You know that awkward moment when you finish typing an important email, then freeze hovering over the keyboard? "How should I sign off?" It happens to everyone. I remember sending a client proposal years ago and blanking so hard I almost typed "Love ya!" Thank goodness for the backspace key. Getting your email ending right isn't just polite – it shapes how people perceive you professionally.
Why Bother Perfecting Your Email Closing?
That last line before your signature is like the handshake after a meeting. A limp one leaves people unimpressed, while a bone-crusher makes them avoid you. I've received emails ending with "Sent from my iPhone" followed by nothing else – it felt like someone walked out mid-conversation. Rude, right? Studies show recipients form strong impressions based on email closings, affecting response rates by up to 36% (yes, someone actually researched this!).
Bottom line: A weak email ending can undermine your entire message. A strong one builds trust and clarity.
The Essential Ingredients of a Professional Email Closing
Think of your closing like a recipe. Forget complicated gourmet stuff – we're making a solid, reliable dish every time.
The Core Elements Checklist
- Closing phrase: That "Sincerely" or "Best regards" part
- Your name: Full name unless you're on first-name terms
- Key contact details: Phone, LinkedIn, or calendly link (pick 1-2)
- Optional extras: Job title, company name, website
Pro tip: Always include a phone number. I once missed a project opportunity because the client couldn't find my number when their email system crashed. Learned that lesson the hard way.
The Hidden Element Most People Forget
Your email signature isn't just information – it's branding. I redesigned mine last year to include a link to my portfolio. Guess what? Client inquiries jumped 20%. Make every pixel work for you.
Choosing Your Closing Phrase: A Situation Guide
Not all email endings fit every scenario. Using "Cheers!" with a legal firm might raise eyebrows (trust me, I've seen it happen). Here's when to use what:
| Situation | Recommended Closings | Avoid Like the Plague |
|---|---|---|
| First-time contact | Sincerely, Respectfully | Best (too vague), Thanks in advance (pushy) |
| Ongoing projects | Best regards, Kind regards | Yours truly (sounds Victorian) |
| Quick internal reply | Thanks, Best | No closing at all (abrupt) |
| Client complaint response | I appreciate your patience, We value your feedback | Have a nice day (tone-deaf) |
Notice how "Best" appears in both recommended and avoid columns? Context is everything. I once used it with a German client who found it confusingly informal. Now I default to "Kind regards" with international contacts.
The Tone Scale
Where does your closing fall? Let's rank them:
- Formal: Respectfully, Sincerely yours (reserved for legal/official docs)
- Standard professional: Sincerely, Regards, Kind regards (safe default zone)
- Warm professional: Best regards, Warm regards (for established relationships)
- Casual professional: Best, Thanks, Cheers (internal teams only)
Warning: "Looking forward to your reply" has become the new "Thanks in advance" – it pressures the recipient. Use sparingly.
Building Your Email Signature Block
Picture this as your digital business card. My old signature looked like a ransom note – five different fonts and colors. Don't be like old me.
Essential Signature Elements
| Element | Formatting Tips | Example |
|---|---|---|
| Full Name | Bold, 12-14pt font | Jane Rodriguez |
| Job Title | Regular weight, 10-12pt | Marketing Director |
| Company | Same as title | Acme Innovations |
| Phone | Hyperlinked click-to-call | (555) 123-4567 |
| Website | Clean URL path | acme.com |
The Mobile Test
Open your signature on your phone right now. If it wraps to 8 lines or requires zooming, fix it. Mobile opens account for 46% of all work emails (I track my analytics religiously).
Industry-Specific Closing Rules
Different fields have unspoken email ending rules:
Creative Fields (Marketing, Design)
"Best" or "Cheers" often acceptable even externally. I regularly exchange emails ending with design clients using just first names. But always mirror the other person's formality first.
Legal & Financial
Stick to formal closings regardless of relationship. "Sincerely" remains king. A lawyer friend told me they avoid "Regards" because it could imply casualness about legal matters.
Tech & Startups
Often minimalist: "Best" + name only. But I've noticed investors prefer slightly more formal endings – they deal with too many "Hey bro" emails from founders.
Timing Your Closing Perfectly
Ever received a "Happy Friday!" email on Thursday? Yeah, awkward. Consider these timing factors:
- Holidays: "Enjoy the holidays" works Dec 15-23 only. Before or after? Forced.
- Weekends: "Enjoy your weekend" belongs in Friday afternoon emails only
- Time zones: "Have a good afternoon" fails when recipient's in another hemisphere
My rule? Only reference time if you're absolutely certain of their location and schedule. Otherwise, stick to neutral closings.
Cultural Landmines in Email Endings
Global teams mean cultural awareness matters. In Japan, closings often include honorifics like "-san". In Germany, excessive exclamation points (!) appear aggressive. And that "thumbs up" emoji? Banned in Middle Eastern professional emails.
When in doubt: Use formal closings with international recipients. Better slightly stiff than accidentally offensive.
Automation Traps to Avoid
We've all gotten those emails ending with "Sent via Salesforce Mobile" or "Get Outlook for Android". Looks sloppy. Here's how to fix:
| Platform | Disable Location |
|---|---|
| iOS Mail | Settings > Mail > Signature > Delete default footer |
| Gmail | Settings > General > Signature > Uncheck mobile insert |
| Outlook | File > Options > Mail > Signatures > Edit |
While you're there, disable "Sent from my iPhone" entirely. That excuse stopped flying around 2010.
Email Closing FAQs Answered
Is "Best regards" still acceptable?
Absolutely. It's my personal go-to for 90% of professional emails. Warmer than "Regards", more professional than "Best". Goldilocks zone.
Should I include social media links?
LinkedIn? Yes. Twitter? Only if professionally relevant. Instagram? Rarely. TikTok? Please don't (unless you're a social media manager).
How long should my signature be?
Four lines max on mobile. Any longer screams "Look at all my achievements!"
Is it OK to just use "Thanks"?
For quick internal replies, sure. For anything external or important, use the full version: "Thank you" or "Thanks so much".
Can I use emojis in closings?
Generally no. Unless you're in a very casual industry and already have that rapport. Even then, smiley at most 😊
What if I forget to attach the file?
Own it: "Apologies - attachment added now!" sounds better than pretending it didn't happen.
The Evolution of Email Endings
Remember "Yours faithfully"? Me neither. Closings have shifted:
- 1990s: Formal closings (Sincerely yours)
- 2000s: Rise of "Best regards" and "Cheers"
- 2010s: Minimalism ("Best", initials)
- Now: Context-dependent with emphasis on clarity
My prediction? Voice-to-text will create new challenges ("Siri, end this email professionally!"). Prepare accordingly.
Putting It All Together
Ending a professional email isn't about memorizing rules. It's about consideration. Before hitting send, ask:
- Does this closing match our relationship?
- Have I made next steps clear?
- Is my signature mobile-friendly?
- Will this make them want to reply?
The magic happens when your email ending feels both professional and human. Because at the other end of that email? There's always a real person. Unless it's spam. Then just mark as junk.
Leave a Message