Ending a professional email correctly is just as important as writing a compelling body. A strong closing leaves a lasting positive impression and reflects your professionalism. This guide provides the basics of how to end an email for work, ensuring your correspondence is polished and effective.
Why Email Closings Matter
Your email signature isn't the only thing that matters in the final part of your email. The closing lines significantly impact how your recipient perceives you and your message. A poorly chosen closing can make your otherwise well-written email seem unprofessional or even insincere. A strong closing, however, reinforces your message and leaves a positive lasting impression.
Key Benefits of a Strong Email Closing:
- Professionalism: Demonstrates your attention to detail and respect for the recipient's time.
- Clarity: Reinforces your key message and desired action.
- Relationship Building: Creates a positive and professional tone that fosters good working relationships.
- Brand Consistency: Maintains a consistent brand voice across all your professional communications.
Choosing the Right Closing for Your Email
The best closing depends on your relationship with the recipient and the context of your email. Here are some options, categorized for easy selection:
Formal Closings:
- Sincerely: A classic and always appropriate choice for formal emails, especially when addressing clients or senior colleagues.
- Respectfully: Suitable for emails requiring a formal tone, particularly when dealing with requests or concerns.
- Regards: A common and versatile option, often suitable for both formal and semi-formal emails.
- Cordially: A slightly less formal but still professional option, conveying warmth and friendliness.
Semi-Formal Closings:
- Best regards: A popular and widely accepted option for various professional settings.
- Kind regards: Conveys warmth and friendliness while maintaining professionalism.
- Thank you: Appropriate when you're expressing gratitude or acknowledging the recipient's assistance.
Informal Closings (Use with Caution):
- Thanks: Suitable for informal emails with colleagues you know well. Avoid using this with clients or superiors.
- Cheers: Generally appropriate for informal communications within your team. Use sparingly and only with colleagues you are familiar with.
What NOT to Do When Closing an Email:
Avoid these common mistakes:
- Overly Casual Closings: Refrain from using overly informal closings like "TTYL" (Talk to you later) or "BRB" (Be right back) in professional emails.
- No Closing: Never leave an email without a closing; it appears unprofessional and abrupt.
- Inconsistent Closings: Maintain consistency in your closings to project a polished and professional image.
- Inappropriate Emojis: Generally, avoid using emojis in professional emails, especially when closing.
Crafting the Perfect Closing Line
After your chosen closing, leave a space before your name and title. This provides visual separation and enhances the overall readability of your email.
Examples of Effective Email Closings:
- Formal: "Sincerely," followed by your name and title.
- Semi-Formal: "Best regards," followed by your name and title.
- Informal (with a colleague): "Thanks," followed by your name.
By following these guidelines, you can confidently and effectively end your professional emails, leaving a positive and professional impression on your recipients. Remember to choose a closing that reflects the tone and context of your email while maintaining a consistent professional image.
