End the email professionally (examples + tips) (2023)

Create a suitable ending for your emailIt can be tricky, but it's aan integral part of writing professional emails.

Your conclusion may affect how the recipient remembers your email and may determine whether to respond to it.

Fortunately, by learning how to professionally close an email, you can ensure that your professional correspondence leaves a positive impression on your recipients. This, in turn, increases your chances of getting the answers right.

In this article, I'll explain the importance of a good professional email cover and closing.four approvals you can useyfour you must avoid. I'll also cover how to wrap up a professional email and offerFour tips for writing the perfect email close.

Finally, I will discussa powerful email companion you can use right now.

Another read:

  • See my guide onhow to start a formal email, with steps, examples and tips.
  • Also, find outHow to schedule an email in Gmail.

This article contains:

(Click on a link below to jump to a specific section)

  • Why is a professional email close important?
  • Four email signatures to use
  • Four email signatures to avoid
  • How to professionally finish an email in 3 steps
  • 4 practical tips to perfect your professional email close
  • The ideal email companion you can use today

Let's begin.

Why is a professional email close important?

Closing your email can determine whether or not the recipient responds to your email and can influenceasthey respond to it.

This phenomenon can be explained using the “maximum point rule”.

According to the Peak Rule, people judge and remember an experience based onhow it ends. Following this logic, what a recipient thinks about closing your email affects how they remember and feel about your email.completeE-mail.

For example, a sloppy closing paragraph riddled with typos can leave recipients discouraged from continuing or responding. On the other hand, a well-written, professional closing can leave a good impression on them, making them more likely to respond to your email.

As a result, you need to be serious about closing the email and doing it right.

back to content

Now that you've seen the importance of proper email closes, let's look at some compelling email closes and explore when to use them.

Four email signatures to use

Here are some of the best email signatures to use for your professional email:

1. "Best"

While some people simply end their email communication with the word "Best", you can also write it as "Best Wishes", "Best Regards", etc.

The last "Best" example is a safe bet for most emails, especially if this is your first time writing to someone. It's a neutral endorsement that works well forbothformal emails and personal emails.

2. "Health"

"Greetings" is another common closing example you'll see in business emails. Like "Better", this is a neutral and direct farewell that introduces you as a formal supporter.

You can also slightly modify this closing to make it more user-friendly, for example, "Sincerely", "Sincerely", or even "Sincerely".

However, avoid using a short form like "Rgds".
Remember, this is still a business communication, not a personal text message.

3. "Thank you/Thank you"

Thanking someone is one of the best ways to end an email. After all, it's never a bad idea to express a little gratitude, right?

Receiving gratitude makes the recipient feel valued and appreciated, which makes them more likely to respond positively. Also, by saying "thank you" you create a subtle expectation that the person will respond or contact you.

(Video) 8 Email Etiquette Tips - How to Write Better Emails at Work

actually onestudy 2017discovered that grateful closures are themajorityeffective approvals to get a response.

The next time you're wondering how to end a professional email or business letter, try adding a "Thank you"; It's a thought that can be very helpful.

4. "With appreciation/gratitude"

Like "Thank You," signing "With Appreciation" or "With Gratitude" is a great way to thank someone for a meeting, interview, deal, or workplace collaboration, but in a more formal style.

While this email signature has a level of formality,noit feels stuffy or dated and sticks out more than a simple "thank you" or "thank you".

Also, "With appreciation" or "With gratitude" conveys your level of appreciation more than a simple "Thank you".

But keep in mind that you shouldn't use this signature in every email, only under circumstances where you want to emphasize your appreciation for something. Always consider the context of the email and your message before choosing this approval.

back to content

Now that you know the best email signatures for your professional emails, I'll cover a few to avoid.

Four email signatures to avoid

Here are email closing phrases to avoid in your professional emails:

1. ”Sincerely”

While "Sincerely," "Sincerely," or even "Sincerely," are polite and common expressions, they are old-fashioned terms that give off stiffly formal vibes. To many, this final example may sound like it belongs in a formal letter from the days of typewriters.

If you are communicating with a regular customer, close friend, colleague, or in general with anyone you have spoken with more than once, this final greeting is best avoided.

2. Abbreviations

You should avoid ending your professional emails with abbreviations.

Unlike social media or texting a close friend, you need to maintain a level of professionalism in business emails, whether you're sending a cold email, forwarding a cover letter, or sharing a meeting invitation.

Abbreviated goodbyes (eg, "thank you") have no place in professional correspondence because they give the impression that you are careless, disrespectful, lazy, and carefree.

3. "Thank you in advance"

This final example is one of the worst professional email endings you can use because it is exceptionally presumptuous.

Avoid anticipating a response in a professional close because you don't yet know if the recipient will respond. Furthermore, such an email signature may annoy the recipient and he may decide to ignore your email altogether.

4. ”Love” or ”XOXO”

When it comes to professional emails, this is probably one of the least professional closes.

There is never an instance where you can use a personal closing statement like "Love" or worse, "XOXO" in professional emails. These signatures can be fine when you message friends or family on social media, but they are never appropriate for any formal business communication.

As a general rule, if you want the recipient of your email to take your message seriously,Avoid using very personal and informal closings for professional purposes.E-mails.

back to content

Now that I've highlighted some great signatures and identified the ones to avoid, let's take a look at how to end a professional email the right way:

How to professionally finish an email in 3 steps

remember, youemail completion can make a big differenceon how your recipient responds.

To ensure you receive positive responses to your professional correspondence, simply model your email closing around thesethreeSteps:

1. Customize your lock

You don't finish an informal letter or email addressed to a close friend the same way you finish your formal emails, do you?

(Video) 82 Sign Offs to End An Professional Email (Examples of How to End an Email)

It's email etiquette 101.

Likewise, for each professional email, you mustpersonalizethe closing to suit the email recipient and context of the formal email.

Please note that personalization here does not mean what it normally means in the context of an email campaign, such as adding the recipient's name to the mail merge field of an email template.

Here are some things to keep in mind when determining how you should customize your login and logoff line:

A. The message and intent of your business email

If you're looking for a job and you're sending a cover letter to a recruiter or hiring manager, it's a good idea to use a "Thank you" at the end of your cover letter to express gratitude.

And when delivering bad news, you need to make sure you're using the right tone.

For example, say you're handing in a poor performance review report, a light-hearted tone might come across as condescending. On the contrary, a more formal style will adequately convey the seriousness of the situation.

B. Your relationship with the recipient

If you're communicating with a client, you'll need to maintain a certain level of formality in your business letter or email. In such cases, avoid casual email signatures such as "Greetings", "See you later" or "See you later".

These are best suited for personal emails.

On the other hand, if you're emailing a colleague, coworker, or close friend, too much formality in your closing line can come off as cold or distant.

Additionally, you can sign your emails with an email signature containing your contact information, or your business can have a customizable email signature template.

Whatever the case, it's a good idea to include your email signature when emailing a customer or prospect. However, you'll probably want to skip this when emailing a colleague.

C. The tone of previous emails

When you've been emailing someone for a while, your past emails can help guide how formal or friendly your final sentence should be.

Try to match the tone of your responses or use a warmer closing greeting to create a sense of familiarity.

2. Use a clear call-to-action

including acall to actionin your final statement let your recipient know what to do after reading your email.

For example, you can expect a response from them at a certain time. Alternatively, your formal email could ask a customer to sign a contract or send a specific document.

A call to action in your closing comment should make that expectation clear. Rather than using a vague final comment like "Hope to hear from you soon", try writing exactly what you need from the recipient.

When you are direct about your expectations, make sure your tone remains friendly and follow basic email etiquette.

You can do this with a closing comment like "If you could sign and return the contract by Thursday, I would really appreciate it" or "I'd love to hear from you before the weekend."

Place this call-to-action right before logging off so that the required task remains fresh in the recipient's mind. This reduces the chances that they will forget to take care of you.

3. Include your full name and contact information

Or emailbusinessit is one of the most crucial parts of closing your email.

Your full name and contact information tells the recipient who you are and how they can contact you. Without this, the rest of your formal email may be useless as well.

Be sure to add your full name and alternate contact details to any emails you send. This is particularly important at the end of a cover letter or if this is your first time emailing the person.

Plus, even if you've been emailing someone for a while, leaving with their full name maintains a certain level of professionalism. It also helps to avoid confusion if they know other people with the same name as you.

(Video) How to write professional emails in English

Your contact details may include:

  • Phone number.
  • Professional title.
  • Alternative email address.
  • Any active social media profiles, such as your LinkedIn ID or Twitter account.

back to content

Now that you know all about how to close your professional email, let's explore ways to make your email closes even better.

4 practical tips to perfect your professional email close

Once you have all the essentials for your professional email close, here are some general tips to keep in mind when writing a formal close.

1. Keep a professional tone

While this may seem obvious, a little reminder never hurts!

Make sure your professional email looks, well, professional.

This is especially important for your closing prayer and signature, even if you're going for a friendlier or warmer signature, remember to avoid unprofessional endorsements.

It's best to leave words like "darling" or "hugs" in the final sentence of an informal letter. In professional emails, you should opt for a slightly more formal closing sentence. You can use a phrase like "Have a great day", "Have a nice day", "Warm wishes", etc.

Emoticons, if used, should be sparse and appropriately placed. In addition to being unprofessional in many cases,investigationshows that recipients often interpret emoticons as signs of immaturity or insecurity.

Remember that unprofessional closings can reduce the authority of your voice in professional communications.

2. Do not repeat the same logout in all emails

It's easy to settle for a standard closing salutation and use that for every email you write.

This is not a good idea, especially when you are emailing someone. Using the same approval over and over again feels mechanical and half-hearted.

That's why you should vary your closing salutation in emails, changing it to match the tone of your email conversation and message.

For example, if you're asking for a favor, use a quick "Thank you." Or, if the recipient is about to perform a particular feat, wish them luck.

3. Test your locks

To perfect your business email, try to find the final paragraph that works best usingA/B tests.

What this means?
A/B testing is a method of comparing two versions of something against each other to see which one works better. In that case, you can test different closes among your recipients to see which one gets the most responses or replies.

Not only will this make it easier for you to stop using the same default closing, but it will also let you know which approval or closing line can get the best results from your recipients.

For example, you might start by ending half of your emails with your regular signature and the other half with a new signature that's considerably friendlier than the old one.

Do this with several closures; see what works best!

4. Review

Even a single misplaced letter or grammatical error in your professional email can make it look unprofessional. This goes for the subject line, the body of the email, and the closing of the email.

It lets the email recipient know that you didn't bother to check your message before sending it.

For example, let's say you're a job seeker emailing a hiring manager as part of your job search, or you're sending a professional letter to a prospective business partner.

Mistakes and typos in your email will create an unfavorable impression in their minds which is not the desired result when you communicate with them.

Always correct yourE-mails.

(Video) How to Write a professional Email| Tips, Types, Sentences, and Samples

No matter how pointless it seems or how much time you spent on each sentence, there is always the possibility of bugs or improvements. That's why it's better to take an extra five minutes before you send your important email than to notice a glaring typo in your email five minutes after hitting send.

back to content

Let's face it: even when you improve your email communication or closing sentence, you'll only enjoy a fraction of an improvement in your engagement and response rates.

If you really want to take your email to the next level, you need a powerful email companion likeMassato improve the overall performance of your email.

The ideal email companion you can use today: GMass

End the email professionally (examples + tips) (1)

Massais a powerful email outreach platform used by employees of major companies like Uber, LinkedIn, Twitter and Google. Its strong outreach features allow you to send massive and personalized email campaigns.directly from your Gmail inbox.

That's iteasy to useThe tool is also ideal for individuals and groups like schools, organizations and evenchurchesto send regular emails to their respective audiences.

GMass helps you to:

  • auto customizevarious aspects of your email, such asnames,paragraphs,images,links,attached files,and more.
  • Easilybuild comprehensive email lists in your inboxby simply running a search in your Gmail account.
  • Quicklyanalyze the efficiency of your email campaign with detailed reports.
  • Send behavior-based email campaignsdepending on how the recipients interacted with your previous emails, like replying, clicking on a URL, etc.
  • send automatic follow-upsand improve recipient engagement levels by customizing when and how many follow-ups each lead receives.
  • Schedule your emails to be sent at the right timeWhen will they be most impressive?
  • Send a drip campaign to your prospectsbased on an established program or triggers.

To start using GMass, all you need to do isdownload the GMass extensionfrom the Chrome Store and sign up for free with your Gmail account.

back to content

final thoughts

As complicated as it is to write the perfect email, it is a fundamental part of business communication.

Using the tips and examples I've mentioned, you'll be able to create great email endings that properly reflect you, your professionalism, and your attention to detail.

But to make the most of your email reach, you need an email partner like GMass to accelerate your engagement and response rates.

You don't have to take my word for it, you can try it for yourself.
Simplyinstall the GMass Chrome extensionto skyrocket your email communications today!

soon to shipbetter emailsand save a lot of time?

Gmass is thetool onlyfor marketing emails, cold emails, and direct mail, all within Gmail. tons of energy, buteasy to learnyou use.


Download the Chrome extension -30 seconds of installation!
No credit card required

End the email professionally (examples + tips) (2)

Ajay is the founder of GMass and has been developing email sending software for 20 years.

(Video) Email Etiquette Tips - How to Write Better Emails at Work

Do you love what you're reading? Get the latest email tips and strategies and stay in touch.


1. 21 Phrases For Formal Emails - Business English
(Derek Callan - English for Professionals)
2. How to Write an Email (No, Really) | Victoria Turk | TEDxAthens
(TEDx Talks)
3. 🧙‍♂️ Top 15 Gmail Tips & Tricks
(Kevin Stratvert)
4. How to Write an Email Professionally? Business Email Writing Tips With Examples
(WsCube Tech)
5. how to write a professional and effective email + detailed explanations and examples | studybright
6. TOO MANY EMAILS? Use THESE Proven Techniques | Outlook tips included
(Leila Gharani)
Top Articles
Latest Posts
Article information

Author: Gregorio Kreiger

Last Updated: 03/21/2023

Views: 6594

Rating: 4.7 / 5 (57 voted)

Reviews: 80% of readers found this page helpful

Author information

Name: Gregorio Kreiger

Birthday: 1994-12-18

Address: 89212 Tracey Ramp, Sunside, MT 08453-0951

Phone: +9014805370218

Job: Customer Designer

Hobby: Mountain biking, Orienteering, Hiking, Sewing, Backpacking, Mushroom hunting, Backpacking

Introduction: My name is Gregorio Kreiger, I am a tender, brainy, enthusiastic, combative, agreeable, gentle, gentle person who loves writing and wants to share my knowledge and understanding with you.