Emailing is an important method of communication in professional situations, whether it’s while you are looking for a job, during the hiring process, or afterward.
When it comes to managers and colleagues in the workplace, how you end an email could mean the difference in whether you get the job or not. Or whether colleagues return your call or you successfully make the deal.
- Why Email Closings Are Important?
- What To Include In Your Email Endings?
- Examples Of Closing Lines And The Tone To Set
- What To Include In Your Email?
- Is A Closing Always Necessary?
- Professional Email Closing Phrases
- 5 Key Examples Of How To End An Email
- How To Improve Your Writing Skills?
- Final Thoughts
All aspects of your email count…
While a good subject line can influence whether the recipient even opens your email, and the way you construct the main body of your message speaks to your specific concerns, the closing line and sign-off can help determine the impression you leave in the reader’s mind.
In this article, I want to talk about optimizing your closing line and email sign-off as well as examine how to end an email, elements to include, things to consider, and some useful examples.
Why Email Closings Are Important?
The last thing your audience sees after reading your message can be the motivating element in how quickly they respond. Indeed, your closing line and sign-off phrase can be a factor in determining whether they respond at all.
You’ll be surprised at how much you can say in a couple of words!
In a business setting, not only does each email you send create an impression of you as a person and professional, but it also gives an impression of your company’s brand.
Decide on the tone…
When finishing up your email, you need to decide what kind of tone you want to set and what kind of relationship you have with your audience.
Not sure how to end a professional letter?
Keep things formal yet friendly. I will concentrate here on business-type emails. A polished quality in your email ending will help give a positive impression and assure recipients you take pride in yourself and how you present in professional situations.
What To Include In Your Email Endings?
Remember, your email closing acts as the end of a conversation. Treat as if you were to be talking with someone face-to-face or even on the phone. If you are trying to build or maintain a relationship, you wouldn’t just walk away or hang up abruptly.
Write a final, conclusive sentence and an appropriate closing phrase. By using friendly, professional language and pointing clearly and politely to your hoped-for response, you have a better chance of influencing a positive outcome.
Examples Of Closing Lines And The Tone To Set
A closing line is the last line of your email before your ending. It is to help clarify your reasons for writing and to motivate the recipient to respond. Showing you are grateful to the recipient for reading your message while letting them know politely that you expect a response could look like this:
“Thank you so much for taking the time to review my CV and portfolio. I look forward to hearing from you soon.”
“Thank you for making the time to meet with me. Please let me know what time best suits you.”
“It was great speaking with you. If you have any further questions, please (do not hesitate to) contact me.”
What To Include In Your Email?
Especially in the situation where your email is being sent to the receiver for the first time, it’s better to edge on the side of being more formal. This shows that you are serious and professional and that you respect the company and brand you are communicating with. While familiarity can develop and your relationship with that person becomes a bit more casual, becoming too familiar too fast may not benefit you.
Use your full name
Include your first and last name in closing your email, and a job title if you have one and it is relevant. This is important in your first written communications. People get lots of email, and the recipient is likely to be more clear on who you are and less likely to confuse you with other contacts.
Use your occupational title
If you have a current or general professional title, including it may increase your credibility and future recognition.
Include contact information
Of course, the person receiving your message already has your email address; however, it’s important to include additional ways of getting in touch with you if necessary, such as your direct phone number.
Is A Closing Always Necessary?
Perhaps you’ve exchanged several emails with someone, and both know what you are communicating about. You may feel it unnecessary to include a closing line. I advise that including an appropriate closing in your email shows your attention to detail and professionalism.
For example, if you are communicating within a company where many people are included in decisions and information sharing, your email may be forwarded to others who may not have dealt with you before. Signing off with a closing phrase and your name and/or title can make future or ongoing communications clear and easy to follow. Your diligence will probably be remembered and appreciated.
Professional Email Closing Phrases
Once you’re already working at a company and exchanging emails with familiar colleagues, casual closing phrases may be acceptable. Best to take the cue from the people you work with as to the company culture in terms of formal and informal.
Certainly, to begin with, you’ll want to make sure the phrases you use during the hiring process and early communications are more professional.
Be careful if it’s too soon!
Here are some closing phrases you should avoid in most professional environments or with managers. They may be acceptable with colleagues that you contact every day, but best to consider your audience:
- Your friend
- Thanks a bunch
- Chat soon
- Yours truly
Common professional email closing examples
Many people rely on some variation of the word “Best” to sign off an email. “Best” communicates goodwill and professionalism, and it’s a great all-purpose ending to almost any email. Here’s a list of the most common ways to end a professional email:
- Regards/Kind regards/Warm Regards
- Thank you/Thank you for the opportunity/Thank you for your time
- Warm wishes
- With gratitude
- Many thanks
5 Key Examples Of How To End An Email
Here are five examples based on where you are during the hiring process.
When applying for a job:
Thank you for considering me for this position. I look forward to hearing from you!
Experienced Sales Professional
Upon finishing a phone or video conference appointment:
I’ve attached my portfolio/files for your review. Please let me know if there’s anything else you need.
Thank you for your time,
Web Designer & Illustrator
When responding to a meeting request:
I’m looking forward to meeting with the selection committee next week.
Thank you for the opportunity,
Social Media Marketing Professional
After completing an interview:
Thank you very much for your consideration. I look forward to the next step in the hiring process.
John T. Jones
Full Stack Software Engineer
When accepting a job offer:
I am looking forward to discussing contract details and meeting the team!
Lee Kim Kyung
Experienced Finance Professional
How To Improve Your Writing Skills?
Why not perfect your email writing from beginning to end with the 7 Steps to Better Writing: How to write better reports, proposals, email, blogs, and web content, as well as Email Writing: Advanced ©. How to Write Emails Professionally. Advanced Business Etiquette & Secret Tactics for Writing at Work available online in 2023.
I also recommend reading up on the Business Email: Write to Win. Business English & Professional Email Writing Essentials, and of course Business and Academic Letters and Emails: Email and Letter Writing Book for Dummies and Successful Business Writing. How to Write Business Letters, Emails, Reports, Minutes and for Social Media for more helpful info.
Finally, our website also boasts excellent articles such as how to write a Thank You Email After Your Phone Interview, How To Respond To A Job Rejection Email, or even How To Smartly Accept Emailed Interview Invitations, and most importantly, How To Email A Recruiter when job hunting.
Email closing lines are just as important as subject lines, opening lines, and the main content of your emails. You can try out different ways to end your emails depending on the situation.
By using these tips and considering the examples above, you will be able to craft an email ending that reflects your ability, attention to detail, and professionalism.
All the best with your future writing endeavors!