In the workplace, email is one of the primary means of communication.
According to a famous survey, an average worker receives 121 emails daily and sends around 40 emails to his colleagues and clients.
While having a well-constructed subject line and body is vital, having a good email sign-off is just as important as it leaves the reader with a positive impression and a call to action.
Writing effective business emails is both science and art.
For instance, the email subject tries to develop curiosity in your audience’s interest.
Similarly, the email salutation and body convey the main topic’s message and essence to the reader.
Knowing how to end an email business campaign is important since it leaves a positive image about your company.
As India’s leading email marketing services agency, BrandLoom can help you find the most appropriate options for email-sign offs. Moreover, we guarantee 10X growth in ROI with our email marketing tips and strategies.
In this blog, you will learn how to close an email correctly to make your business stand out from the rest of the competition. So, let’s get started!
What Is A Business Email?
A business email is a type of email that is sent for business purposes and to establish professional communication between the two parties involved.
Every business email address must alight with the domain name of the company/business (example: email@example.com).
Moreover, all employees in the company use business emails that follow the same address format.
The main purpose of the business email is to act as a form of advertisement for the business. It also helps to strengthen the company’s credibility in the long run.
What Is The Format Of A Proper Business Email?
Getting the structure right from the beginning is important for a business email to be effective.
It also helps to convey the message clearly to the reader, which makes them interested in the content of the email.
Poorly formatted emails are not beneficial for your email campaign since they can leave a bad impression.
That’s why it is important to understand how to structure a business email before looking at different ways of email endings.
A correct business email should have the following elements in the format:
- Sender Name, Subject Line, and Preheader
- Email Body
- Signoff and Signature
Let us take a look at each of these elements in greater detail:
1. Sender Name, Subject Line, And Preheader
The first section readers will notice when they read your business email is the sender name, subject line, and preheader.
That’s why it is important to leave a good impression since it will determine if the reader will open the email and read it further.
The sender’s name shouldn’t consist of a random email address. Instead, you can include your company’s and employee’s names.
Apart from that, you should keep the subject line short and concise. A good rule of thumb is to keep the subject line with six to ten words while providing specific information.
Lastly, the preheader summarizes the entire email message in just one sentence. As such, the headline text and subject line should perfectly sync to arouse the reader’s interest.
Writing greetings for business emails is one the toughest task since you need to understand if you need to address the audience-friendly or professionally.
Moreover, all business emails must be treated as business correspondence; therefore, your tone should be consistent and appropriate to the recipient’s eye.
- Dear Mrs. Gupta, I’m writing to you in response to…..(formal)
- Hi Kevin, we are glad to see you as a part of our team…..(friendly)
3. Email Body
Nowadays, most recipients don’t have the time to read huge paragraph messages. That’s why you should get to the point quickly and use short paragraphs with one or two sentences.
In addition, brevity can bring more clarity to the email. You can also use numbered lists and bulleted points as a part of the main body. Lastly, never forget to ass a CTA at the end of the body.
4. Sign-off And Signature
The email sign-off is the conclusion section of any business email. Knowing how to end a professional email is important to create a positive impression for your reader to remember you.
You should add a prominent email signature at the end of any business email since it helps the reader collect information about you. An email signature may contain 4-7 lines of text.
For instance, you can include your name, company name, job title, website link, email, phone number, and social media accounts.
Factors To Remember When Curating A Professional Email Sign-offs
There are a few things to remember when sending someone business mail. Let us examine the different factors and understand how to close an email.
1. Your Relationship With The Recipient
If you’re a job seeker sending a cover letter to a recruiter or hiring manager, use “thank you” in your cover letter for a specific thank you.
And when you deliver bad news, you need to make sure you use the right tone. For example, say you’re giving a dire report on an overall performance review; a light-hearted tone can be welcoming. However, a more formal style will appropriately add seriousness to the situation.
When communicating with a client, you must maintain a certain formality in your business letter or email. In such cases, avoid informal email sign-offs such as “Cheers,” “See you soon,” or “Later.” These are more suitable for personal emails.
Also, if you email your co-workers or close friend, too much formality in your closing line can come across as cold.
2. The Tone Of Previous Emails
When you’ve constantly been emailing anyone for a while, their previous emails can help guide you on how formal or pleasant your closing phrase should be. Try adjusting the tone of their responses, or use a warmer closing greeting to create a sense of familiarity.
3. Add A Clear Call To Action.
Including a call to action while signing off an email lets the recipient understand what to do once they’ve read it. For example, you can also expect a response from them within a specific time. Alternatively, your formal email should require the client to sign a contract or send you a particular document.
The call to action in your closing note must make this expectation clear. Instead of using a vague closing note like “I hope to hear from you soon,” try to write an apt word, what you need from the recipient.
When speaking directly about your expectations, ensure your tone remains cordial and follows basic email etiquette.
You can do this with a closing note like “or “I’d like to hear from you before the weekend.” Place this call to action before signing off so the requested task stays fresh in your recipient’s mind.
4. Add A Proper End Of Email Signature
Email sign-off is one of the most critical aspects of your email closing. Your full name and contact information tell the recipient who you are and how you should be contacted. The rest of your email is pointless if this is missing.
Include your full name and alternative contact information in every email you send. This is particularly necessary when closing a cover letter or emailing someone for the first time.
Furthermore, even if you’ve been emailing someone for a while, email sign-offs with your full name maintain a professional tone. It also helps to avoid confusion if they know other people with the same first name as you.
5. Common Words To Use In Professional Sign-offs
Here is a list of common words you can use as a professional sign-off for your business email:
- Best wishes
- Best regards
- Yours truly
- Hoping to hear from you soon
- Kind regards
- I hope this is helpful
- All the best
- With gratitude
- In case of any doubts, please don’t hesitate to reach out
- Many thanks for considering my request.
- Warm regards
- Thanks and Regards.
4 Mistakes To Avoid When Writing Email Sign-Offs – How not to End an Email
Certain things are a complete no-no for email sign-offs when writing professional emails. Of course, it is essential to remember whether your letter is from a business perspective or a friendly note!
1. Do not include oversized logos.
We often add oversized company logos in our emails. If they are small, it is not a problem. However, bigger sizes can be distracting.
Moreover, oversized logos can divert the reader’s mind and cause them to miss out on the important details of the email. That’s why it is preferable to maintain a standard size for the logo.
2. Do not use any quotes.
Quotations are not preferable. It simply consumes space and might waste the time of the reader. Nowadays, most business professionals value their time and would like to take full advantage of the time they have in hand. Inserting quotes will waste a lot of time for the reader, and this might cause them to skip your email entirely.
3. Keep your title and contact short.
Try to minimize the information as much as possible. A short link to your Linkedin profile or website might be better than a detailed list of your projects and publications. You can also provide your name with your designation and email id at the end of the email.
4. Avoid sign-offs when starting a thread.
Once you have started a thread, ensure the email chain does not have sign-offs in every mail reply. Continuing the sign-off for every thread can waste a lot of time and cause the reader to lose interest in the business proposal.
10 Popular Sign-Offs You Should Use Today – Professional Ways to End an Email
Here is a list of popular sign-offs you should start using today.
1. Keep up the excellent work.
Everybody loves to be praised. A little bit of motivation can be helpful. People lose motivation because they don’t know if they are helping others. A small message can boost them up!
2. You are an inspiration.
Keep this compliment for those who inspire you. Your recipient will appreciate your compliment if they know it is genuine.
3. Looking forward to learning more about your challenge.
When sending an email, this sign-off can help gain the trust of your potential clients.
4. Stay Awesome
No one minds a little bit of flattery. If a little flattery can make someone smile, why not try it? All you got to do is type a few words.
5. Have a wonderful day.
It is just a simple way to send your client some positive vibes. A cheerful ending never hurts!
6. I Look forward to connecting soon.
Perfect sign-off if you want to remind the recipient about the next step without making them feel pressured about it.
7. I’ll get back to you shortly.
If you cannot respond to an email, you can acknowledge the mail and assure the recipient. It is an excellent way to let people know you are not leaving them hanging.
8. Drop me a line if you have any questions about the proposal/ sourcing/reference.
The sign-off is perfect for emails where you mention that the client can get back to you with any doubts or questions anytime.
9. Talk Soon
There cannot be a more straightforward way to end an email. Here it conveys the intent to talk to someone in a while.
10. I will follow up for more info soon.
If you end your mail with this, more will come. It is just a way to let the other person know you are interested.
Examples of Email Sign-Offs That You Should Avoid
These are some examples of email sign-offs you must avoid.
Love is a particular sign-off for your friends and family. Ensure you never send this to your clients or anyone related to business. The same applies to hugs and kisses as well.
2. Thanks and Regards
Try making it a bit more professional. Thanks, and regards are old now and more suitable for messaging applications only. You may want to be more specific as per your recipient.
3. Take Care
Take Care sounds good, but only if you write it to someone you know. You would probably like to report this to someone recovering from a mental or physical situation.
4. Looking forward to hearing from you.
You don’t want to add this as it sounds too aggressive. It seems you are pressuring the recipient to get back to you mandatorily.
5. Yours truly
Do not add this because you do not belong to the recipient. It sounds like you are writing something to your dear ones.
6. Respectfully yours
The phrase is okay if you send a formal message, but it is too formal for anything else. Yours is, however, the standard approach for addressing government officials.
7. Name or Initial
This kind of sign-off is suitable for brief emails. But it is too detached and does not connect well with the receiver.
8. Have a blessed day
It is best not to add any religious messages. It hardly has any professional meaning. So it is better to stick to professional grounds when writing a sign-off.
Conclusion – How to End an Email with Amazing Email Sign Offs
Emails are a regular part of our lives. Whether in personal or professional life. Emails do a lot of the work. Mastering the art of email is not difficult.
For instance, pay attention to the small details and send the email on time. You never know; you might land a big client, an excellent job, or a promotion simply because your email was flawless.
It’s incredible how a few words at the end of an email could significantly impact how it’s perceived. It’s one of the most critical to business correspondence.
You don’t want to appear too casual, formal, direct, or insincere. Instead, choose an email sign-off that is appropriate for the situation.
If you are a start-up and want the best email marketing tips to help you grow your business, contact us at BrandLoom.
We provide the best email marketing services in India, guaranteeing that your customers will develop a strong sense of loyalty in no time.
Frequently Asked Questions On How To End An Email
Even if you have a casual relationship with the recipient, all business communication should avoid non-professional endings.
“Blessed day” (or something else with religious implications), “peace!” (Or other slang), “thank you” (or other abbreviations), “again later” (or others) Informal farewell), “Greetings” / “Love” is an example of an “unprofessional” degree (or something else that dedication suggests).
As such, we highly recommend keeping the emails sent for business communication as professional as possible.
Always remember that emails sent for business are often used for referral purposes. Hence, you should avoid adding any personal or emotional touch to it.
Ending your business email with professional notes is essential, but proper formatting is also necessary to give an excellent first impression.
After the closing statement, add a space and enter the full name, followed by the title, company, and required contact information.
Contact BrandLoom for the best email marketing services. As a leading digital marketing company, we are a one-stop shop for all businesses.
Whether you are a business personnel or a newbie just trying to kick-start your brand, BrandLoom is here to help!
In general, the sign-off of any business email should reflect the purpose or tone. For instance, professional or formal emails can end with a sign-off as “Sincerely” or “Best regards” since they are appropriate for the situation and convey professionalism and respect.
Regarding less formal emails, such as a thank you email or a follow-up, “Best” And “Thanks” are good options. Nevertheless, you should avoid using too personal or unprofessional sign-offs. “XOXO” and “Love” are personal and unprofessional sign-offs you should avoid in a business email.
In simple terms, a business email sign-off should be straightforward and concise. As such, you should avoid being informal or overly creative with your sign-offs. On the contrary, consistency with your sign-offs can help you gain the recipient’s trust and maintain a professional tone.
Using emojis in a business email sign-off is not ideal since they can be viewed as unprofessional and disrespectful to the recipient. However, since they are acceptable, some industries and businesses, such as design and marketing, use thumbs-up and smiley face emojis.
That’s why it is important to understand the recipient and the content of the email before you decide which emoji is suitable for the sign-off. For instance, a more formal and conservative industry should avoid using emojis since they stray away from the professional tone. On the other hand, a more casual and creative business might find emojis beneficial since it helps them to express their creativity.
The golden rule of business email sign-off is always to determine if the conversation has a professional tone. A professional email does not need emojis in the sign-off. Instead, it would be best to stick a standard sign-off such as “Sincerely” or “Best regards” to convey a professional and respectful tone.
Generally, using inspirational phrases or quotes as a part of the sign-off in a business email is not recommended.
Although they might seem like a good way to create a long-lasting impression on the reader, they can still appear insincere and unprofessional.
That’s why you should stick to a more standard sign-off, such as “Sincerely” or “Best Regards”, since they convey professionalism and respect.
Another important factor you should remember while ending the business email is to prioritize simplicity over creativity.
Normally, most recipients are busy and might not have time to read a quote or an inspirational phrase.
On the contrary, you can use email signatures or business cards to provide important information about the business and yourself.
When emailing a professor, it’s important to maintain a professional tone throughout your message.
You can use a polite and respectful closing, such as “Best regards,” “Sincerely,” or “Thank you,” followed by your full name and contact information.
This allows your professor to easily identify and respond to your email while also showing that you value their time and expertise.
To sign off an email professionally, it’s important to consider the tone and purpose of your message and your relationship with the recipient.
A few common sign-offs for professional emails include “Best regards,” “Sincerely,” “Thank you,” or “Yours truly.” These phrases are polite and professional and can be used in various settings, such as business, academia, or personal communication.
When choosing a sign-off, it’s important to consider the context of your email. For example, if you are writing to a client or potential employer, you may want to choose a more formal closing, such as “Respectfully” or “Yours faithfully.” On the other hand, if you are writing to a colleague or friend, you may choose a more casual closing, such as “Cheers” or “Take care.”
Ultimately, the key to a professional email sign-off is to be sincere and authentic. Choose a closing that reflects your personality and style while also showing respect for the recipient and the situation at hand. With these tips, you can sign off your emails confidently and professionally, no matter the context.
The art of ending an email politely is often overlooked but can make all the difference in leaving a positive impression. Here is how to politely end an email:
– Use a courteous closing: There are many ways to close an email, but some common ones include “Sincerely,” “Best regards,” “Kind regards,” or “Yours truly.” These closings are polite and professional and leave a positive impression.
– Consider the tone of the email: The closing of your email should match the tone of your message. For example, if your email is formal, your closing should also be formal.
– Sign off with gratitude: Showing gratitude is a great way to leave a positive impression. You can express your gratitude by saying something like “Thank you for your time” or “I appreciate your help.”
– Add a personal touch: If you have a personal relationship with the recipient, consider adding a personal touch to your closing. For example, say, “Take care” or “Looking forward to catching up soon.”
Remember, your closing sets the tone for your entire email, so it’s important to end it positively. With these tips, you can end your emails and leave a lasting impression politely.
The closing sentence in an email is an often-overlooked part of email etiquette that can leave a lasting impression on the recipient. Here is how to craft a good closing sentence in an email:
– Summarize the main point: A good closing sentence should summarize the main point of your email. This helps to reinforce your message and ensure that your recipient remembers what you were trying to convey.
– End with a call to action: If you want your recipient to take action after reading your email, end with a call to action. For example, “Please let me know if you have any questions” or “I look forward to hearing from you soon.”
– Show gratitude: A simple “Thank you” or “I appreciate your time” can leave a positive impression on your recipient.
– Personalize your closing: If you have a personal relationship with the recipient, consider personalizing your closing sentence. For example, “Take care” or “Hope to see you soon!”
The closing sentence of your email is your final chance to leave a positive impression on your recipient, so make it count. By summarizing your main point, ending with a call to action, showing gratitude, or personalizing your closing, you’ll be sure to leave a lasting impression.
When it comes to warmly ending a professional email, it’s important to balance professionalism and friendliness. Here is how you can end a professional email warmly:
– Use a friendly closing: Rather than sticking with a formal closing such as “Sincerely” or “Best regards,” opt for a more friendly closing such as “Warmly,” “All the best,” or “Take care.”
– Show appreciation for the recipient’s time and attention by thanking them for their assistance or input. For example, “Thank you for your prompt response” or “I appreciate your insights on this matter.”
– End with a personal touch: Including a personal touch can make your closing feel more warm and sincere. Consider mentioning something personal you and the recipient have in common or expressing your desire to work together again.
– Keep it concise: While you want to end your email on a warm note, it’s important to keep it concise and avoid going overboard. Stick to one or two sentences at most.
By using a friendly closing, showing appreciation, adding a personal touch, and keeping it concise, you can end a professional email warmly while maintaining a professional tone. Remember, the key is to strike a balance between warmth and professionalism, and these tips can help you achieve just that.
When it comes to ending a formal letter, it’s important to choose a professional and courteous closing. Here is how to end a formal letter:
– Use a formal closing: The most common formal closings include “Sincerely,” “Respectfully,” “Yours truly,” or “Best regards.” These are all polite and professional ways to close a formal letter.
– Add a final thought: Before you close your letter, consider adding a final thought or sentence that summarizes the main point of your letter or emphasizes a key message. This can help to reinforce your message and leave a lasting impression on the recipient.
– Include your signature: It’s important to include your signature, as it adds a personal touch and shows that you stand behind the content of your letter.
– Proofread and edit: Before you send your letter, proofread and edit it carefully to ensure that it is error-free and presents a professional tone.
By using a formal closing, adding a final thought, including your signature, and proofreading carefully, you can end a formal letter in a professional and courteous manner.
“Respectfully” is a common email closing that can be appropriate in certain circumstances, but it’s important to consider the context and tone of your email before using it. Here is how to decide whether “respectfully” is a good email closing:
– Appropriateness: “Respectfully” is typically used in formal or serious emails where you want to convey a sense of respect and professionalism. It may not be appropriate for casual or friendly emails.
– Tone: Consider the tone of your email. If your email is contentious or confrontational, “respectfully” can be a way to acknowledge and address potential disagreement respectfully and professionally.
– Alternative closings: Many other closings can convey professionalism and respect, such as “Sincerely,” “Best regards,” “Yours truly,” or “Kind regards.” Depending on the context, these may be more appropriate than “respectfully.”
– Personal preference: Ultimately, email closing is a personal preference, and what works well for one person may not work well for another.
In conclusion, “respectfully” can be an appropriate email closing in certain circumstances. Still, it’s important to consider the appropriateness and tone of your email and alternative closings before deciding whether to use it.
While “thank you” is a common way to end an email, many other options exist. Here are some ways to end an email instead of saying “thank you”:
– Best regards: This is a classic way to end an email that is professional and polite.
– Have a great day: If you want to add a personal touch to your email, this closing can show that you care about the recipient’s well-being.
– Let me know if you have any questions: This closing can demonstrate your willingness to help and provide support and can help to encourage further communication.
– Looking forward to hearing from you: If you expect a response or follow-up from the recipient, this closing can convey your anticipation and interest in continuing the conversation.
– Thanks in advance: If you’re requesting something from the recipient, this closing can show your appreciation for their help in advance.
Using one of these “thank you” alternatives, you can add variety and personality to your emails while maintaining a professional tone.