How to end an email

What are the best ways to end an email?

Ending an email properly is a crucial part of professional communication. It's the final impression you leave with the recipient and can influence how your message is perceived. The right closing demonstrates politeness, professionalism, and consideration for the reader. Conversely, an inappropriate or abrupt ending can undermine the effectiveness of your entire email.

Choosing the Right Closing

The most important factor in selecting an email closing is the context of your communication. This includes the purpose of your email, your relationship with the recipient, and the overall tone you wish to convey.

Formal Closings

When writing to someone you don't know well, a superior, or in a very formal business setting, opt for a formal closing. These convey respect and seriousness. Some common formal closings include:

• Sincerely: This is a classic and safe choice for most professional correspondence. It's polite and conveys genuine intent.
• Regards: A slightly less formal but still very professional option. It's concise and widely accepted.
• Best regards: Similar to 'Regards', but with a touch more warmth. It strikes a good balance between formality and approachability.
• Yours sincerely: Often used in British English when you know the recipient's name (e.g., 'Dear Mr. Smith, Yours sincerely,').
• Yours faithfully: Typically used in British English when you don't know the recipient's name (e.g., 'Dear Sir or Madam, Yours faithfully,').

Semi-Formal Closings

For colleagues you know, clients you have an established relationship with, or in situations that are professional but not strictly formal, these closings work well:

• Best: A common, friendly, and efficient closing. It's professional enough for most workplace interactions.
• Kind regards: A warmer version of 'Regards', suitable for building rapport.
• Warm regards: Even warmer than 'Kind regards', appropriate when you have a good working relationship.

Informal Closings

When emailing friends, family, or close colleagues with whom you have a casual relationship, you can use more relaxed closings:

• Thanks: If the email is a request or thanks someone for something.
• Thank you: A slightly more formal version of 'Thanks'.
• Cheers: A very informal and friendly closing, common in some regions (like the UK and Australia).
• Talk soon: Implies you expect further communication.
• Best wishes: Friendly and generally applicable.

Punctuation and Formatting

Typically, a comma follows the closing (e.g., 'Sincerely,'). However, in some styles, especially in digital communication, the comma is omitted. Consistency is key. After the closing, leave a blank line, and then type your full name. If you have a title or company affiliation, you can include that below your name.

What to Avoid

Certain closings can come across as unprofessional or inappropriate. It's best to avoid:

• No closing: Simply signing off with your name without a closing feels abrupt and impolite.
• Overly casual closings: 'Love', 'Hugs', or emojis are generally unsuitable for professional contexts unless you have a very close personal relationship with the recipient.
• Generic or outdated closings: While 'Yours truly' might seem polite, it can sometimes feel a bit old-fashioned.

Key Considerations

• Recipient: Who are you writing to? A CEO requires a different closing than a teammate.
• Purpose: Is it a job application, a complaint, a quick question, or a friendly update?
• Relationship: How well do you know the person?
• Company Culture: Some workplaces have a more formal or informal communication style.

By carefully considering these factors, you can choose an email closing that is appropriate, professional, and leaves a positive lasting impression.