You’ve written the perfect email—clear, concise, and informative. But then you hit the last line and pause. “How should I wrap this up?” It may seem like a small detail, but how you end your email can make or break the impression you leave. In fact, the sign-off can influence how your message is received and whether it gets the response you’re hoping for. That’s why learning how to end an email effectively is a communication skill worth mastering.
Whether you’re writing to a potential employer, a long-time client, or your team at work, the way you sign off can subtly reinforce your tone, intent, and professionalism. And don’t worry—we’ll walk through real-world examples so you can tailor your email endings to fit any situation.
Why Your Email Ending Is Crucial
Most people focus on crafting the body of an email but overlook how it ends. That’s a big mistake.
Think of your email like a movie. You remember the ending more than the middle, right? A strong close can tie everything together, leave a lasting impression, and even prompt action. On the flip side, a weak or abrupt sign-off can confuse the reader or come across as cold.
So if you’ve ever felt unsure about which sign-off to use, or if your email tone matched your intent, you’re not alone. Let’s break it down.
Understanding the Tone of Your Email
Before you decide how to end your message, take a moment to reflect on your tone. Are you writing something formal, like a proposal or job application? Or is this a quick update to your coworker?
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For formal situations, it’s best to stick with traditional closings like:
- “Sincerely”
- “Best regards”
- “Yours faithfully”
For informal or casual communication, you can lighten the tone with:
- “Cheers”
- “Talk soon”
- “Take care”
Still unsure? When in doubt, lean on professionalism—especially if you don’t know the recipient well.
Key Elements of a Strong Email Ending
A good email ending typically includes three parts:
- A final sentence or closing line – This might be a thank-you, a call to action, or a kind note.
- A sign-off – This is the complimentary closing (e.g., “Best regards”).
- Your signature – Name, job title, and contact info (if not already auto-added).
For example:
Let me know if you need anything else.
Best regards,
Jordan Smith
Marketing Coordinator | ABC Agency
Popular Email Sign-offs and What They Say About You
Let’s break down some common ones and their tone:
- Sincerely – Traditional and formal. Great for first-time or business correspondence.
- Best regards – Slightly warmer than “Sincerely,” still professional.
- Kind regards – Polite and courteous, often used in British English.
- Cheers – Friendly and casual; avoid in formal emails.
- Thanks / Thank you – Expresses appreciation, versatile.
- Warmly – Soft, pleasant tone. Use with clients or friendly contacts.
- Talk soon – Informal and conversational. Ideal for internal teams or ongoing projects.
Best Practices for Formal Emails
When it comes to formal email endings, professionalism is key. These messages are usually sent to clients, managers, HR representatives, or potential employers—so your closing should reflect that.
Here are a few do’s for formal email sign-offs:
- Keep your language respectful and courteous.
- Use full phrases like “Thank you for your time” or “I look forward to your response.”
- Stick with safe closings such as “Sincerely,” “Best regards,” or “Kind regards.”
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Example:
I look forward to hearing from you soon.
Sincerely,
Michelle Carter
Senior Project Manager | FutureTech Inc.
Best Practices for Informal or Internal Emails
On the flip side, if you’re sending a message to a colleague, teammate, or even a friendly client you know well, you can loosen up a bit. These email closings don’t have to be stiff or overly polished. Just make sure they’re still polite and appropriate.
Friendly options include:
- “Cheers”
- “Talk soon”
- “Take care”
- “Catch you later”
Example:
Let’s catch up in the weekly standup.
Cheers,
Max
How to End an Email with Gratitude
Adding a note of appreciation is almost always a good idea—especially if someone has helped you, responded to a request, or taken time out of their day. Showing gratitude strengthens relationships and leaves a positive impression.
Here are a few ways to show thanks at the end of an email:
- “Thanks again for your support.”
- “Much appreciated!”
- “Really grateful for your time.”
Example:
Thanks again for reviewing my proposal—your feedback was super helpful.
Best,
Nina
How to End an Email with a Call to Action
Sometimes you want your email to lead to the next step—whether that’s booking a meeting, sending a document, or confirming something. A call to action (CTA) at the end is how you do that.
CTA endings might look like:
- “Let me know if Thursday works for a quick call.”
- “Please review and get back to me by EOD.”
- “I’d love your feedback on this by next week.”
Example:
Let me know if you have any edits by Friday.
Warm regards,
Jason
Avoiding Common Mistakes When Ending an Email
Here are a few things to steer clear of:
- Being too abrupt: Ending an email with just your name and no closing line can feel cold.
- Overused phrases: “Thanks in advance” can come off as presumptive if not worded carefully.
- Forgetting your signature: Especially in business settings, your signature builds credibility and offers contact info.
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Examples of Professional Email Endings
Formal Examples:
I appreciate your time and consideration.
Sincerely,
Alex Nguyen
I’m looking forward to your response.
Best regards,
Priya Mehta
Please let me know if I can assist further.
Kind regards,
Samuel Lee
Semi-Formal Examples:
Let me know your thoughts when you get a chance.
All the best,
Jamie
Great working with you on this!
Thanks again,
Lucia
Hope we can connect again soon.
Warmly,
Diego
Informal Examples:
Catch you at the next team sync.
Cheers,
Ryan
Appreciate the quick reply!
Thanks,
Zoe
Talk soon!
Take care,
Eli
Examples by Scenario
1. Job Application:
I’m excited about the opportunity to contribute to your team.
Sincerely,
Anna Brown
2. Business Pitch:
Looking forward to hearing your thoughts.
Best regards,
David Kim
3. Resignation Email:
Thank you for the opportunities and support.
Kind regards,
Emily Scott
4. Post-Meeting Follow-Up:
Let me know if I missed anything from today’s discussion.
Thanks again,
Leo
When and How to Add a Postscript (P.S.)
A P.S. is a great tool for informal or marketing emails—it adds a human touch or draws attention to something important.
Use it sparingly, though, and avoid it in formal emails.
Example:
P.S. Don’t forget to sign up for Friday’s webinar—we’ll cover the new features in detail!
Signature Dos and Don’ts
Your email signature should reflect your role and make it easy for people to contact you. Keep it clean and clutter-free.
Include:
- Full name
- Title
- Company
- Phone number
- Website or LinkedIn (optional)
Avoid:
- Overusing fonts or colors
- Adding quotes or inspirational messages in professional settings
Cultural Considerations in Email Closings
Be mindful that email norms vary globally. For instance:
- “Warm regards” is more common in Europe than in the U.S.
- In some Asian countries, formality is expected even in emails.
- Humor or casual closings might not translate well internationally.
When in doubt, go formal on the first message—and adjust based on the recipient’s style.
Conclusion and Call to Action
Ending your email well isn’t just about manners—it’s about strategy. The right sign-off helps you sound confident, respectful, and intentional. Whether you’re writing to your boss, a recruiter, or your teammate, now you know exactly how to end an email in a way that makes your message stick.
Try using one of these examples in your next email. Experiment with tone, add a touch of personality, and pay attention to how people respond. Small tweaks can make a big difference!
FAQs
1. What’s the most professional way to end an email?
“Sincerely” or “Best regards” are safe, professional choices that work in nearly all formal situations.
2. Can I use emojis when ending an email?
Emojis are best reserved for casual, internal communication. Avoid them in formal or client-facing emails.
3. Should I include my job title in every email signature?
Yes, especially in professional emails—it adds context and builds credibility.
4. Is “Best” too casual for a business email?
It’s acceptable in most situations, but for very formal messages, opt for “Best regards” or “Sincerely.”
5. How do I politely end an email that includes bad news?
Use a neutral, respectful tone. Try closings like “Thank you for understanding” or “I appreciate your time.”
