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How to End an Email: 10 Ways to Get Inspired

Will Cannon
February 10, 2021
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In this article, we’ll let you know exactly how to end an email, regardless of the occasion. Since the closing is usually the most memorable part of any message, we’ll tell you how to make sure you’re sending the right message.

We’ll tell you exactly how to end an email in all kinds of scenarios, like:

  • When you’re asking for something
  • When you’re in a professional setting
  • When you’re applying for a job
  • When you’re in a casual relationship
  • and much more!

By the end of the article, you’ll know both the best and worst ways to close your emails.

Let’s get started.

Quick Links:

  1. Here Are 10 Great Ways to End an Email (+ 3 Bonus Email Sign-Offs)
  2. 7 Email Closings You Should Avoid
  3. How to Finish an Email: 5 Best Practices Salespeople Should Follow

Here Are 10 Great Ways to End an Email (+ 3 Bonus Email Sign-Offs)

Here’s how to end all kinds of emails for any occasion:

1. How to end a formal/professional email

When you’re in a professional setting, the way you end your email matters. You can use it to show respect and to further establish the kind of relationship you’re after.

You may want to stick with a formal sign off in multiple settings, like formal work environments, formal complaints, when writing to a CEO, or when trying to sell something to more conservative clients.

This is also a great way to sign emails when you don’t know the person since it’s always better to be too formal than to be too casual.

However, you want to avoid making the ending of an email feel too impersonal, which can turn your recipient off. After all, we all like to treat and be treated like people, not like machines.

You can achieve this by signing your formal email with phrases like:

  • Kindest regards
  • With appreciation
  • Warm wishes
  • Yours truly

Some formal email endings that are less personal are:

  • Cordially
  • Regards
  • Respectfully

2. How to end a semi-formal email

Sometimes you write an email to someone you feel comfortable with already, but you’re still working through establishing a relationship.

Semi-formal styles are also used with people you don’t know that well but are hoping to get to know better. You can use semi-formal writing styles when writing to a peer in a business setting, people who work for you or under your supervision, and even in casual environments when you just don’t feel comfortable enough to be as casual as they are.

Since this tone is so versatile, it’s also the best way to sign a cold sales email, because it’s not so formal that it’s impersonal, but it’s not too casual to be inappropriate.

You can use semi-formal sign-offs like:

  • Cheers
  • Good luck
  • Sincerely
  • Take care
  • Warmly

You can also add more personality with longer semi-formal sign-offs such as:

  • Have a great day
  • See you soon
  • Talk to you soon
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3. How to end a casual email

Informal emails are great for casual environments or when writing to people you know well. They’re also used more frequently now in professional settings, with many startups and tech businesses favoring a casual environment and, therefore, informal email styles.

When ending an informal email, make sure the end fits within the context of the relationship you have with the recipient. You don’t want to be too informal, especially when you’re still nurturing your relationship.

You can use phrases like:

  • See ya
  • Catch you later
  • Hugs

If you know the person well and want to go the extra step, you can try even more casual phrases like:

  • Stay awesome
  • Sending you good vibes
  • Your friendly [job title]

4. How to end an email when requesting a meeting

When you’re asking to meet someone, you can use the way you end your email to further express your desire to meet them and even to motivate the recipient to agree to the meeting.

If sending a meeting request is a usual practice, you can simply use closing lines like:

  • Looking forward to meeting with you
  • See you on Thursday
  • Let me know if this works
  • Catch up with you soon

However, if you’re intending to get a meeting on your first cold email, you need to make sure your closing line is both memorable and easy to read. 

Why?

Because your email may be scanned rather than read, so you need to make every word count.

Remind them what’s in it for them and let them know you’re more than willing to accommodate their schedule with phrases like:

  • Hoping there’s a hole in your calendar
  • Looking forward to helping you soon
  • Eager to hear from you

You can also add a P.S. line to remind them why they should contact you and how long the meeting will take.

5. How to end a response to a rejection

We all get rejected sooner or later. That’s why you need to know how to handle rejection and how to reply to it while leaving the door open for a change of mind or circumstance.

The ending of your email will likely be the last your recipient hears from you for a long time, so make it memorable and use it to close things gracefully and elegantly.

Use phrases like:

  • Thank you for your time
  • Keep me in mind if things change
  • Wishing you luck in all your future endeavors

6. How to end a relationship-nurturing email

When you’re nurturing a relationship, you want to show that you care for your recipient and want to hear more from them.

In closing, you can show some personality and get a bit more creative. This will let them know you’re friendly and will motivate them to respond in the same way.

You can end your emails with phrases like:

  • You’re the best!
  • Stay awesome
  • Later gator
  • Looking forward to Friday!

You can also use a P.S. to further personalize the email and make it unique with a piece of content you want to share from them or a quick congratulatory note or funny recall to a previous interaction.

7. How to end an email when applying for a job

When applying for a job, the contents of your email are extremely important, and the closing words are no different. This is especially true when you’re sending your very first email since recruiters read many emails. You’ll want yours to be as memorable as possible.

You’ll want to show your professionalism by nailing the ending, and you can use it to express your hopes to get the job or your desire to hear back from them soon.

Use phrases like:

  • Looking forward to your reply about this opening
  • Thank you for the opportunity
  • Many thanks

Finally, before pressing send, triple-check your spelling and make sure you’ve attached the right files.

There’s nothing more embarrassing when applying for a job than sending a perfectly-written email just to send another one right after with your CV!

8. How to end an email when you need someone to take action

If you want your recipient to take action, you’ll want to use your closing to remind them.

Your sign off can be a great place to add a call to action and let people know what you’re expecting from them. They’re perfectly placed and memorable enough to invite action without sounding pushy.

You can use phrases like:

  • I appreciate your help
  • Looking forward to your reply at your earliest convenience
  • Please let me know if you’re able to [take action] before [date]

9. How to end an email when you’re sending an update or answering a request

If you’re replying to someone who has been waiting to hear from you, you can use your sign-off to let them know the state of their request. You can update them on whether you’ve done all you’re supposed to or if you’re still working on it.

It rounds up the tone for the interaction and can be used efficiently to manage a user’s expectations.

If you’ve solved the issue or fulfilled the request to the fullest extent of your capabilities, use sign-offs such as:

  • Glad to help
  • Let me know if you have any further questions
  • Happy to help with anything else

If you’re in the process of completing their request, you can end your email with something like:

  • Stay tuned for more emails
  • That’s all for now
  • More to come

10. How to end an email when thanking someone

Finally, knowing how to thank someone is vital and can be very versatile. A bad “thank you,” even online, can do more harm than good.

Remember, your recipient cannot see your face or hear your voice, so you have to be as clear and cautious as possible to ensure you’re transmitting the right message. 

If you write a simple “Thanks,” you can come off as short and maybe even a bit passive-aggressive. If you exaggerate your thank you, your recipient may even believe you’re being sarcastic.

If your email is very formal, you can end your thank you message with phrases like:

  • Gratefully yours
  • With sincere gratitude
  • With appreciation
  • Humbly thankful

If your thank-you email is more casual, you can say something like: 

  • Many thanks
  • Thank you for everything
  • Thank you so much for [action]
  • With thanks and appreciation

Finally, if you’re in a relaxed environment, you can add more personality to your closure with phrases like:

  • I owe you a beer
  • You’re a lifesaver
  • Thanks a million
  • IOU

7 Email Closings You Should Avoid

Now that you know the best email closings, you need to know which ones you should avoid at all costs.

These are:

1. Sent from my iPhone

This is an extremely unimaginative, unoriginal, and boring sign off that indicates to your receiver that you don’t really care about details, or that you’re not very computer savvy.

Never use this closing, and instead, set up a unique automatic closing. Better yet, remove automatic closings entirely and personalize your closing every time.

2. Thx

Like the previous example, these three letters tell your recipient you don’t really care about them. If you actually want to say you’re thankful, don’t hold back on three letters to save a fraction of a second.

3. XOXO

This outdated sign-off is better left for the turn of the century.

4. Thanks in advance

This sign-off presumes that the recipient will take the action you’ve requested, so it may come off as pretentious.

Instead, use something like “thanks for the help” to lessen the implication while conveying the same message.

5. Inspiring quotes

Inspirational or not, quotes are rarely a good way to sign off an email. They often sound pretentious or out of place and may even confuse your recipient.

6. An emoji or smiley face

At best, an emoji will look lazy, and at worst it could confuse the recipient. Just write the message you wish to convey instead.

7. Best

Short and unimaginative, it may make your recipient feel like you didn’t really care enough to add a better sign off. Try to add at least an extra word, or personalize it further instead.

How to Finish an Email: 5 Best Practices Salespeople Should Follow

Here are a few best practices when finishing off an email:

1. Don’t skip the closing

As you advance the relationship, it can become tempting to not close your email, especially when your recipient isn’t doing it.

However, you should always keep in mind that signing off an email shows your professionalism and attention to detail. Regardless of who you’re writing to, they will be more inclined to buy from someone who can take the extra moment to properly finish off their emails.

2. Add your contact information

Not everyone wants to connect by email alone. Make sure you properly introduce yourself in your first email and add some other ways to contact you when finishing up, such as your phone number, website, or LinkedIn profile.

3. Make sure your sign off reflects the kind of relationship you have

The more comfortable we get when selling something, the more casual we may be tempted to behave. However, coming off as too casual may convey to your recipient that you’re careless, unprofessional, and maybe even rude.

Always keep in mind not only the relationship you have with your lead but the relationship you’re pursuing when signing off your email.

4. Check your spelling

Very few things will be smaller yet as impactful as bad spelling. Bad spelling tells your recipients that you’re careless, and it may even suggest that you’re not particularly smart or educated. There’s nothing wrong with either of those traits, but that’s not the kind of person you want your lead to think you are.

Run the spell check and use tools like Grammarly to automatically check your spelling and grammar for you, even before signing off.

Don’t forget to also check your subject line to make sure it’s optimized and effective.

5. Don’t use the same sign-off all the time

Using the same sign-off is like using none at all. It conveys a lack of interest and may even be detrimental to the relationship you’re trying to foster.

If you received an email from your boss that closed with “You’re the best!”. You’d probably feel proud of yourself. But how would you feel if every email you received from your boss was signed in the exact same way and emails sent to your coworkers were also signed the same way? 

Using the same sign-off cheapens the compliment, regardless of how well-written it is.

Conclusion

By now, you know exactly how to sign off your emails, regardless of the occasion. Remember to always make sure your closing is included, appropriate, and well written.

If you nail the end of your email, we’re sure you’ll get more frequent and better responses in no time.

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