An email sign-off is the concluding phrase used just before your name at the end of a message. This closing serves as a polite way to end the conversation, providing a sense of closure. While seemingly minor, the sign-off is a functional part of professional correspondence that finalizes the communication.
The Importance of a Professional Sign-Off
The way you end an email impacts how your message is received and your professional image. A well-chosen sign-off reinforces the email’s tone, whether it is formal or friendly, and helps leave a positive final impression.
Choosing an appropriate closing can strengthen professional relationships by showing you are considerate in your communication. A suitable sign-off contributes to a polished message, reflecting positively on you and your organization.
Professional Email Sign-Offs to Use
Best
“Best” is a widely accepted and versatile sign-off suitable for nearly any professional situation. It strikes a balance between being friendly and professional, making it a safe choice. This closing is straightforward and positive, fitting for emails to colleagues, clients, and new contacts alike.
Regards
Using “Regards,” or its variations like “Best regards” and “Kind regards,” is a safe and standard option for business communications. “Regards” on its own is simple and professional, while “Best regards” adds a slightly warmer touch. “Kind regards” is another courteous option that works well in most business contexts.
Sincerely
“Sincerely” is a traditional and formal sign-off, appropriate for initial outreach, cover letters, or communications with senior executives. It conveys a high degree of respect and seriousness. While it can feel too formal for casual internal emails, it is an excellent choice for situations that require a more conventional tone.
Thank you
Ending an email with “Thank you” is polite and effective, especially when making a request or expressing gratitude. This sign-off is neutral and suitable for a wide range of professional interactions. It communicates appreciation and can prompt the recipient to respond or act.
Cheers
“Cheers” is a casual and friendly sign-off that should be used with care in a professional setting. It is best for emails with colleagues you know well or in work environments with a relaxed culture. Using “Cheers” can build rapport, but it may be seen as too informal with new clients or senior management.
Email Sign-Offs to Avoid
Certain email closings can undermine your professionalism. Sign-offs that are overly casual, such as acronyms like “Thx” or “Rgrds,” can come across as lazy or disrespectful in a business context. It is better to type out the full words to maintain a professional standard.
Closings that are too intimate or emotional, like “Love” or “XOXO,” are not appropriate for business correspondence. Similarly, phrases with religious overtones, such as “Have a blessed day,” may make some recipients uncomfortable. Failing to include any sign-off at all can seem abrupt, especially in an initial email.
Assembling Your Full Signature
The sign-off phrase is followed by your email signature, which acts as your digital business card. A professional signature block should contain specific, concise information. Always include your full name, your current job title, and the name of your company.
To make it easy for recipients to contact you, consider adding a direct phone number and a link to your company’s website or your professional LinkedIn profile. Keep the design simple and readable, avoiding excessive colors, different fonts, or inspirational quotes.