Introduction
Emails have become an essential part of our daily communication. Whether you are sending an email to a colleague, a potential employer, or a friend, the way you end your email can leave a lasting impression on the recipient. A well-crafted email sign-off can not only add a professional touch to your message but also make you seem courteous and friendly. In this article, we will explore the dos and don’ts of email sign-offs, provide you with 10 professional ways to end your emails, along with examples, and give you tips on how to leave a lasting impression with your email sign-off.
10 Ways to Sign Off Your Emails Professionally
Choosing the right email sign-off can be challenging, especially if you want to use a professional tone. However, there are many options to choose from that can help you end your email on a positive note. Here are ten ways to sign off your emails professionally:
A. Sincerely
This is a classic and formal way to end any business email. “Sincerely” expresses respect and signals that you are trustworthy and professional. It is commonly used in formal business correspondences and letters.
Example: Sincerely,
B. Regards
“Regards” is a versatile and professional way to end an email and is suitable for both formal and informal communication. It doesn’t convey any specific emotions but still manages to sound polite and courteous.
Example: Regards,
C. Best
“Best” is another commonly used email sign-off that can be used in both formal and informal settings. It’s a friendly and concise way to end an email.
Example: Best regards,
D. Cheers
Cheers are a friendly and informal way to end an email. It’s best suited for informal emails or when you have built a personal relationship with the recipient. Be mindful of whom you’re sending an email to, and if it’s your first time emailing them, skip this.
Example: Cheers,
E. Thanks/Thank you
“Thanks” expresses gratitude and appreciation, making it a great way to end an email when you’re seeking a favor or are thankful for something. “Thank you” is a polite and formal version of “thanks” and is suitable for more formal and professional emails.
Example: Thanks/Thank you,
F. Warm regards
“Warm regards” is a friendly yet professional way to end an email. It expresses warmth and positivity and is best suited for informal or semi-formal business emails.
Example: Warm regards,
G. Yours truly
“Yours truly” is a formal and classic way to end a business email. It’s best suited for more formal correspondence or emails written to management-level executives.
Example: Yours truly,
H. Respectfully
“Respectfully” is a formal way to signify respect and esteem towards the recipient. It’s a perfect email sign-off for formal business emails or emails addressed to a superior or elder professional.
Example: Respectfully,
I. Take care
“Take care” is an informal, friendly, yet professional way to end an email. It expresses care and concern for the recipient and is best suited for informal business emails or personal emails.
Example: Take care,
J. Cordially
“Cordially” is a polite and classic way to end a formal business email. It expresses politeness and suggests a positive relationship with the recipient.
Example: Cordially,
5 Tips for Ending Your Email with a Polite Touch
Choosing an appropriate email sign-off isn’t the only thing that matters. How you present yourself is also essential. Here are five tips that can help you end your email with a polite touch:
A. Use the recipient’s name
Using the recipient’s name shows that you respect and value their identity. It also signals that you have personalized your emails for each recipient.
B. Add a personal touch
Adding a personal touch can help improve the recipient’s impression of you. This can be achieved by simply adding a personal comment, such as wishing them luck with a new project or congratulating them on an achievement.
C. Keep it brief and to-the-point
Keeping your email sign-off brief can help you come across as efficient and professional. It’s best to avoid long-winded sign-offs that can seem forced or too complicated.
D. Avoid being too casual
While it’s pretty common to use casual language in emails, it’s still best to avoid being too informal, especially in a professional setting. Sign-offs like “xo” or “thx” may sound unprofessional and immature.
E. Pay attention to the tone of the email
Your email sign-off should match the tone of the email you’re sending. If the tone is formal, use a professional sign-off, and if it’s casual, you can afford to be a bit more friendly with your choice of sign-off.
The Dos and Don’ts of Signing Off Your Emails
A. The dos:
1. Use a professional email signature
Your email signature should include your name, contact information, and job title. It should be professional and informative, matching the tone and style of your email.
2. Add your contact information
Providing your contact information at the end of your email can make it easier for the recipient to reach out to you if they need to follow up.
3. Use proper grammar and punctuation
Grammatical errors and spelling mistakes can make your email look unprofessional. Make sure to proofread each email before sending them off.
B. The don’ts:
1. Use unprofessional expressions
Unprofessional expressions like “Hey ya’ll” or “Yo” can be off-putting to the recipient and make you sound unprofessional or even rude.
2. Forget to proofread
Proofreading your email is essential and helps you avoid grammatical errors and spelling mistakes that can undermine your professionalism.
3. Use too much jargon
Using too much jargon in an email can be ineffective, especially if the recipient isn’t familiar with the terms you’re using. It’s best to keep your language simple and straightforward.
The Best Email Closings for Any Situation
The best email sign-offs are the ones that match the tone and style of the email you’re sending while also taking the relationship you have with the recipient into account. Here are the best email closings for any situation:
A. Formal business emails
For formal business emails, use “Sincerely” or “Yours truly,” followed by your name and job title. If the email is going to someone you have communicated with before, “Best regards” and “Warm regards” are also acceptable.
B. Informal business emails
Informal business emails allow the use of slightly more casual sign-offs like “Cheers” and “Thanks” paired with your name or a signature. However, these sign-offs should not be used when sending an email to a new recipient.
C. Personal emails
When sending personal emails, use friendly sign-offs like “Take care,” “Warmly,” or “Best wishes.” These sign-offs are perfect for emails between friends and acquaintances.
D. Job search and networking emails
When sending job search and networking emails, you want to sound professional and make a good impression. Sign-offs like “Thank you” and “Best regards” work well in this scenario.
E. Response to a difficult email
If you’re responding to a difficult email, it’s best to use calming and diplomatic language. Sign-offs like “Sincerely” or “Respectfully” can help maintain a cordial and professional tone.
How to Leave a Lasting Impression with Your Email Sign-Off
Ending your email in a way that leaves a positive, memorable impression on the recipient can be invaluable. Here are a few tips on how to do it:
A. Be sincere and considerate
Show sincerity and be considerate in your choice of sign-off. Tailor it to the recipient to make them feel valued.
B. Match the tone and style of the email
Your email sign-off should match the tone and style of the email to create a cohesive and authentic conversation.
C. Use appropriate language and expressions
Avoid using language and expressions that are inappropriate or make the recipient feel uncomfortable.
D. Show gratitude and appreciation
Show gratitude and appreciation for the recipient’s time and effort.
E. Apply your personal touch
Add a personal touch to your email sign-off to make it memorable. This can be achieved by using an engaging quote or a personalized message.
Conclusion
A well-crafted email sign-off can leave a lasting impression on the recipient and help build a better working relationship. By following these professional tips, examples, and etiquette, you can end your emails on a positive and professional note that reflects your personality, tone, and style.
