How to End an Email Like a Pro
Table of contents
How to end an email may seem like a small, insignificant detail, but it’s actually quite important.
And the thing is, most people completely botch it. From a mere “Cheers” to “Regards,” there are a million ways to end an email incorrectly.
Now, does that mean you should agonize over finding the perfect sign-off for every email? Of course not. But it does mean that you should put a little bit of thought into it from time to time.
The way you end an email can leave a lasting impression on the reader, so it’s worth taking the time to do it right.
What is the best way to end an email? Why do you need to pay attention to the way you end emails? And what are some specific examples of good email closings?
We’ll answer all those questions and more in this comprehensive guide to ending an email.
By the time you’re finished reading, you’ll know exactly how to end an email like a pro. Let’s get started!
What’s the difference between an email ending and a signature?
Before we get into the nitty-gritty of how to end an email, it’s important to understand the difference between an email sign-off and a signature.
A signature is a block of text that appears at the end of your email.
It typically includes your name, job title, and contact information, but it can also contain a company logo, a headshot, or even a personal motto.
An email sign-off, on the other hand, is the word or phrase you use to conclude your message. It’s the very last thing you write before hitting “send.”
For example, common email sign-offs include “Cheers,” “Thanks,” and “Regards.”
Signatures and sign-offs also serve very different purposes. Signatures are designed to give recipients all the information they need to get in touch with you or learn more about your company.
Email sign-offs are therefore meant to end your message on a polite and professional note.
That said, there’s no hard-and-fast rule about where signatures end and sign-offs begin. In most cases, your sign-off will come after your signature.
But if you’re keeping your email short and sweet, your choice of sign-off may double as your signature.
It’s really up to you. Just remember that a signature is not the same thing as a sign-off, and each serves a different purpose.
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Why learn how to end an email?
Okay, we get it. You’re busy, and you don’t have time to agonize over the perfect sign-off for every single email.
But that doesn’t mean you should gloss over the end of your message altogether.
Think about the last time you received a sales email.
What do you remember most about it?
Chances are, it wasn’t the product or service in and of itself. It was probably the way the email made you feel.
Did it make you feel excited about the possibilities? Or did it leave you feeling cold and uninterested?
The way you end your email can have a big impact on how it’s received.
A well-chosen sign-off can make you seem friendly and relatable while making the recipient feel appreciated, respected, and valued.
On the other hand, a thoughtless or inappropriate end to your email can leave a sour taste in the recipient’s mouth – even if the rest of your message was perfectly fine.
In other words, the way you end an email matters.
If you want to make sure your email gets read, end it with a call to action. CTAs are one of the most effective ways to increase engagement and get recipients to take the desired action.
Not sure where to start? Don’t worry, we’ve got you covered.
In the sections below, we’ll give you all the information you need to end your email like a pro.
How to end an email 101: The basics
You only have a few words to make an impression and convince the reader to take action.
So, for the 100th time, how you end an email is actually quite important.
Plus, the way you end an email can say a lot about you as a person and a professional.
For example, if you always sign off with “Cheers,” people might get the impression that you’re a fun-loving person.
On the other hand, if you use “Regards” all the time, people might view you as more formal and reserved.
Of course, there’s nothing wrong with either of those things. But it’s important to be aware of how your email sign-off might be perceived by the reader.
Worst case scenario, try to end your email with something neutral like “Best” or “Sincerely.” These sign-offs are appropriate for almost any situation, and they won’t offend or turn off the reader.
With that in mind, here are a few general tips to keep in mind when choosing a sign-off for your email:
Keep it short and sweet.
When in doubt, less is more. A sign-off should be just a few words long. Anything longer than that risks sounding overly familiar or formal.
The best email sign-offs are brief and to the point. No need to write a novel – just a simple, sincere statement will do.
It’s also important that you avoid anything too familiar. You might be on a first-name basis with the recipient, but that doesn’t mean you should sign off with
There’s nothing wrong with being friendly, but you don’t want to come across as overly familiar or unprofessional.
Choose a sign-off that’s appropriate for the situation.
This is especially important in the case of prospecting emails. You want to strike the right balance between friendly and professional.
If you’re emailing a potential customer for the first time, it’s probably not the best idea to sign off with “Cheers.”
Instead, you might want to choose a sign-off that’s a little more formal, such as “Sincerely” or “Best.”
Of course, there are always exceptions to the rule. If you have a good relationship with your prospect or customer, feel free to be more casual in your email sign-off.
Just make sure you know your audience before you start getting too familiar.
Consider your tone.
The end of your email should match the tone of your message.
For example, if you’re sending a fun, lighthearted email, it might be appropriate to end with something like “Cheers” or “Have a great day.”
On the other hand, if you’re sending a more serious email, you might want to end with something like “Best” or “Sincerely.”
The bottom line is that you want your email sign-off to match the tone of your message.
That way, you’ll come across as consistent and professional.
Avoid using cutesy phrases.
It’s fine to be friendly in an email, but there’s no need to go overboard.
Cutesy phrases like “Hugs!” or “XOXO” are best reserved for personal correspondence – not business emails.
And before you say “There’s no way people actually do that,” just know that we’ve seen it more times than we can count.
So, unless you’re emailing your BFF -for some reason, it’s probably best to avoid using cutesy phrases in your email sign-off.
If you’re not sure whether a sign-off is too cutesy, ask yourself this question – would I use this sign-off in an email to my boss? If the answer is no, then it’s probably best to avoid using it.
Don’t overthink it. At the end of the day, the most important thing is that you sound like yourself.
So, don’t get too caught up in choosing the “perfect” sign-off for your email. Just pick something that feels natural and is appropriate for the situation.
And with that, we’ll end this article with a few examples of email sign-offs that you can use in different situations.
Best ways to end an email
Now that we’ve gone over a few general tips for choosing an email sign-off, let’s take a look at some specific examples.
You can never go wrong with these classic email sign-offs. They’re appropriate for almost any situation and are sure to come across as professional and polite.
More casual email:
- Take care,
- Have a great day,
These email endings are a little more casual, but they’re still appropriate for most business situations.
Just use your best judgment and avoid anything that might come across as too familiar.
- Looking forward to hearing from you,
- Thanks for your time,
- Talk soon,
These sign-offs are designed to leave the door open for further communication. Especially if and when it comes to follow-up sales emails.
They’re a great way to end a sales email because they strike the perfect balance between friendly and professional, which is exactly what you want in a sales email.
The bottom line is that there’s no need to overthink it. Just pick an email sign-off that feels natural and is appropriate for the situation.