add contact details but keep it brief.

To improve your email sign-off, you may choose to include your contact details. This method can be quite helpful for the recipient. It allows them to understand, who is sending them this email, and how they are supposed to reply.

Example:

“Hoping to hear from you soon.

Yours sincerely

Andre Garcia

XX2 300X X52X

Chicago”

  • Make sure to be professional

When learning how to end an email formal, you will be taught about how sounding unprofessional isn’t what you should be aiming for. You need to understand how you write your email ending to make it acceptable to your recipient. If you are talking to the recipient for the first time, or aren’t that close with them, then always try to sound unfamiliar yet professional.

  • Show sincerity

Half-hearted emails when applying for a job or inquiring about something is unacceptable. You are destroying your own self-image, so instead of writing lax email endings, be a bit more professional, and use sign-offs that make sure to create an impact in the minds of your recipient.

  • You need to sign off.

Be it by showing sincerity or offering your regards, signing off your emails if necessary. Imagine if any guest leaving your home bursts out through the door, without even a simple goodbye. It will offend you just as much as you will irritate your recipient with an email without signing off. It doesn’t need to be too creative; a simple sign-off expressing your appreciation should do the job. Learn how do you send an email if you must to get more in-depth knowledge on the ways to sign-off a formal mail.

Trivia

Funny ways to sign off an email, that you shouldn’t be using professionally

  • Peace out
  • Later alligator
  • May the force be with you
  • Got to go
  • Did I bore you too much

Professional methods of signing off an email

“Work hard, have fun, no drama” – Cheryl Richardson.

You are signing off an email, not writing the manuscript for a play! So, you don't need to be too dramatic about it. Adopt an approach that makes your recipient comprehend that you possess the knowledge, experience, and expertise to work in a corporate industry. Keep reading about how to sign off an email professionally and find out some usual and unusual ways you can resort to ending a professional mail.

  • Best

This word may not sound that great when using it in a normal sentence. However, its application for email sign off allows your recipient to comprehend that you mean well.

Cathy needed to write an email to her colleague in regards to their recent collaboration project.

"I appreciated our discussion today and hope to engage in another round of idea exchange soon.

With best regards

Cathy"

  • My Best

You don't wish to be seen as a person who is too straight-forward or overconfident, yet at the same time, you wish to relay your well-wishes to the person you are emailing. In such cases, using my best may be appropriate. Keep reading to know more about how to close a professional email.

Example:

"Thank you again for engaging in this discussion with me; I hope to hear from you soon.

My best regards

Catherine Gail"

  • My best to you

If you have known the recipient of your email for a while now, then there is no harm in sending them proper regards. When learning how to conclude an email, you must maintain a certain formal tone; however, to be perceived as someone willing to communicate, you can use this method. It is quite an old fashioned approach, but one appreciated by many.

Example:

"It was lovely meeting you today; I hope we can work well together to develop something amazing.

My best wishes to you

Cathy"  

  • All Best

When stating your respect and gratitude for the recipient of your email, choosing this sign off may not seem like such a bad idea. When learning how to end an email to a company, ensure you relay a message with the utmost appreciation for this person. Also, you need to construct your ending in a way that your recipient is able to transition to the end smoothly.

Example:

"Thank you for taking time out of your busy schedule to arrange this meeting. Hope to hear from you soon.

With all best wishes

Cathy"

  • All the best

When writing to a colleague or a teammate, you obviously don't wish to sound too professional or unapproachable. So when learning about how to close a business email, you will be taught to relay your message and be cooperative at the same time. In such cases, choose to sign off your email with an "All the best" in the end. This will allow you to help them increase their motivation towards work and perceiver a bit more.

Example:

"Thank you again for cooperating with us. Please let me know in case of any query.

All the best,

Cathy"

  • Best Wishes

If you wish to relay regards to a recipient you have known for a while, then choose to opt for this sign-off. It ensures to convey to the person on the other side that you respect them and also shows off your professionalism. So, try incorporating this email sign off when learning how to end a work email to appear appreciative yet less familiar at the same time.

"It is great to have you on board. Please let me know in case of any issue.

Best wishes

Cathy"

  • Best Regards

When you plan to send an email to a superior or even a hiring manager, then choosing to sign off with the best regard is a smart option. It is an old-fashioned methodology that you will be taught about how to sign off an email; however, it will assist you in creating a lasting impression with your recipient. Your email ending will convey your professionalism and respect for this person.

Example:

"I really enjoyed our discussion and will be looking forward to another meeting soon. Maybe, we can arrange it next Friday if possible.

Best Regards

Andrew Garcia"

  • Regards

Often you may not need to use your best regards at the end of all your emails; you can simply end it by expressing your regards. This sign off method is simple and not too imposing. It also allows you to maintain unfamiliarity while ending your email with rectitude.

Example:

"Thank you again for your time. Hope to hear from you soon.

Regards

Cathy"

Semi-professional email closings

When writing a semi-professional email to your recipient, you need not care about sounding respectful too much. Although you are expected to maintain a certain decorum, diverging from it won't earn you any punishment. You can be as creative as you want to be with your email sign-offs. When learning how to sign off an email, semi-professional email endings will be an important lesson. So, it's time to get that creative flair on and learn how else you can make your emails end on a good note.  

  • Faithfully

Using "faithfully" at the end of a mail is a common method that you can adopt to end your emails. This way, you can ensure that you are professional in your approach, and at the same time, relay your appreciation for your recipient. 

Here’s a sample of how to close an email.

Example:

"It was lovely meeting you today. I hope we can arrange a meeting soon.

Faithfully

Cathy Mathews"

  • Sincerely

When going through the list of methods that you can adopt to sign off an email, this is another ending that you will encounter. Used pretty much in every semi-formal email, it sincerely exudes to your recipient that you respect them.

Example:

"Hope we arrange another round of discussion soon with your team.

Sincerely

Shannon Gail"

  • Thanks

While you do want to sound professional, however, there is nothing wrong with showing appreciation at the end of an email. Your hiring manager may have thousands of responsibilities that they may need to focus on. So, in such scenarios, showing your gratitude isn't too bad. Learn how to end an email with thank you, as it will assist you in winning grace points from your recipient.

Example:

"I really appreciated our discussion and hope to hear from you soon.

Thanks

Cathy"

  • Warmly

When writing emails to team members or colleagues, sounding formal isn't a requirement. You can coordinate yourself in any way you wish your team members to perceive you. So, in such cases, using the word "warmly" is how to close an email to make yourself seem more approachable.

Example:

"Thank you again for cooperating with us through this transition phase.

Warmly,

Andrew."

  • Yours truly

When communicating with someone you have known for a while or are on familiar terms with, the usage of this email ending may be a good idea. Although the tonality of this email sign off can be considered as semi-professional, you will see the application of it only when addressing mails to friends or relatives.

Example:

"Hope to see you soon. Thanks again for calling me up today.

Yours truly,

Andrew"

  • Cheers

If you plan to send a professional email to any superior, executive, client, or hiring manager, this is not how to conclude an email. It is a casual way to end an email and is apt for situations when sending emails to people you know in and out. In case you are planning to write an email to your friend about going on a vacation together, you most probably don't expect to end it by saying, "Sincerely, Andrew McAllen." Here is what you can write instead.

Example:

"Let's meet up soon and come up with a plan together.

Cheers,

Cathy"

sideways-shot-serious-fashionable-young-european-businesswoman-wearing-stylish-white-blouse-round-eyeglasses-keyboarding-generic-electronic-device-checking-email-writing-business-letter_343059-3050.jpg

How not to end an email

Your email has been constructed adhering to every rule in the book to make it appear professional, so ruining it with an awkward ending will simply defeat the purpose.

Think of it this way; you were made in charge of preparing a dish for a family gathering. You invest your entire day, purchasing ingredients, following a recipe, and laboring yourself to create a lovely dish. However, when it comes to finishing your dish, you add sugar instead of salt. So, what is the end result? A dish which is too unique to be appreciated by simpletons!

“Throw away the bad experience and save the lesson” – Frank Sonnenberg.

That is why, when learning how to conclude an email, avoid signing off your email with these weird conclusions.

  • Love

While expressing your liking for someone may be a good thing, there are more ways to do that than an email. Unless you wish to convey love to a close relative, definitely refrain from using “love” at the end of a professional email.  

  • Talk soon

It’s great that you love to interact with people, but while communication is the key, ending your email by saying “talk soon” isn’t an option. Your clients, superiors, and hiring manager will talk to you when they want. However, they have an interest in learning about your extrovert self through an email.  

  • See ya

Yes, they would love to see you soon, but no need to express it through an email. Remember that this is a formal medium of communication, so there is no need to greet them this way. So, instead, you can choose to write sign-offs such as “sincerely” or “faithfully.”

  • See ya later

When you learn how to conclude an email, you will be told how to never get too casual. It is a formal communication mode, and your recipient can call or text you if they wish to engage in friendly banter.

  • XOXO

While your recipient might even tolerate you expressing “cheers,” “XOXO” isn’t very welcome. This isn’t a high school teen drama for you to send an email with abbreviations such as this one. Hugs and kisses are okay for friends, loved ones, and relatives; however, when writing to your interviewer, remember they wish to establish a less than familiar relationship.

  • Thx

There is a difference between showing gratitude through proper sentences and doing the same via abbreviations. “lol” or “ttyl” may sound funny when you text someone. However, they sound rude and a bit too overconfident when you email it to clients or superiors.  

It is also advised to avoid emoticons in any professional environment.

How to format an email closing

Sample 1

“Thank you again for bringing our attention to this matter. We will try to look into the issues and notify you in case of any alteration.

Sincerely,

Alexis Russo”

Sample 2

“All these principles mentioned here will be applicable from today itself. In case of any query, you can get in touch with us.

Regards,

Joey Mathews”

Sample 3

“We are currently processing your application, and after completion of all interviews, we will notify you of the end results.

Best wishes,

Karen Warren”

How to end a business email: Examples

Sample 1

“In case of any issue with the implementation of any of these new changes, you can let us know. We will ensure to provide you with the assistance that you require.

Best regards,

Joey Warren”

Sample 2

“The client has requested these alterations in the upcoming project. So, I would like to arrange a meeting to plan out the same.

All the best,

Wade William”

While you can write anything at the end of an email, you will need to follow certain decorum. Your email is a depiction of how you conduct yourself professionally. Instead of being overly friendly or robotic, choose your email sign-off based on your recipient. This is why it is important to learn about how to conclude an email before sending one.

“Strive not to be successful but to be of value” – Albert Einstein.

Through various interview prep classes and online interview practice, customizing a decent ending should be easy. A little help from technical interview courses will also go a long way.

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