Choosing the Right Email Sign-Offs: Tips and Examples for Success
TABLE OF CONTENTS
Ever wonder how much of an impact a straightforward “Best regards” or “Thanks” at the end of your email carries? Think about this: emails with a customized sign-off receive a response rate that is almost 20% higher than those without. How your email is read and answered in the world of professional communication can be greatly influenced by its closing words.
Email sign-offs are not merely customary; they are essential. They do more than just mark the end of a communication; they provide one last opportunity to make a good impression, project professionalism, and even influence the overall tone of the email. Whether it’s applying for a job, closing a sale, or simply thanking someone casually, the appropriate sign-off can be your silent ally, subtly changing how recipients view and interact with your emails. This article will cover the art of email sign-offs, offering practical advice to ensure your emails always conclude on a positive note.
As the last words in your email, email sign-offs function as a formal closure that captures your tone and intention as well as the end of your message. Before you sign, a closing sentence usually adds a final touch of professionalism or personality. They are quite important in determining how the receiver will interpret the email’s message and your connection with them.
The way that recipients see and react to an email can be greatly influenced by the sign-off option. Depending on the situation of the communication, a carefully chosen sign-off can improve the reader’s perception of professionalism, friendliness, or respect.
A business email signed with “Best regards” for example, communicates professionalism and respect, whereas “Cheers” could be seen as more informal and approachable, appropriate for less formal situations. Your ability to direct the recipient’s emotional reaction and maybe even affect their desire to interact further will increase the success of your communication if the sign-off is in line with the tone of the email content.
Choosing the right email sign-off depends critically on your relationship with the recipient. More appropriate conventional sign-offs would be “Sincerely” or “Best regards” if your communication is completely professional. Using “Cheers” or “Best wishes” on the other hand, can communicate warmth and friendliness if you have a more informal or long-standing relationship with the receiver.
The kind of sign-off you employ also depends on the purpose and substance of your email. A polite “Regards” might do for informative emails where you’re providing updates or specifics. But a kind “Thank you” at the end highlights your gratitude if you are requesting something or asking for help. If you’re apologizing, a polite “Sincerely” emphasizes how sincere you are.
In the global communication environment of today, especially, cultural norms and expectations must be understood. Your email may not go through if different cultures read particular sign-offs differently. A formal sign-off, for example, would be anticipated in more hierarchical cultures, but a straightforward “Thanks” might be sufficient in more egalitarian ones. Knowing these subtleties will help to keep professional etiquette and avoid misunderstandings.
Professional emails are best served by formal sign-offs, particularly when communicating to someone you do not know well, in official business contact, or when you need to convey a great deal of professionalism and deference. Additionally suitable for emails containing formal inquiries, job applications, or important commercial dealings are these.
- “Respectfully,”
- “Sincerely,”
- “Best regards,”
- “Yours sincerely,”
- “Yours faithfully,”
- “With best regards,”
- “Kind regards,”
- “Cordially,”
- “With respect,”
- “With sincere regards,”
- “Yours truly,”
- “Regards,”
- “Thank you,”
- “Appreciatively,”
- “With gratitude,”
Emails to friends, coworkers you know well, or longtime business partners are the greatest places to utilize kind sign-offs. They work well for less formal, yet no less professional, interactions or when you want to project warmth and a personal connection.
- “Cheers,”
- “Best wishes,”
- “Warm regards,”
- “Warm wishes,”
- “Best,”
- “Kind wishes,”
- “With thanks,”
- “Many thanks,”
- “All the best,”
- “Good luck,”
- “Hope this helps,”
- “Looking forward to your reply,”
- “In appreciation,”
- “With warmth,”
- “Fond regards,”
When you are communicating with close friends, younger individuals, or coworkers you get along well with, casual sign-offs are okay. Generally speaking, they belong in more casual settings when a lighthearted, carefree tone is appropriate.
- “See ya,”
- “Take care,”
- “Ciao,”
- “Cheers,”
- “Best,”
- “Later,”
- “Peace,”
- “Talk soon,”
- “Catch you later,”
- “Until next time,”
- “Keep it real,”
- “Stay cool,”
- “All good,”
- “Be well,”
- “Stay awesome,”
In business emails where you require the receiver to react or take action, call-to-action sign-offs are very helpful. They can make sure a task is finished, invite a response, or advance the discussion.
- “Looking forward to your feedback,”
- “Please reply at your earliest convenience,”
- “Let me know your thoughts,”
- “Hope to hear from you soon,”
- “Awaiting your prompt response,”
- “Please don’t hesitate to reach out with any questions,”
- “Let’s schedule a time to discuss this further,”
- “Please confirm receipt of this message,”
- “Feel free to give me a call to discuss this,”
- “I would appreciate your input,”
- “Can you provide your insights on this?”,
- “Please let me know if you’re interested,”
- “I look forward to seeing you at the meeting,”
- “Remember to send your feedback by [specific date],”
- “Let’s move forward on this,”
Email communication has evolved significantly over the years, and with it, so have the conventions for signing off. Certain email sign-offs have become particularly popular, often reflecting the communication styles of their times. Some of these sign-offs have notable histories and have been used by well-known companies, illustrating their widespread acceptance and effectiveness.
1. “Best regards,”
For many years now, corporate communications have included this sign-off. It is appropriate for many professional situations since it finds a balance between formality and warmth. In their business communications, companies like IBM and Microsoft have long used “Best regards,” especially when addressing clients and stakeholders when it is important to keep a professional yet personable tone.
2. “Sincerely,”
One of the oldest and most traditional sign-offs, “Sincerely” has been used since the 18th century. It originated in formal letters and later transitioned into email use. Major legal firms and institutions like Goldman Sachs and Harvard University often close their more formal communications with “Sincerely” to convey professionalism and seriousness.
3. “Thank you,”
Specially common in client-facing interactions and customer service is this sign-off. It is a successful approach to express gratitude and support a good working connection. Reiterating a culture of thanks and client appreciation, companies like Amazon and Zappos that are renowned for their outstanding customer service routinely use “Thank you” to end letters to consumers.
4. “Warm regards,”
A slightly more personal alternative to “Best regards,” this sign-off is used by businesses that want to emphasize a friendly relationship without sacrificing professionalism. Organizations like non-profits or community-focused companies, such as Patagonia and Toms, use “Warm regards” in their communications to echo their brand’s values of community and warmth.
5. “Looking forward to your reply,”
This CTA (Call To Action) sign-off is particularly useful in sales and marketing emails where eliciting a response is crucial. It has been effectively used by fast-paced companies in the tech industry, like Salesforce and HubSpot, to prompt immediate feedback and maintain momentum in email exchanges.
- Keep It Brief and Sweet. The secret is to sign off succinct. It should be succinct and courteous so as to enhance the email without taking over.
- Match the Email Body Tone. Maintaining a consistent tone throughout your email guarantees that the message is clear and businesslike. If the email body is professional, use a signature like “Yours sincerely” or “Respectfully.” “Best wishes” or “Cheers” can work well in more informal emails. Having the sign-off tone match the email’s content reinforces your point and your connection with the receiver.
- Include a Call-to-Action (CTA). Wants the Recipient to Respond or Take Action. In business communications, project talks, or when feedback is needed, phrases like “Looking forward to your reply” or “Please let me know your thoughts,” encourage the recipient to take action.
- The recipient’s perception of your email can be significantly influenced by personalizing the email sign-off. When the recipient’s name is included, as in “Have a great day, [Name],” the email has a more sincere and considerate sense. It also demonstrates attention to detail and concern in your communication to consider the content of your email and send a customized greeting, such as “Enjoy your vacation, [Name]!” when you know they are going on vacation.
Email sign-offs should be tailored to fit the context of the communication, the relationship with the recipient, and the desired outcome of the email.
- Formal: “Best regards,” “Yours sincerely,”
- CTA included: “Looking forward to your feedback,” “Eager to explore potential opportunities together,”
- These sign-offs are professional and show a willingness to engage further, suitable for initial contacts or formal business discussions.
- Respectful: “Respectfully,” “Yours faithfully,”
- Hopeful: “Hoping for a positive response,” “Looking forward to the opportunity to discuss further,”
- In job applications, the sign-off should convey respect and eagerness, while also expressing hope for a response.
- Engaging: “Stay tuned for more updates,” “Can’t wait to hear your thoughts,”
- Action-oriented: “Join us today,” “Don’t miss out – act now,”
- Marketing emails often benefit from energetic and action-oriented sign-offs that encourage engagement and prompt immediate action from the recipient.
- Helpful: “Glad to assist,” “Always here to help,”
- Appreciative: “Thank you for choosing us,” “We appreciate your business,”
- Customer service emails should end with a positive, helpful sign-off, expressing appreciation and a readiness to assist further, reinforcing a positive customer experience.
- Collegial: “Thanks, team,” “Cheers,”
- Instructive: “Let’s get this done,” “Looking forward to our success,”
- Internal emails can be less formal and more collegial, fostering a friendly work environment, or they can be motivational, especially when directing a team towards common goals.
Avoiding typical errors when writing email sign-offs can help to detract from the professionalism and efficacy of your message. Here are some important “don’ts” with poor examples to show what not to do:
Don’t Use Overly Casual Sign-Offs in Professional Emails
- Bad Example: “Later, dude,” in an email to a potential business partner.
- Why It’s Bad: In a business setting, this way too informal sign-off can come across as impolite or unprofessional, which could sour the professional relationship.
Don’t Use Clichéd or Overused Phrases
- Bad Example: “Yours till the chocolate chips,” in a formal proposal email.
- Why It’s Bad: While creative, using quirky or clichéd phrases can seem unprofessional and detract from the seriousness of your message, especially in formal or professional settings.
Don’t Leave Out a Sign-Off Completely
- Bad Example: Ending an email abruptly without any sign-off.
- Why It’s Bad: Not using a sign-off may make the email seem rushed or incomplete. It can leave the recipient with a sense of abruptness, potentially affecting their perception of your communication style.
Don’t Use a Sign-Off That Doesn’t Match the Tone of the Email
- Bad Example: Using “Warmest regards” in a strictly formal complaint resolution email.
- Why It’s Bad: The receiver of your email may become confused about your goals or feelings if the tone of the body and the sign-off are different.
Don’t Forget to Customize the Sign-Off for the Recipient
- Bad Example: “Looking forward to your reply” in an email where no response is needed.
- Why It’s Bad: This could pressure the recipient unnecessarily or confuse them about whether they need to respond.
Don’t Over-Promise or Be Overly Familiar
- Bad Example: “Your best friend,” in a first-time email to a new client.
- Why It’s Bad: This sign-off can be uncomfortable for the recipient because it presumes a degree of familiarity that doesn’t exist. Building rapport ought to be done progressively and suitably.
Don’t Use a Sign-Off That Could Be Misinterpreted
- Bad Example: “With no thanks,” which might be intended humorously but can come across as rude or sarcastic.
- Why It’s Bad: Steer clear of sign-offs that are unclear or readily misunderstood, particularly in writing where tone is more difficult to express.
If you’re not sure how to set up your email signature correctly or if you want to make sure it appears clean and professional, think about using a free tool made just for this reason. Available at Warmy.io Signature Builder, the Warmy.io Free Email Signature Generator is one such tool. Using this simple tool, you may quickly design a personalized email signature with your company logo, social network links, and contact details.
Along with making the procedure easier, using an email signature generator guarantees uniformity in all of your email correspondence. The program gives you templates and settings to help you create a signature that improves the efficacy of your emails and meets your professional requirements. A well-written email signature may make a big impression on your recipients whether you’re sending out personal or commercial emails.
Selecting the appropriate email signature is a calculated move that can affect the tone and efficacy of your correspondence, not merely a formality. To summarize the main ideas, one must be aware of the reason behind email sign-offs. They are essential instruments for creating an impression that lasts, not merely courteous formality. They ought to capture the essence of the email as well as your relationship with the receiver.
The situation of your communication and your rapport with the recipient will determine how appropriate to sign out. Whether you’re signing off on a formal business email, a job application, or a friendly email to a coworker, it can influence future communications. Given that conventions might range greatly throughout different locations and businesses, always take into account the cultural background of the receiver.
Whether you’re closing a professional email with “Sincerely” or a less formal one with “Cheers,” the appropriate sign-off can improve your message and help you accomplish your communication objectives. In your sign-off, if appropriate, include a call to action to entice the recipient to respond or participate further. These recommendations will help you to make sure that your email sign-offs are not only suitable but also efficient in improving your correspondence and preserving your business ties.
📜 Related article:
What is an email sign-off?
An email sign-off is a - the word or phrase used shortly before your signature at the end of an email is called an email sign-off. It can express your relationship with the recipient and the tone of the email as well as it serves to courteously end the message.
Can I use the same sign-off for every email?
Convenience may lead you to use a single sign-off, but it's better to customize your sign-off to the email's context and your relationship with the recipient. Various circumstances and receivers could require more formal or informal sign-offs.
How do cultural differences affect choosing an email sign-off?
Sign-off appropriateness can be greatly influenced by cultural variances. In a more formal Japanese business environment, for example, what functions well in a laid-back, friendly American office would not. Your choice can be informed by knowing the background of your receiver or by researching cultural customs.
Should I include a call-to-action in my sign-off?
Particularly in business or marketing emails where you want the receiver to react or take action, including a call-to-action can be highly successful. "Looking forward to your reply," and "Please let me know your thoughts," are two instances.
What are some common mistakes to avoid when choosing an email sign-off?
Typical errors include signing off in too informal ways in business contexts, not matching the email's overall tone, or using cliched language that the receiver might not find meaningful.
Is it ever acceptable to leave out a sign-off?
To prevent coming out as rude or abrupt, it is always wise to include a sign-off. But sometimes it's OK to skip the sign-off in really casual, quick conversations with people you talk to a lot.