The end of a professional email represents the final impression you leave with a potential employer or contact. A poorly constructed closing can quickly undermine the effort put into crafting a compelling message, signaling a lack of attention to professional detail. Every element, from the final sentence to the signature block, contributes to the perception of your professionalism and reliability. Mastering the email close transforms it from a mere formality into a strategic communication tool that guides the reader toward a desired next step.
Crafting the Final Closing Sentence
The final closing sentence immediately precedes the valediction and bridges the main content of the email with the formal sign-off. This sentence should be concise, summarizing the intended next action or expressing gratitude for the recipient’s time. Its purpose is to provide a smooth, professional conclusion.
A common approach is to articulate anticipation for a future interaction, such as stating, “I look forward to the possibility of discussing this role further.” Alternatively, the sentence can express appreciation, using phrases like, “Thank you for your time and consideration regarding my application.” When seeking a response, a direct but polite call to action can be effective, for example, “Please let me know if you require any additional information.” The tone must remain professional and neutral, avoiding language that could be interpreted as demanding or overly familiar.
Selecting the Appropriate Professional Sign-Off
The professional sign-off, or valediction, is the single word or short phrase that immediately precedes your typed name. This choice sets the tone for the close and should be calibrated based on the email’s formality and your relationship with the recipient. Highly formal communications, such as an initial application to a senior executive, warrant the use of “Sincerely” or “Respectfully.”
For most job-related correspondence, slightly less rigid, yet professional, options are appropriate, such as “Best regards” or “Kind regards.” These choices maintain a business-appropriate tone while being slightly warmer than the most formal options. The simplest and most widely accepted professional sign-off is “Regards” or “Best,” which work well across a range of contexts. Consistency is important; once you establish a sign-off with a specific contact, continue using it in subsequent emails. Avoid shortening professional phrases or using punctuation like exclamation points after the sign-off.
Designing Your Professional Signature Block
The signature block provides the recipient with your contact details and professional context below the sign-off. The structure must be brief and easily readable, functioning as a digital business card. Mandatory components include your full name and a reliable phone number.
It is advisable to include a single professional title, especially if you are not currently employed, such as “Aspiring Financial Analyst” or “Graduate Student, X University.” Including a link to your professional networking profile, like your LinkedIn URL, allows the recipient easy access to your professional background. The block should be kept text-based; avoid incorporating large graphic logos, custom fonts, or inspirational quotes that can appear unprofessional or interfere with email client formatting.
Situational Closings: Tailoring Your Email Endings
Applying the components of the close requires consideration of the specific professional context to ensure the tone aligns with the message’s purpose. The combination of the final sentence, sign-off, and signature block should shift depending on the situation.
Job Application and Cold Outreach
When submitting a formal job application or sending cold outreach, the closing must project respect and formality. The final sentence should explicitly state the submission of required documents or express readiness for the next stage, such as, “I have attached my resume and cover letter for your review.” A highly formal sign-off like “Sincerely” is suitable, coupled with a signature block that clearly lists your name and contact information to expedite any potential response.
Post-Interview Follow-Up and Thank You
A post-interview thank you email requires a closing that conveys gratitude and reinforces interest. The preceding sentence should reference a specific point discussed in the interview and state renewed enthusiasm, for example, “I am especially excited about the team’s project on X and look forward to hearing from you regarding the next steps.” A slightly warmer sign-off, such as “Best regards,” works well, maintaining professionalism while acknowledging the established connection.
Networking and Informational Interviews
Closings for networking or informational interviews should focus on maintaining the professional connection and suggesting mutual next steps. The final sentence might propose a future action, like, “I will be sure to keep you updated on my progress in this field,” or offer a reciprocal action, “Please let me know if I can be of assistance to you in the future.” Given the less transactional nature of these emails, a straightforward sign-off like “Regards” or “Best” is appropriate.
Critical Mistakes to Avoid When Closing
The final impression can be ruined by missteps in the closing structure or language. One common error is the use of overly casual sign-offs, such as “Thx,” “Cheers,” “Later,” or “Take care,” which detract from a professional image. These informal valedictions suggest a lack of seriousness about the job-seeking process.
Another mistake is employing overly demanding or aggressive language in the final sentence, such as “Call me ASAP” or “I expect to hear from you by Friday.” Such phrasing conveys impatience and entitlement, which is off-putting to recruiters and hiring managers. Avoid stylistic errors like excessive punctuation, particularly multiple exclamation points, or incorporating unprofessional images or emojis into the signature block. The goal is to be clean, polite, and unobtrusive.