While we often focus on the content and structure of our emails, we must not overlook the importance of the closing. The way we conclude our emails can leave a lasting impression on the recipient, reflecting our professionalism, tone, and attention to detail. In this article, we’ll explore some strategies and share the top tips for ending an email effectively so your intentions can be communicated clearly no matter who you’re writing to.
Choosing an appropriate closing phrase sets the tone for the email’s conclusion. Here are some commonly used phrases to consider:
- Sincerely: This classic and formal closing works well for professional correspondences.
- Regards/Best regards/Kind regards: These phrases strike a balance between professionalism and friendliness, making them versatile choices for most situations.
- Yours sincerely: This closing is commonly used when writing to someone you have a close working relationship with or addressing a more formal email.
- Respectfully: When writing to someone of higher authority or seniority, this closing does a good job of conveying respect and professionalism.
- Warm regards: This closing adds a touch of warmth and friendliness. It’s suitable for less formal or internal communications.
- Best wishes/All the best: These phrases work well in situations where you want to convey goodwill, such as in farewell or congratulatory emails.
- Thank you: While primarily used as an expression of gratitude, “Thank you” can also serve as a closing phrase, particularly when you have requested assistance or information in your email.
Tailoring the closing phrase to match the tone and relationship with the recipient can enhance the effectiveness of your email. Consider the following aspects:
- Relationship: Assess your rapport with the recipient and adjust the level of formality accordingly. For close colleagues or long-standing contacts, a warmer closing may be appropriate. For new or formal contacts, opt for a more professional tone.
- Tone: Reflect the overall tone of your email in the closing. If your email was friendly and informal, maintain that tone in the closing phrase. Similarly, if your email was strictly professional, stick to a more formal closing.
- Recipient’s name: When appropriate, including the recipient’s name in the closing can add a personal touch and create a sense of connection.
Contextual Closing Phrases
Consider using specific closing phrases to reinforce the purpose or context of your email:
For formal or professional emails:
- I look forward to your response.
- Thank you for your attention to this matter.
- If you have any further questions, please don’t hesitate to ask.
- I appreciate your time and assistance.
For informal or friendly emails:
- Let’s catch up soon.
- Take care and talk to you soon.
- Looking forward to hearing from you.
- Have a great day/weekend.
The sign-off is a personalized section at the bottom of the email, after the closing phrase, that includes information about you and how to contact you. Consider these details:
- Punctuation: After the closing phrase, use a comma before proceeding to the sign-off. For example, “Sincerely,” or “Best regards,”.
- Blank line: Leave a blank line after the sign-off to visually separate it from the body of the email and create a clean and organized appearance.
- Full name: Always include your full name to ensure clarity and professionalism. This is important, especially when corresponding with new contacts or individuals who may not be familiar with you.
- Job title, company, and contact information: Consider adding relevant information, such as your job title, company name, and contact details (phone number, email, website). This additional information can be particularly helpful in formal or business-related emails.
Tips to End Emails Effectively
- Professional language: Use language that’s appropriate for the context and maintain a professional tone throughout. Avoid slang, jargon, or informal expressions that may undermine your credibility.
- Formality: Match the level of formality to the nature of the email and the recipient’s expectations. Pay attention to cues from previous communications or the industry norms to strike the right balance.
- Consistency: Maintain consistency in your email communication style to establish a recognizable and professional brand image. Consistent closings can also make it easier for recipients to remember you and your emails.
- Cultural differences: If you are communicating with international contacts, be mindful of cultural differences. Research the customs and expectations of the recipient’s culture to ensure your closing is appropriate and respectful.
- Proofreading: Before sending any email, proofread it thoroughly to check for errors, typos, or grammatical mistakes. A well-written and error-free email conveys professionalism and attention to detail.