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How to End an Email: 15 Examples of Professional Closings

How to End an Email: 15 Examples of Professional Closings
Gwen Lamar
Gwen Lamar

Gwen Lamar

10 min read0 reads
Cold Emailing, Email Tips, Sales 

Contents

  1. Ways to End an Email
  2. 15 Email Sign-offs for Every Situation
  3. How Yesware Can Help You Better Manage Your Emails

When you’re wondering how to end an email, just think about this:

Do you leave a book open when you’re done reading it?

No.

The same holds true when writing a professional email — you need to close it when you’re done.

But don’t just type the same email sign-offs into every message (“sincerely,” “from,” “best regards,” “best wishes,” “warm regards”). Each sign-off should vary depending on the context of your outreach.

This should be an engraved practice in your email format.

Below, we’ve compiled our best practices for ending an email, as well as 15 common email sign-offs and the best ways to end your email in various situations.

mailEliminate the guessworkKnow when recipients read your emails, click on links, and view attachments

Ways to End an Email

When you’re thinking about an email closing sentence, you have two options:

  1. Add a general sign-off to your email signature above your full name to auto-insert itself into outgoing emails.
  2. Write out different sign-offs for each message so you can tailor in real-time what you say.

how to end an email email salutations

So, which option should you choose?

A general rule of thumb: personalize your sign-off every time.

Only add a blanket message to the top of your email signature if it’s an apology for potential typos or an important notice.

It’s worth the two seconds of time it takes to write a sign-off for each email, and you can use a Gmail extension to spot-check for typos as you write.

15 Email Sign-offs for Every Situation

1. Email sign-offs for when you need an answer to a question

Sign-offs can be catalysts for action when they include a gentle reminder.

As humans, we respond to visual cues.

It’s what makes us skip to headlines as we read and what makes sight associations affect our memory.

Research shows that when you associate a task with something in your line of sight, it increases the likelihood of you doing that thing by over 40%.

It’s been tested with elephant statues and stuffed aliens, and it’s an effective way to end an email. Here are some ways to remind your recipient:

“Sincerely appreciate your help in answering my question,”

“If you’re able to reply by [day or time], that would be great — thank you!”

“Thanks for pointing me in the right direction,”

2. Email closings for when you’re requesting a meeting

Keep in mind: your email might be scanned.

But that’s okay.

According to eye-tracking studies, people read in an “F” pattern. This means that your left-aligned sign-off is the final thing they see in the body of your email.

This creates a final chance to remind them to say “yes” to a meeting.

“Hoping for a hole in your calendar,”

“Eager to work around your schedule,”

Test: If you’re sending a sales email, try adding a P.S. line to reiterate: 1) what’s in it for them, and 2) the short amount of time being asked for.

“P.S. Promise the ROI of [x] minutes with me will be worth it; you’ll walk away with [tangible value].”

3. Email endings for when you need feedback or a task completed

According to research, gratitude helps people feel positive emotions and, in turn, builds stronger relationships. Expressing gratitude also makes people view you more favorably, which is important when you’re asking for something. Use this to your advantage:

“Thanks in advance for your time,”

“I sincerely appreciate your help,”

“Looking forward to your reply,”

“Thanks, and let me know if there are any hold-ups,”

Tip: If their follow-up might require some time and/or they typically need a second nudge, set a reminder that monitors whether they reply and pings you if they don’t at the day/time you prefer.

4. How to end an email when you’re nurturing a relationship

You’re familiar with this recipient, so show them you care. End your email by showing them you’re rooting for them or including a piece of content they might find interesting. Here’s how:

“Stay awesome,”

“Keep fighting the good fight,”

“P.S. You might find this interesting.” (Link “this” to an article they might enjoy.)

chart-barBoost opens & repliesAlways be in the know of what is/isn't working

5. Email sign-offs for when you’re prepping for a planned meeting or project

By addressing that you’re going to be in contact with each other, you leave the lines open to further communication. Make sure to include your contact information, including your phone number, if you want them to reach you by phone.

“Talk soon,”

“Speak with you soon,”

“Look forward to connecting soon,”

“Looking forward to chatting,” (Specifically for calls)

“Hope this helps,” (If you’re sending content or new information that is valuable to them.)

6. Email closers for when you’re sending an update or fulfilling a request

The person (or people) receiving your email might have feedback, questions, or concerns, so bear this in mind. Also, if there’s more information to come, let them know.

“Stay tuned,”

“More soon,” (only if you’re committing to a future update)

“That’s all for now,”

“Happy to help if you want to know more,”

“Let me know if you have any questions,”

7. How to end an email when someone’s done something for you

Someone went out of their way to do something for you. Here’s how to end an email with appreciation:

“Thanks again for [what they did for you — make it a quick phrase],”

“You’re the best,”

8. Email closings when you feel comfortable breaking the norm

We like these pattern interrupts from Criminally Prolific that help you move away from what everyone else is sending. They also add humor, which can serve as a persuasive tool to increase reply rates.

8 funny email closers to copy and paste:

“Have a great day and watch out for falling space stations,”

“Sent from the bottom of my heart,” (a play on the typical mobile sign-off)

“This message made from 100% recycled electrons.”

“FUN FACT: Penguins have knees.” (Didn’t know that, ThoughtCatalog)

And for mobile, some funny alternatives to “Sent from my smartphone”:

“Typed with big thumbs on a small phone,”

“Sent by my carrier pigeon, Percy Finkleberry,” (Props to Mashable for this one)

“Typed on tiny keys, just for you.”

“Written in smoke, translated by warlocks, sent from my palms,” (thanks to The Atlantic)

9. How to personalize your email sign-offs according to send-time

We all like a good shortcut to getting something done.

Well, sending your message at the best time to send emails no longer means waiting around. You can write it now and schedule it for later, personalizing your email sign-offs for when it will land in their inbox.

Here’s how to do that right from your Gmail inbox. And some examples to play off of:

“Have a splendid [morning/date/afternoon/evening],”

“Have a great week,” (If you’re sending on a Monday or Tuesday and don’t expect an immediate reply).

“Have a great weekend,” (For Fridays)

“Hope your weekend is going well,” (Sent on a Saturday or Sunday)

“Enjoy your holiday,”

10. How to end an email when you’re wrapping up a project or other type of collaboration with a vendor

You completed a project with someone, and it went great! Now take a second to show some extra appreciation for your collaborator — it’ll go a long way.

So with that in mind, here’s how to end a formal email to a collaborator:

“Great working with you,”

“Thank you for your hard work,”

11. How to end an email replying to rejection

Something didn’t work out the way you wanted it to. You’re feeling disappointed, but it’s still important to appreciate the opportunity in the first place. Doing so can actually win you what you lost in the first place — especially in the case of a job where you’ve sent a resume or cover letter.

Be gracious throughout your email and express your desire to keep in touch. Then, sign off by reiterating the sentiment:

“Thanks for your consideration,”

“Appreciate your time and consideration,”

12. Email closings when you’re sending a reminder

Another instance of summarizing your main points. If your email was quickly scanned over, reiterate your main point to complete a task.

“Don’t forget to [action],”

“Again, please [action],”

pencil-altTired of re-writing emails?Save your emails and sign-offs as templates for every type of email

13. Email endings when you’re sending a congratulatory note

When someone gives you a compliment, you feel obliged to give one back. Right?

It’s called the Rule of Obligation.

You might need a favor from your recipient in the future, so end your email with a final note that further recognizes their accomplishment. It will create subconscious, positive attitudes of you and your company.

“Keep up the great work!”

“Congrats again,”

“In awe of what you’ve accomplished,”

14. How to end your email when you need a last ditch effort to catch their attention

Every time you end your email, chances are you’re conforming to a social norm. (“Thanks,” “Thank you,” “Yours truly,” “Best” — you get the point.)

So if your goal is to really get someone’s attention, break it.

It’s like when someone stands facing the opposite way on an elevator; everyone notices. Here’s one way to do it:

“Love you,”

We liked this real-life example from Ralph Jones, who spent a month replying to emails with “I love you” (surprisingly, people were pretty cool with it). Here’s how his experiment played out:

how to end an email with humor and attention email salutations

That escalated quickly. So much

15. How to end your email when your email is more of an instant message

There’s one exception to the rule of always ending with professional email endings:

If you don’t start your email with a salutation (“hi, “hello,” “hey,” etc.), you don’t need a formal sign-off with your full name. Many people use “thanks,” or even “thx,” to sign off from an informal email.

It’s like an Irish exit at a social gathering — it happens sometimes, and everyone understands.

How Yesware Can Help You Better Manage Your Emails

Save your email sign-offs for every type of situation as templates that live in your inbox. Then re-use whenever you need.

Measure the effectiveness of your emails so you’re always in the know of the most effective email messaging possible.

Continue to iterate and get creative by A/B testing different sign-offs.

Change it up and find what works best for you and your specific audience.


Originally published November 7, 2017, updated July 2021.

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