With all the ways to open an email, there are just as many ways to close one. Ranging from formal to inconspicuous, how do you sign off or close an email in a professional setting?

What is the closing of an email called?

An email closing is called a sign-off.

A well-crafted sign-off can help to establish a professional tone and create a positive impression of the sender, which is especially important in business communication. It can also convey respect, gratitude, or appreciation, depending on the situation, and help to build and maintain relationships with colleagues, clients, and business partners. A clear and appropriate email closing sets the tone of the sender, and can also help to avoid misunderstandings or miscommunications.

Of course, this could also apply to personal emails, as how one signs off could indicate humor or sincerity, but let’s focus on the work email.

Here are 5 examples of email sign-offs that are appropriate in workplace settings:

1. Thank you, Never underestimate the versatility and simplicity of gratitude. Applicable to most emails, “Thank you” works across the board, even if you’re not asking for or receiving anything.

2. Best, or Best regards, While this might be changing, “Best regards” still holds status as a common sign-off that’s appropriate for most emails. Only pop-culture will determine whether this example is viable in the future. This sign-off is meant to imply that you regard the recipient with utmost respect, but to younger generations, it somehow comes off as either neutral or passive-aggressive.

3. Kind regards, Cousin to “Best regards”, “Kind regards” puts emphasis on the “Kind”, which subliminally sounds better due to the nature of the word. This sign-off works well in a professional setting.

4. Respectfully, Depending on the email’s content, “Respectfully” could either imply that the sender has made a counterpoint or pointed out an error, or they’re corresponding with someone of great importance. Due to the formal nature of “Respectfully”, save it for more directed emails.

5. Sincerely, Parent to “Best regards”, “Sincerely” was the go-to professional sign off for what feels like all of the ‘90s and ‘00s. Once other sign-offs were birthed, it no longer became as relevant to convince the recipient of sincerity. That being said, it’s essentially sign-off cannon, and seems to be able to take the place of any of the above without actually conveying real emotion, while still sounding somewhat professional.

What is an email closing or closing statement?

The sign-off may not just be limited to the final word or two before you sign your name. The email sign-off actually starts as a closing sentence or two beforehand, outlining a point or call to action, or summarizing important points in the email body. It all boils down to etiquette: abruptly ending an email is seen as disrespectful, and may leave the reader confused by what action to take next. Being clear and considerate is the best way to avoid back-and-forth correspondence and get the results required.

What’s the difference between an email closing and an email sign-off?

Email closings are the lines leading up to the end of an email. Usually, these lines are calls to action, expressions of gratitude or urgency, or requests.

Here are 5 examples of emails with closing lines leading up to the sign-off

1. Here’s an example of how to close an email when someone has requested something from you, and you require action from them: Hi Ori, I’ve compiled the list of competitors you requested and attached the spreadsheet to this email. Most of them are from the US, so Europe is a good market to target for this product based on demand and shipping.

Please review the attached spreadsheet and include your comments for me to relay to the rest of the team as I’d like to start delegating tasks for this by the end of the week. Thank you, Rory The highlighted portions of this email clearly outline: – a response to a request – calls to action – a reason why – a timeline – an appropriate closing This email signs off with a simple and polite “Thank you” in acknowledgement of the requested action. 2. Here’s an example of an email when making a rebuttal, objection, or point, with a request to have further discourse to come to an agreement:

Hi Jory, Thank you for getting back to me. I understand your perspective on running our ad campaign through Bing, however I suggest we run it through Google Ads as it’s proven to be more effective at reaching a wider audience, considering how popular it is. I’d love to show you the numbers if you’re available today sometime. Otherwise, as mentioned, I suggest running it through Google Ads as it only makes sense. Please feel free to reach out if you have any questions. Respectfully, Tory Other ways to close this email include: – Please feel free to reach out at your convenience. – Please let me know your thoughts on this matter. – I’m looking forward to hearing from you soon. – Let me know if you have any questions. These closing lines have potential to replace the sign-off, meaning it’s not always necessary to use a sign-off.

3. Here’s an example of an email for when you need to set up a meeting: Hi Tory, Thank you for your input. I agree – let’s set up a meeting to review the numbers. Would you be available at 16:00 today? Please let me know if that’s convenient for you and if so, I’ll send out an invite. Kind regards, Jory

 

The highlighted portions of this email clearly outline: – acknowledgement of the sender’s input – polite call to action in recognition of recipient’s schedule – a straightforward sign-off

 

4. Here’s an example of an email for when you require immediate action: Hi Kory, I hope you’re doing well. I’m reaching out to inform you that we haven’t yet received payment for the invoices we issued in December and January. Please understand that in order to continue using our services, timely payment is necessary as your account will be automatically disconnected after a certain period of time. We request that you issue payment for both December and January as soon as possible. I would appreciate your immediate attention to this matter. Looking forward to hearing from you, Murray

The highlighted portions of this email politely outline: – the reason why the sender is reaching out – what will happen if action is not taken – a call to action – a closing that politely requests immediate attention – a sign-off that politely implies that a response is expected

 

5. Here’s an example of an email for when you need to repair any perceivable damage:

Hi Murray, Apologies for the delayed response and lack of payment issued for December and January. We had a change of staff in our accounting department, therefore several items were missed. I’ll go ahead and contact the accounting manager in order to rectify this situation immediately. Please keep an eye out for an email from Maya Singer at [email protected] containing confirmation of payment for both invoices.

Again, apologies for the inconvenience. Sincerely, Kory

 

The highlighted portions of this email politely convey: – an apology for the situation – a brief reason as the to issue – accountability and assurance of a solution – any necessary details – a closing that reemphasizes the apology – a sign-off used unironically

 

Tips to remember when signing off or closing an email

There are a myriad of email closings and sign-offs for every occasion. It can be difficult to navigate, but there are a few tips you can remember to help you write effectively: 1. Be polite – Kindness goes a long way. The reasons for delays or miscommunication are often out of our control, and what is in control can still be handled with grace. 2. Be clear and concise – There’s no need to give rambling excuses or beat around the bush. Get to the point, offer a solution or call to action, and write with clarity. 3. Know your audience – There might be a work hierarchy, important client, or sale to close, offering a variety of email closers and sign-offs to choose from. Having respect for your recipients regardless of status will contribute to the positive light people see you in.

Overall, learning how to sign off on emails professionally is an important skill for effective communication in a work setting.