Discover top guides, trends, tips and expertise from AIO Writers

How to End an Email and Leave a Lasting Impression

John Pratt
Thursday, 2nd May 2024
how to end an email

You’ve crafted the perfect email, pouring your heart and soul into every word. But as you reach the end, you freeze. How do you wrap this up? Do you go with a classic “Sincerely” or something more modern like “Cheers”? Suddenly, your confidence wavers. Sound familiar?

Yep, been down that road too. How to end an email is not easy. In this guide, I’ll show you how you can sign off with style and leave a lasting impression on your recipient.

Table Of Contents:

How to End an Email: Professional Email Sign-Offs

You’ve poured your heart and soul into crafting the perfect email. But before you hit send, there’s one last crucial step – figuring out how to end your email.

Get it right, and you’ll leave a positive lasting impression that could lead to new opportunities.

Get it wrong, and your email might just end up in the trash folder.

Fear not, my friend. I’m here to guide you through the dos and don’ts of general email sign-offs so you can close your emails with confidence and style.

Professional Email Sign-Off Examples

First things first, let’s talk about those all-important email closing phrases. This is your chance to summarize your email and leave the reader with a clear call to action.

Some tried-and-true professional email closing phrases examples include:

  • Thank you for your time and consideration. I look forward to hearing from you soon.
  • Please let me know if you have any questions or concerns. I’m happy to clarify anything.
  • I appreciate your prompt response. Looking forward to working together on this project.
  • Thanks again for the opportunity. I’m excited to take the next steps.

The key is to keep it brief, friendly, and action-oriented. You want to make it easy for the reader to know what’s expected of them and what will happen next.

How to End an Email

Source: Boomerang

Best Practices for Ending an Email

Now that you’ve nailed your closing phrase, it’s time to sign off. But before you go with a generic “Best” or “Sincerely”, consider these best practices:

1. Keep your closing phrase consistent with the tone of your email. If you’ve written a formal email, stick with a formal sign-off like “Regards” or “Sincerely”. If it was a personal email, feel free to use “Cheers” or “Thanks”.

2. Avoid overly familiar sign-offs in casual emails like “Love” or “xoxo” unless you’re addressing your bestie. Keep it professional, folks.

3. Include your full name and contact information in your email signature. This makes it easy for the recipient to get in touch with you if needed.

4. Double-check for typos or spelling errors. Nothing undermines your credibility like a glaring mistake in your sign-off.

Common Mistakes to Avoid in Email Sign-Offs

Of course, even the best of us can fall victim to some common email sign-off pitfalls. Here are a few to watch out for:

  • Using the same sign-off for every email, regardless of the recipient or context. Mix it up a little.
  • Going overboard with fancy fonts, colors, or images in your signature. Keep it clean and simple.
  • Forgetting to include your contact information.
  • Using overly casual or inappropriate sign-offs like “Later gator” or “Peace out”. Save those for your friends.

By steering clear of these mistakes, you’ll ensure that your professional emails always end on a high note.

How to Leave a Positive Impression with Your Email Ending

At the end of the day, your email ending is your final chance to leave a positive impression on the recipient. So make it count.

A great email ending should:

  • Summarize the key points of your message
  • Provide a clear call-to-action or next steps
  • Show appreciation for the recipient’s time and attention
  • Reinforce your professionalism and attention to detail
  • Leave the door open for further communication

If you can check all of those boxes, you’ll be well on your way to email sign-off success.

Personalized Email Sign-Offs for Different Situations

Okay, you’ve got the basics down. But what about those situations that call for a more personalized touch?

How to End an Email Based on the Recipient

The key to a great personalized email sign-off is to tailor it to your relationship with the recipient. Are they a close colleague or a new business contact? A potential employer or a long-time client?

Here are some examples of how to customize your sign-off based on the recipient:

  • For a co-worker that you know well: “Cheers, [Your Name]” or “Thanks again, [Your Name]”
  • For a new business contact: “Looking forward to working together, [Your Name]” or “All the best, [Your Name]”
  • For a potential employer: “Thank you for your consideration, [Your Name]” or “Sincerely, [Your Name]”
  • For a long-time client: “Warmly, [Your Name]” or “Appreciatively, [Your Name]”

The idea is to strike a balance between friendliness and professionalism, while still showing that you value the relationship.

How to End an Email Based on Context

In addition to customizing your sign-off, you can also tailor your closing phrase to the context of your email. For example:

  • If you’re thanking someone for their help: “I truly appreciate your assistance with this matter. Please let me know if there’s anything I can do to return the favor.”
  • If you’re apologizing for a mistake: “I sincerely apologize for the inconvenience caused. It won’t happen again, and please let me know if there’s anything I can do to make it right.”
  • If you’re following up on a meeting: “It was great to meet with you today and discuss the project. I’m excited to move forward with the next steps we outlined.”

By tailoring your email ending to the specific situation and relationship, you’ll show that you’re attentive, thoughtful, and committed to maintaining positive professional connections.

How to End an Email

Check out more email closing lines from HubSpot

Adding Calls-to-Action in Your Email Ending

Want to encourage recipients to take a specific action after reading your email? Your signature is the perfect place for a strategically placed call-to-action (CTA).

Here are some ideas:

  • Link to a landing page for your latest product, service, or offer
  • Invite people to register for your upcoming webinar or event
  • Encourage sign-ups for your email newsletter or blog
  • Ask for feedback or ideas on a specific question or topic

The best email signature CTAs are clear, concise, and compelling. Use action-oriented language like “Sign up now” or “Get the guide” and make sure the link goes directly to the relevant page.

How to Write a Professional Email Signature

Finally, let’s talk about the last section of your email: your email signature. This is an often overlooked aspect of email communication, but it’s an important one.

Every email signature should include your full name, job title, and company at a minimum. But to really make it work for you, consider adding:

  • Your headshot or company logo to put a face to your name
  • Your direct contact information, like phone number or Skype handle
  • Links to your professional website, blog, or online portfolio
  • Social media profiles, especially LinkedIn
  • A call-to-action, like “Book a free consultation” or “Sign up for my newsletter”

Your email signature should be professional, concise, and consistent across all of your messages.

Keep it simple – avoid using too many colors, fonts, or images that could distract from your message. And make sure to update your signature regularly if any of your information changes.

By maintaining a clean, professional email signature, you’ll reinforce your credibility and make it easy for recipients to get in touch with you if needed.

Tailoring Your Email Signature for Different Situations

Your email signature is valuable real estate that you can use to reinforce your personal brand and provide additional context for the recipient.

For example, if you’re actively seeking new opportunities, you might also include a brief mention like “I’m currently open to new projects or collaborations.” Just keep it subtle and professional — your email signature isn’t the place for a full-blown job search ad.

If you’re promoting an upcoming event, you could include a link to the registration page.

Or if you’re in sales, you might want to include a special offer or call-to-action.

The key is to keep your signature clean, concise, and relevant to the context of your email. Don’t go overboard with too many links or images, but do take advantage of this opportunity to reinforce your message and provide additional value to the recipient.

Creative Email Sign-Off Ideas to Stand Out

While “Best” and “Warm Regards” are tried-and-true classics, sometimes you want to add a little extra personality to leave a lasting impression. That’s where creative email sign-offs come in.

As someone who sends a lot of emails, I’ve experimented with all sorts of unique sign-offs over the years. Some have fallen flat, but others have gotten great responses and helped me build stronger connections with my recipients.

So, what makes a sign-off stand out?

Unique Email Closing Phrases to Engage Recipients

One way to make your email endings more engaging is to use a unique closing phrase that fits your personality and relationship with the recipient.

For example, instead of the standard “Looking forward to hearing from you,” try something like “Eager to hear your thoughts” or “Stay tuned for updates”.

Another approach is to reference something specific from the email, like “Appreciate your quick feedback on this” or “Can’t wait to see you at the meeting later.”

This shows that you’ve put thought into the sign-off and helps create a more personal connection.

Memorable Email Sign-Offs to Make an Impact

If you really want your email to stick in the recipient’s mind, consider a more unconventional sign-off that showcases your creativity.

One of my favorites is “Onward and Upward” — it’s energetic, positive, and memorable.

“Make it a great day” and “Dream big” are other options that can leave a motivating impression.

For a bit of humor, you could try something like “High five from afar” or “Sending good vibes your way”.

Just be sure to keep your audience in mind and avoid anything too casual or unprofessional.

How to End an Email

More email sign-off dos and don’ts from HubSpot

Injecting Personality into Your Email Signature

Your email signature is prime real estate for injecting some personality while still keeping your email professional.

Consider adding a short quote or phrase that reflects your values or approach to work, like “Creativity is intelligence having fun” or “In a world where you can be anything, be kind.”

You can also showcase a bit of your personal brand by including a link to your online portfolio, blog, or LinkedIn profile. This gives recipients an easy way to learn more about you and your work.

The key to creative email sign-offs is to use them thoughtfully and sparingly. Not every email warrants a quirky closing phrase or inspiring quote. But when used at the right moments, they can add a memorable touch that strengthens your professional communication and helps you stand out from the crowd.

Additional Learning:

FAQs: How to End an Email

How to end an email professionally?

Wrap it up with “Kind regards” or “Sincerely.” These classics work every time for a polite finish.

What is a good closing sentence in an email?

“Looking forward to your reply” sets the stage for continued conversation. It’s both inviting and professional.

What is the best email sign-off?

“Best regards” strikes the perfect balance between professionalism and warmth, making it a top choice.

How do I sign off an email warmly?

“Warm wishes” or “With appreciation” add that personal touch while keeping things respectful and friendly.

Conclusion

Learning how to end an email doesn’t have to be a daunting task. Follow these examples to master sign-offs for every scenario. Remember, your email ending is your final chance to leave a positive impression and strengthen your relationship with the recipient.

So, whether you’re writing to a colleague, a client, or a friend, take a moment to consider the best way to wrap things up. Spice up your email sign-offs with a dash of creativity and you’ll have folks waiting by their inboxes for your next message.

Written by John Pratt

See more from John Pratt
UNLOCK YOUR POTENTIAL

Long Headline that highlights Value Proposition of Lead Magnet

Grab a front row seat to our video masterclasses, interviews, case studies, tutorials, and guides.

Experience the power of RankWell®