Key Takeaways
- Gratitude wins: “Thanks in advance” (65.7%) and “Thanks” (63%) outperform neutral closings by 10-15 percentage points.
- Be specific: Vague closings like “Let me know” generate poor results. State exactly what you need and when.
- Match tone to relationship: Cold contacts require gratitude-based closings. Warm relationships permit action-oriented language.
- Avoid pushiness: Demanding responses from strangers triggers resistance. Build rapport first.
- Never skip closings: Emails without closings feel abrupt and reduce response rates to 43%.
Your email closing represents the final opportunity to motivate action.
Choose strategically based on relationship temperature, urgency, and request complexity. When in doubt, default to gratitude—it works across contexts while maintaining professionalism.
Table of contents
You spent 20 minutes crafting the perfect email. Subject line optimized. Body copy persuasive. Call-to-action clear. Then you sign off with “Let me know” and hit send.
Crickets.
According to Boomerang’s analysis of over 350,000 email threads, your closing line determines whether you get a response. Emails ending with “Thanks in advance” generated a 65.7% response rate, while generic closings like “Best” plateaued at 51.2%. That’s a 28% difference—driven entirely by your final sentence.
The problem? Most professionals default to the same three email closings regardless of context. This one-size-fits-all approach kills response rates.
This guide breaks down 12 proven email sign-offs across four categories: professional closings, action-oriented endings, gratitude-based phrases, and critical mistakes to avoid. Each includes response rate data, specific use cases, and email templates.
Why Email Closings Matter for Response Rates
Email closings function as psychological triggers. Research by Grant and Gino (2010) demonstrated that expressions of gratitude increased helpful responses by 66%. Your closing line represents the final impression before your recipient decides: reply now, reply later, or ignore.
Boomerang’s 2017 study revealed three critical findings:
Gratitude-based closings dominate. Email sign-offs incorporating thanks generated response rates between 57.9% and 65.7%. “Thanks in advance” topped at 65.7%, followed by “Thanks” (63%) and “Thank you” (57.9%). The psychological principle: expressing gratitude triggers reciprocity.
Neutral closings plateau at 50-53%. Professional standards like “Best regards” (52.9%) and “Best” (51.2%) generated middling results. Use them when relationship maintenance matters more than immediate response.
Demanding closings backfire. Phrases implying expectation without relationship capital (“I look forward to your prompt response”) correlated with response rates below 47%. The tone signals entitlement, triggering resistance.
Professional communicators treat email closings as strategic decisions, not formalities. The optimal closing depends on relationship temperature, urgency level, power dynamic, and desired action complexity.
Professional Email Sign-Offs That Get Responses
1. Thanks in advance (65.7% response rate)
When to use: Simple requests where compliance is expected. Best for internal teams or situations where refusal is unlikely.
Why it works: Presumes cooperation without seeming demanding. Creates social pressure to follow through.
Caution: Can seem presumptuous with cold contacts or difficult requests.
Template:
Subject: Quick confirmation needed for Q1 budget
Hi Sarah,
Could you confirm the revised budget figures by Thursday? I’ve attached the current version—just need your sign-off on the LinkedIn ad spend increase.
Thanks in advance,
[Your name]
2. Thank you (57.9% response rate)
When to use: Universal professional closing. Safe choice for both cold and warm contacts.
Why it works: Expresses gratitude without presuming action. More humble than “Thanks in advance.”
Template:
Subject: Follow-up: Partnership proposal
Hi Marcus,
Following our call, I’ve outlined three partnership models in the attached doc. Model B aligns best with your Q2 goals.
Would you be open to a 15-minute call next week to discuss?
Thank you,
[Your name]
3. I appreciate your [specific help]
When to use: Complex requests requiring recipient effort.
Why it works: Specificity signals genuine appreciation. Acknowledging the specific cost increases compliance.
Template:
Subject: Request for feedback on campaign strategy
Hi Jennifer,
Would you review our Q2 campaign strategy? I’m looking for feedback on our LinkedIn approach and messaging for technical buyers.
I’ve attached a 2-page summary. Any thoughts by Friday would be helpful.
I appreciate your expertise and time,
[Your name]
4. Looking forward to your thoughts
When to use: Requests for input or feedback. Positions recipient as valued advisor.
Why it works: Flatters expertise while implying expectation of response.
Template:
Subject: Proposal review for onboarding process
Hi David,
I’ve drafted a revised client onboarding process to reduce time from 14 to 7 days.
Could you review and flag any operational concerns?
Looking forward to your thoughts,
[Your name]
Action-Oriented Closings (When You Need Quick Reply)
1. Could you confirm by [specific date]?
When to use: Binary decisions requiring certainty by a specific deadline.
Why it works: Question format softens the demand. Specific date eliminates ambiguity.
Template:
Subject: Vendor contract decision needed
Hi Michael,
The marketing automation vendor offers 20% discount if we sign by March 31st. HubSpot fits our needs and comes in $12K under budget annually.
Could you confirm by Wednesday?
Thanks,
[Your name]
2. Awaiting your reply to proceed
When to use: Sequential processes where your next action depends on their input.
Why it works: Explains consequence of delay without assigning blame.
Template:
Subject: Design approval for website launch
Hi Laura,
Attached are three homepage mockups. Option B incorporates your feedback and user testing results.
Awaiting your reply to proceed—we start coding Monday for the April 15th launch.
Best,
[Your name]
3. Should I follow up next week?
When to use: After initial outreach receives no response.
Why it works: Gives recipient control, reducing resistance.
Template:
Subject: Re: Partnership opportunity
Hi Emma,
I reached out about co-marketing for B2B sales teams. Given your company’s presence in sales enablement and our complementary positioning, I thought there might be synergy.
Should I follow up next week with a proposal, or is this not a priority?
Thanks,
[Your name]
Critical caveat: Use action-oriented closings only when urgency is genuine. Manufactured pressure damages credibility.
Gratitude-Based Closings (Highest Response Rates)
Gratitude-based closings consistently outperform other categories (54-66% response rates). The mechanism: reciprocity. When you express thanks, recipients feel social pressure to reciprocate.
Variations of “Thank You”
“Thanks” (63%): Casual warmth for colleagues and existing clients. Too informal for first contacts.
“Thank you” (57.9%): Universal professional gratitude. Safe across all contexts.
“Thank you for your time”: Best after meetings where recipient invested time.
“Thanks for considering this”: Appropriate for optional requests where you’re asking a favor.
Example: Cold Outreach
Template:
Subject: Improving response rates for your sales team
Hi Christopher,
I noticed you expanded your SDR team from 5 to 12 reps. We help sales teams improve email response rates through multi-channel automation (email + LinkedIn). Teams typically see 3.5x higher reply rates.
Would you be open to a 15-minute call to explore if this fits your strategy?
I look forward to connecting,
[Your name]
Why Gratitude Works in Cold Outreach
Gratitude-based closings prove especially effective in cold outreach because they establish positive emotional frame without presuming relationship. When reaching out to strangers, action-oriented language (“Please confirm by Friday”) misses the opportunity to create reciprocity trigger.
Three guidelines ensure authenticity:
Be specific: “Thanks for your time” works better than generic “Thanks.”
Match intensity to request size: “Incredibly grateful” sounds excessive for simple yes/no questions.
Don’t over-thank: Multiple expressions in one email signal manipulation.
What to Avoid: 6 Email Closings That Kill Response Rates
1. No Closing at All
Emails with no closing average 43% response rate versus 52-66% for properly closed emails. Omitting closings feels like hanging up mid-conversation—socially jarring.
Exception: Extremely brief internal communications between colleagues who email frequently.
2. “Thanks in Advance” (When Inappropriate)
Backfires in three scenarios:
- Cold outreach (presuming cooperation from strangers)
- Difficult requests (thanking for substantial favors not yet agreed to)
- Requests they might decline (presuming outcome requiring deliberation)
3. “Let Me Know” (Too Vague)
Provides zero specificity about what you need or when. Recipients often choose to ignore.
Compare:
- Vague: “Let me know your thoughts.”
- Specific: “Could you review the proposal and confirm by Friday if you approve the $50K budget?”
4. “I Look Forward to Your Prompt Response” (Pushy)
Combines presumption with implicit criticism. Recipients think: “Who is this person to demand prompt response?” The reactance triggered by pushy language outweighs any urgency communicated.
Better: “Please let me know by [specific date] if possible.”
5. Emoji Closings
Emojis in professional closings undermine credibility, particularly in formal industries or with senior executives. While norms have relaxed, research shows emoji use reduces perceived competence.
Exception: Established casual relationships where both parties use emojis regularly.
6. “Regards” Alone
“Regards” without “Best” or “Kind” reads as curt. While technically polite, it carries historical baggage as formal-to-unfriendly.
Response data: “Regards” generates 53.5% versus “Thank you” at 57.9% and “Thanks” at 63%.
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For situations where email alone isn’t generating responses, consider expanding to multi-channel outreach. La Growth Machine’s email automation enables coordinated sequences across email and LinkedIn, typically improving response rates by 3.5x versus email-only campaigns. Plans start at €60/month (Basic) with multi-channel automation available on Pro plans at €120/month.
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