Ultimate guide on how to end an email

Tips and phrases for email endings

Tone can be hard to gauge over email, which means sometimes things can get lost in translation leading to unwanted misunderstandings. When sending professional emails especially, you want to give off the right impression and stick to workplace etiquette.

Even if you are diligent about editing the body of your emails, ending an email with the wrong phrase can affect the delivery of your entire message. You don’t want your parting words to inadvertently disregard everything that came before them!

The words you leave your readers with are just as important as the ones you start with, if not more. Your final words will leave a lasting impression, and you want that impression to be a good one. 

If ending your emails is a struggle, we’ve got you covered with tips and phrases for ending all types of emails. 

Why is email closing important?

After spending time crafting a well-thought-out email, it might be tempting to just slap on any ending so you can send it on its way, but this could not be more wrong! 

It might be hard to remember, but when sending emails you are interacting with real people. As with any interaction between two people, the way it ends will likely influence future interactions.

Imagine having a business meeting that ends with the other person saying something weird or out of place and then just walking away. You will probably end up remembering the way the meeting ended more than what took place throughout. 

Will you want to work with this person in the future? Probably not, and you definitely won’t want to work with them on the spot. 

The way you end your emails can mean the difference between positive or negative brand impression, and how or if you will receive a response. 

What to include in the email closing

Depending on who the recipient of the email is, you will want to tweak your email closing to fit the situation. However, there are a few things that you should always include when ending an email.

Call to action

This is your chance to initiate an immediate response or action from the reader. You want to make sure that your email isn’t just read and forgotten. 

It can be something as simple as, “Awaiting your response,” or “Looking forward to hearing from you.” If your reader knows that you are anticipating something in return, they will be more likely to respond.

Email sign off

This part is probably what comes to mind for most people when they think of ending an email. The email sign off is usually one word like “Best,” or “Regards,” depending on the context of the email. 

Grammar can be a killer, so know that you should always put a comma after your sign off.

First and last name

Even if you have already introduced yourself to your recipient, it is always important to end your emails with your full name. This way the information is accessible to the reader, just in case they forgot. 

The more times someone sees your name, the more likely they are to remember it. This will also make it easy for the person to respond without having to go through the trouble of figuring out who they are communicating with.

If relevant, you can also include your job title under your full name to give the recipient some extra context.

Contact information

It is always nice to include additional contact information when ending an email. This way, if someone prefers to speak on the phone rather than write an email response, they will be able to do so.

If you are using an email signature, this part of the closing will be taken care of. Email signatures are good for identifying you with your company or brand, and providing contact information so that you don’t have to add it manually at the end of every email.

Email sign off types

Different people merit different types of email sign-offs. Being super formal doesn’t always fit the situation, like if you are talking to someone that you already have a close relationship with. On the other hand, being too casual with someone in the wrong situation can be seen as unprofessional. 

You will need to learn how to read the situation to know what type of response is appropriate. 

Here are some examples of different types of email sign-offs to help you avoid uncomfortable faux pas.

Email closing for formal business

When ending a formal business email, you want to make sure to come across as professional and put together as possible. These types of emails are crucial for building business relationships, so you will want to triple-check your spelling and grammar and stick to the basics. 

You also do not want to be too casual when ending formal business emails. You definitely don’t want to sign off on these types of emails with a, “peace out!” or “XOXO.”

Email closing for friendly business 

When sending a work related email to a close colleague or work friend, you can end things a little more friendly than you would with a traditional formal business email.

Don’t go off the rails here, you are still in a work setting and should stick to professional email etiquette. Also, if you’re on the fence about sending a friendly email or a more formal closing, it is always better to stay on the safe side and go the formal route. 

Semi-professional email closing

Semi-professional email closings are those that can be used in pretty much any context. They are neutral enough to be viewed as professional but are not too casual. 

These can be used for returning clients or ongoing business relationships in which you are acquainted with the recipient but still want to maintain a professional tone. 

Email closing with gratitude

Ending an email with gratitude is common practice and for good reason. You want to thank your recipient for taking valuable time to read what you have sent. This is especially true if you are asking for something specific in the body of the email. 

However, you don’t want to pour on the gratitude too much. Saying thank you five times in one email is overkill, but closing out your email with appreciation is a nice gesture.

Bad sign-off email closings

We’ve covered the good, now let’s review how NOT to end your emails. 

First of all, don’t skip the sign-off. Many people, especially those sending emails from their mobile phones, leave their emails with the automated, “Sent from my iPhone” signature. 

It might take a bit more effort to change this on your phone, but it is worth it. Leaving the automated signature looks lazy and you don’t want to come across that way, especially when writing formal emails. 

It might be tempting to get creative or be funny when ending an email. While this is okay sometimes, it is usually a better idea to stick to the professional way of ending emails. You don’t want to misread a situation and send something that could end up doing more harm than good.

General rules regarding email closings 

Always consider your relationship to the recipient when deciding how to end your email. As we mentioned earlier, it is always better to play it safe if you are unsure of how formal to be. 

You should put in the effort to personalize your sign-offs. You don’t want to send the same thing every time, especially if you are communicating often over email. Make your readers feel seen!

The way you end your email should fit with the rest of the email’s tone. Don’t end an apology email with an overly friendly sign-off, for example.

Don’t be afraid to try out different email closings (within reason). The best way to learn what sign-off people respond the best is by testing. Send out A/B tests until you figure out what works best for you.

Cool sign off phrases

Occasionally you will have a chance to have some fun with your sign off phrases. If you are communicating with someone who knows you well, humor can even be used to deepen the relationship. 

While you want to end your emails on a good note, once you learn the basics, the rest is pretty intuitive. Keep in mind who your audience is and remember that there is a time and place for fun, just not when signing off on every email