An email’s closing is the final opportunity to shape your reader’s perception. It is the last part of your message and can influence whether they respond positively and take your desired action. A thoughtful closing reinforces the message’s tone and solidifies the professional impression you want to make. A poor closing can undermine an otherwise well-crafted email.
The Key Components of an Email Closing
A professional email closing is constructed from three parts. The first is the concluding sentence, a short phrase that brings the body of your email to a polite end. Following this is the sign-off, a courteous word or phrase that formally ends the correspondence. The final element is the signature block, which provides your full name and professional details so the recipient can identify you and follow up.
How to Choose the Right Sign-Off
Selecting the right sign-off requires matching it to the context of the message and your relationship with the recipient. The sign-off directly reflects the email’s tone, so your choice should be deliberate. An inappropriate sign-off can feel jarring and unprofessional.
Formal Sign-Offs
Formal sign-offs are reserved for the most professional situations, such as sending a cover letter, communicating with a new client, or contacting a senior executive. Phrases like “Sincerely” and “Respectfully” convey a high degree of deference and seriousness. “Yours truly” is another traditional option suitable for formal business correspondence.
Standard Professional Sign-Offs
For daily business communications, a set of standard professional sign-offs is appropriate. “Best regards,” “Kind regards,” and “All the best” are versatile options that strike a balance between friendliness and professionalism. “Thank you” is effective when you are expressing gratitude for the recipient’s time or assistance. These are reliable choices for corresponding with colleagues and established clients.
Informal and Friendly Sign-Offs
When you have a well-established and familiar relationship with the recipient, a more informal sign-off can be used. Options like “Best” or “Thanks again” are suitable for emails to close colleagues or long-term partners. These closings maintain a professional feel while reflecting a more relaxed rapport. Avoid overly casual options unless you are certain they align with your workplace culture.
Writing an Effective Concluding Sentence
The sentence that precedes your sign-off is instrumental in guiding your recipient toward the next step. This concluding line should be clear and purposeful, directly supporting the email’s objective. It clarifies what you expect to happen after your message is read.
A concluding sentence can function as a direct call to action. For instance, you might write, “Please review the attached document and provide your feedback by the end of the day.” It can also be a statement of future availability, such as, “I am available to discuss this further tomorrow afternoon.” If no immediate action is required, a simple expression of goodwill like, “I look forward to hearing from you,” can end the email on a positive note.
Creating a Professional Email Signature
Your email signature is your digital business card and should be treated with professionalism. It should contain only essential information to avoid a cluttered appearance. Include your full name, current job title, the name of your company, and one other piece of contact information, such as your direct phone number or a link to your LinkedIn profile.
The design of your signature should be simple and clean. Avoid using multiple fonts, colors, or decorative elements that can distract from the information. A professional signature should be functional, providing the recipient with the necessary details to understand who you are and how to reach you.
Email Closing Mistakes to Avoid
Several common errors can detract from a professional email closing. Typos in your name or sign-off can appear careless and undermine your credibility. Proofread your closing just as carefully as the body of the email.
Another mistake is a mismatch between the tone of the sign-off and the email. For example, using a cheerful closing like “Cheers” on a formal message can create an awkward impression. Ensure your sign-off aligns with the overall sentiment of your communication. Finally, check that any links included in your signature are working correctly to avoid frustrating the recipient.