Email is a primary form of communication in the workplace and during a job search. It's important to thoughtfully compose each part of your message, from the introduction to the ending line. A well-constructed email sign-off (the last line of your email and your signature) is essential to the reader, as it completes the tone of your message while providing needed information. In this article, we offer tips and examples to help you professionally end an email.
Why are email endings important?
An email ending is the last thing the recipient reads after finishing your message and can be the motivating factor in how they respond.
Imagine meeting a new business contact at an industry event. Once your conversation concluded, you would likely end the conversation with a friendly statement or call to action, like:
"It was very nice meeting you today! Please take one of my cards. I hope to hear from you soon!”
Think of your email ending as the end of a conversation. By using friendly, polite and professional language with a clear call to action, you have a better chance of getting a positive response.
Displaying a polished appearance through your email ending will help solidify a positive impression and ensure that recipients understand you take pride in how you present yourself in professional situations.
Tips for creating professional email endings
Here are some tips to keep in mind when you create email endings:
- Be professional. Use context clues to determine the appropriate tone to use in your closing. If you are emailing someone you've never met, keep a professional tone by avoiding casual sign-offs like “Chat soon!” If you have exchanged several emails and feel that a more laid-back closing would be more appropriate, feel free to reflect the recipient's tone. If you're unsure, it's always a good idea to be more professional
- Decide whether a closing is appropriate. If you've exchanged several emails with someone, you may not feel like you need to add a closing. While your conversations might have become more casual, an email closing still exhibits attention to detail and professionalism. Additionally, the recipient may forward your email to others within the organization who may not have communicated with you previously. A thoughtful closing will leave a favourable impression on them and make the communications clear and easy to follow.
- Be thankful. Use "thank you" and any variations of it when you are actually gracious for something someone has done or will do. A simple thank you, even if it is in advance, may help your recipient feel appreciated, and they may be more likely to respond to your email. You can also use a closing like "regards" if the situation is right.
- Save formalities. Formal endings to emails should be saved for specific occasions such as emailing a cover letter or sending a formal email to a superior or government official. Formal email sign-offs include "sincerely" and "respectfully."
- Use proper grammar and formatting. Pay attention to grammar and formatting each time you close an email, especially if you are emailing from your phone. Make sure to include commas and proper spacing before you send the email to display your attention to detail to the reader.
- Automate your signature. Most email platforms allow you to create an automated signature or closing that appears at the bottom of each email you write. Creating a signature with all of your contact information allows you to save time and ensures your signature is on every email you send.
- Consider your relationship with the recipient. Emails you send for work or when corresponding with individuals related to a job search should have professional closings. If you are sending an email to a friend or someone in your network, you may use a semi-professional or casual closing.
Email ending format
There are a few elements to consider when writing your email closing. Here's what you'll need to include:
- A closing line
- Your full name
- Your professional title
- Contact information
A closing line
The last line of your email should not only express gratitude to the recipient for reading your message, but it should also include a call to action or statement that will either motivate them to respond or show you anticipate a response.
For example, a closing line might look like this:
"Thank you for taking the time to review my resume and professional references. I look forward to hearing from you soon." or "Thank you for your assistance with this matter."
If you are expecting the reader to get back to your email, you may consider closing with a call to action. You may say something like:
"I look forward to discussing this matter with you in greater detail at your earliest convenience."
This helps to reiterate the purpose of your email and what you need them to do.
Your full name
Use your first and last name in your email sign off to avoid confusion and help ensure they remember you. By using your full name in your email signature, resume, cover letter and any other documents you share, your chances of getting a response should increase.
Your professional title
You don't necessarily need to use your full job title, such as "Account Manager at Lipman Company," but it can be helpful to include a title that illustrates what you do. Add your company name after your professional title if you're corresponding with someone who may be more likely to remember you this way. For example, if you're following up on a sales lead, the contact is more likely to remember the business you work for. If you are applying for a job, it is unnecessary to include your current professional title in the email ending.
Even though the person receiving your message already has your email address, it's important to include additional methods of communication, such as your direct phone number. Remember, this should be a number where you can be always reached (such as your private office or personal cell phone number). You can also include a link to your company's website or to your professional networking profile if you searching for a job.
Phrases to use and avoid in professional email closings
While some more casual closing phrases might be fine once you're already working at a company and exchanging communications with colleagues, you'll want to make sure the phrases you use during the hiring process are more professional.
Here are some of the most common sign-offs to end an email:
- Kind regards
- Thank you
- Best regards
- With gratitude
- Many thanks
Here are some email closing phrases you should avoid in professional environments:
- Your friend
- Thanks a bunch
- Chat soon
- Yours truly
- Take care
- See ya later
- Talk soon
7 ways to end an email
The ending of your email ties your information together to help you make a good and lasting impression on your recipient. Here are seven examples you can use to end an email:
- When applying for a job
- After completing a phone screening
- When responding to a meeting request
- After completing an interview
- When accepting a job offer
- When sending a meeting request
- When following up on a request
When applying for a job
Thank you for considering me for this position. I look forward to hearing from you.
After completing a phone screening
I've attached my portfolio for your review. Please let me know if there's anything else you need.
Web Designer & Illustrator
When responding to a meeting request
I look forward to meeting with you next Monday.
Social Media Marketing Professional
After completing an interview
I look forward to the next step in the process.
Full-Stack Software Engineer
When accepting a job offer
I look forward to discussing the details and next steps!
When sending a meeting request
Let me know if that time works for you or if we should schedule it for another time.
Clean Auto Glass
When following up on a request
Please respond at your earliest convenience.