The way a candidate concludes an email leaves the final impression on a recruiter, reinforcing professionalism and attention to detail. This closing phrase, coupled with a signature block, acts as the digital equivalent of a final handshake. A carefully chosen sign-off demonstrates respect for the recruiter’s time and reflects the seriousness of the job seeker’s interest. Understanding the subtle differences between sign-offs appropriate for various stages of communication is necessary to navigate the hiring process successfully.
General Principles for Recruiter Email Sign-Offs
The effectiveness of any sign-off depends entirely on the email’s purpose and the action you want the recruiter to take next. If the message thanks the recruiter for a specific action, the sign-off should reinforce that gratitude, perhaps using a variation of “Thank you.” The intent behind the closing must be clear, whether encouraging a quick response or maintaining a polite, professional tone. Selecting a closing that matches the overall formality of the email is a reliable strategy.
Every sign-off must be immediately followed by your typed name, leading into a complete, professional signature block. Candidates should proofread the closing phrase and their name just as carefully as the email’s content to eliminate errors. Consistency is also important; the tone established in the greeting and body of the email should flow naturally into the chosen closing phrase.
Professional Sign-Offs for Initial Contact
The first communication with a recruiter—such as an application submission, cold outreach, or initial thank you note—requires the highest level of formality. At this stage, the relationship is purely transactional, and the sign-off must convey respect and seriousness. “Sincerely” is a traditional, formal option that communicates a serious, business-like tone. It is a suitable choice when submitting documents that represent a formal commitment, like an application or cover letter.
“Best Regards” and “Kind Regards” are excellent alternatives that maintain professionalism while offering a slight degree of warmth. These options are appropriate when introducing yourself or responding to a general inquiry from a recruiter you have not previously spoken with. The phrase “Respectfully” is best reserved for highly formal contexts or when addressing a senior executive in a first contact. Using a structured, complete sign-off ensures you present yourself as a polished and detail-oriented candidate from the outset. Formality in initial contact helps set a respectful baseline for future correspondence.
Appropriate Sign-Offs for Follow-Up and Ongoing Communication
Once a dialogue has been established, such as after a phone screen or during interview scheduling, the sign-off can transition to slightly less formal, yet still professional, options. The communication moves from a cold introduction to an ongoing professional exchange, allowing for a subtle softening of the tone. “Best” is a popular, neutral choice, widely accepted in professional correspondence after the first few interactions. This simple closing is efficient and avoids feeling stiff once rapport has been built.
Closings that express gratitude are effective in follow-up emails, particularly when the recruiter has provided a specific service, such as scheduling or answering a detailed question. Phrases like “Thank you,” “Many thanks,” or “Appreciatively” are appropriate when acknowledging the recruiter’s effort. For instance, after receiving a calendar invite or an update, simply closing with “Thanks” or “Thank you for the update” is courteous and efficient. “Kind Regards” remains a reliable, middle-ground option throughout the process, signaling a consistently professional demeanor.
Sign-Offs to Avoid When Emailing Recruiters
Certain casual or abbreviated closings should be avoided in all professional exchanges with a recruiter, as they detract from a candidate’s polished image. Highly informal abbreviations like “Thx,” “Rgds,” or using just a single initial convey a lack of effort and professionalism. These shorthand methods suggest the candidate does not view the communication as a serious business exchange.
Closings that are overly familiar or personal are inappropriate for a professional relationship.
Inappropriate Closings
Cheers
Later
Take care
Any sign-off that includes emojis
The practice of automatically including a mobile device disclaimer, such as “Sent from my iPhone,” should be disabled. This closing is often perceived as an excuse for brevity or potential errors. Additionally, closings that are overly effusive or ambiguous, like “Warmly” or “Yours Truly,” can feel inauthentic or old-fashioned in a modern recruiting context. Maintaining a neutral, respectful, and complete sign-off is the safest course of action.
Creating a Professional Email Signature Block
Directly following the chosen sign-off phrase and your typed name, the email signature block serves as a standardized digital business card. The structure of this block should be clean, simple, and functional, providing the recruiter with all necessary contact information at a glance. The most important elements to include are your full name, a professional title or current status, and a primary phone number. For job seekers, the current status could be “Experienced Marketing Professional” or “MBA Candidate,” clearly communicating your professional identity.
Inclusion of links to professional profiles, such as your LinkedIn account, is also highly recommended, as this offers the recruiter an immediate way to learn more about your background. The signature block should be kept free of distracting elements to maintain a streamlined appearance. Avoid inspirational quotes, large graphic images, or multiple lines of text not directly related to contact information. A clean, text-based signature with minimal formatting is the most reliable choice for ensuring readability across all email clients and devices.