How you end an email in professional business communications can significantly alter how your message is received by your audience.
To put it simply, your email sign off can make or break your message. When writing a professional email, the most attention is typically focused on the email greeting and body — but how you end an email, or write your email sign off, is just as important. Consider it your final impression and your call to action — the last chance you have to drive home your objective with precision.
In this article, we’ll cover all the ins and outs of how to end an email professionally, with examples of the best ways to sign off an email for different circumstances, as well as tips on mistakes to avoid.
Why your email sign off is important
Your closing statement, or email sign off, is more than just saying goodbye to your audience. In a professional context, it can:
- Clarify your message
- Set expectations (Are you asking for a follow up? Inquiring about a meeting? Do you require a quick response?)
- Build a stronger relationship with the other person
- Establish a professional environment
No matter the scenario, knowing how to write a direct and professional email sign-off is crucial in any industry.
How to end an email professionally: 5 key points
There are a myriad of ways to end an email, but these five elements should always be included in your email sign-off.
- A succinct and clear call to action, with dates and times, if applicable
- What is the mission and final objective of your email? Is there a due date?
- A professional closing phrase
- A quick way to transition from your final message
- Your name
- First and last, always
- The company you’re affiliated with and your title
- For brand recognition, and so your reader knows how to address you
- Contact information
- Email, cell phone, your business line, social media tags, or whatever way you prefer to be reached
15 professional email sign off examples
Here are a few examples of how to end an email professionally and maintain the right tone in any situation.
Quick and professional
- Regards
- Best regards
- Best
- Respectfully
- Thank you / Thank you for your time
Call to action
- Let me know if you have any questions
- Please respond at your earliest convenience
- Awaiting your instructions
- Please advise
- Looking forward to hearing from you
Friendly yet professional
- Until next week
- Talk soon
- Looking forward to our chat
- Thoughts?
- See you then
How to use a sign off in an email
Below are examples of how to format an email sign off properly in different scenarios.
Does next Monday work to touch base?
Follow up
Respectfully,
Jane Doe
Account specialist, Proton
[email protected] | (555) 555-5555
Interview or business venture
I look forward to hearing more about this opportunity.
Best regards,
Lisa Longfellow
Freelance consultant
Customer service
Please let me know if you have any further questions.
Thank you for your time,
Steven G. Thompson
Customer Outreach Agent | Customer Outreach Solutions
[email protected] | (555) 555-5555 ext. 5
Mistakes to avoid
Below, you’ll find some common errors to check for before you hit send — and which could harm the clarity and consistency of your message (or the chance to get a reply)
Inconsistent tone
Your message should be formal and follow professional email etiquette standards from beginning to end.
Casual jargon, punctuation or emojis
Omit slang and other common words, punctuation (exclamation marks), and emojis that make your message sound or look unprofessional.
Forgetting to add your name or title
Don’t sign off without introducing yourself once more.
Spelling anything — especially your recipient’s name — wrong
Spell check, then check it again.
No call to action
Is the purpose of your email clear? End with a call to action if you require a follow up.
Writing your professional email sign off
Your email sign off can leave a lasting impression, but whether it’s a good or bad impression is up to you.
Learning how to format an email and how to end an email with a professional email sign off is a skill that you will use daily in your business communications, no matter the industry. Whether you’re corresponding with a colleague in-house, applying for a job, or speaking with a high-ranking official, these professional email sign offs will help you close your email with confidence and precision — and help you get that reply email when you need it most.
