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

How to Sign an Email and Leave a Great Impression

Julia McCoy
Thursday, 2nd May 2024
how to sign an email

You’ve crafted the perfect email, but now you’re stuck. How should you sign off? Is “sincerely” too formal? Is “cheers” too casual? Believe it or not, your email closing phrases can make or break your message.

In today’s digital age, email is often the first impression you make on colleagues, clients, and potential employers. And your email closing lines play a huge role in how your recipients view you along with the image of your brand.

So, how do you sign an email in a way that’s professional, memorable, and leaves a positive impact? Let’s dive in and explore the art of the email sign-off.

Table Of Contents:

How to Sign an Email Professionally

You’ve written a fantastic email with a compelling subject line, personalized greeting, and valuable content for your recipient. But before you hit send, there’s one last thing to consider — your email sign-off.

How you end your email is just as important as how you start your email. The right sign-off can leave a positive lasting impression, while the wrong one can undermine your message.

Professional Email Closing Examples

When it comes to email sign-offs, it’s best to keep things simple. Here are some tried-and-true email sign-off examples:

  • Best regards,
  • Sincerely,
  • Regards,
  • Best,
  • Warm regards,
  • Kind regards,
  • Yours truly,
  • Respectfully,
  • Thank you,
  • Cheers,
  • Take care,
  • With gratitude,
  • All the best,
  • Cordially,
  • Good luck,

These general email sign-offs are polite, respectful, and appropriate for most business correspondence. They work well whether you’re emailing a colleague, client, or someone you’ve never met before.

how to sign an email

Source: Boomerang

Personalized Email Sign-Offs for Different Situations

While general sign-offs like “Best regards” work well for most emails, there are times when a more personalized approach can be effective. Tailoring your sign-off to the specific situation or recipient shows that you’ve put thought into your message.

Personalized Sign-Offs for Colleagues

When emailing coworkers or team members you work with regularly, you can use a more familiar and friendly tone in your sign-off. Some closing phrases examples include:

  • Cheers,
  • Thanks,
  • Have a great day,
  • Talk soon,
  • Happy [day of week],

These closing phrases are more casual and conversational, but still professional. They work well for day-to-day communication and can help build rapport with your colleagues.

Personalized Sign-Offs for Clients

When corresponding with clients, your sign-off is an opportunity to reinforce your commitment to their success and satisfaction. Consider professional email closing phrases like:

  • Looking forward to working with you,
  • Thank you for your business,
  • Please let me know if you have any questions,
  • I appreciate the opportunity,

These personalized sign-offs demonstrate your dedication to the client relationship and leave the door open for further communication.

Personalized Sign-Offs for Networking

Networking emails often involve reaching out to someone you don’t know well or have never met. In these situations, your sign-off should be polite, professional, and open-ended. Try options like:

  • I look forward to hearing from you,
  • Thank you for considering my request,
  • Please keep me in mind for future opportunities,
  • I appreciate any insights you can share,

The key to networking emails is to make a positive impression and encourage the recipient to respond or take action. A thoughtful, personalized sign-off can go a long way.

how to sign an email

Find more email closings for different situations from HubSpot

What to Include in Your Email Signature

In addition to your sign-off, your email signature is a key component of your email closing. It’s like a digital business card that appears at the bottom of every message you send.

A well-crafted signature reinforces your brand, provides important contact information, and leaves a lasting impression.

So what exactly should you include in your email signature?

Essential Contact Information

At a minimum, your email signature should include your essential contact info:

  • Your full name
  • Your job title
  • Your company name
  • Your phone number
  • Your email address

This information makes it easy for recipients to identify who you are and how to reach you. I recommend using a professional email address (yourname@company.com) rather than a personal one (cutiepie99@yahoo.com).

In addition to your basic contact info, consider adding links to your professional social media profiles, such as:

  • LinkedIn
  • Twitter (if you use it professionally)
  • Your company’s Facebook page
  • Your professional website or portfolio

These links give recipients additional ways to connect with you and learn more about your work. Just be sure to use shortened, clean-looking URLs rather than long, clunky ones.

Professional Headshot

Including a small, professional headshot in your email signature can help recipients put a face to your name. It’s a nice personal touch that can make your emails feel more friendly and approachable.

If you decide to include a photo, make sure it’s a high-quality, professional image. Avoid using casual snapshots or anything too quirky. And keep the image file size small so it doesn’t slow down your emails.

Here’s an example of a well-crafted email signature:

how to sign an email

Keep your signature simple, visually appealing, and consistent with your brand guidelines. Avoid going overboard with colors, fonts, or images. The goal is to make it easy for recipients to identify who you are and how to reach you.

By crafting a professional email signature with your key contact details, social links, and a polished photo, you’ll make a strong impression and encourage recipients to connect with you further. It’s a small detail that can have a big impact over time.

how to sign an email

More email signature tips from HubSpot

Best Practices and Email Sign-Off Etiquette

When it comes to business email etiquette, how you end your message is just as important as how you start it. Your email sign-off is your final chance to leave a positive impression on your recipient and encourage further communication.

Keep It Brief and Clear

Your email sign-offs should be concise and to the point. Avoid using long, flowery language or getting too creative with your closing. A simple “Sincerely” or “Thanks” followed by your name is usually sufficient.

I’ve found that keeping my sign-offs short and sweet helps me come across as confident and decisive in my communication. Plus, no one wants to read a novel at the end of an email.

Match the Tone of Your Email

Your email endings should match the overall tone and content of your email. If you’re writing a formal business proposal, “Cheers” probably isn’t the most appropriate closing.

Similarly, if you’re sending a quick, friendly update to a colleague, “Respectfully yours” may come across as a bit dull.

Consider the Recipient

Consider your audience and the purpose of your message when choosing a sign-off.

If you’re unsure about the appropriate sign-off, err on the side of being slightly more formal rather than too casual. You can always warm up your tone as you build a relationship with the recipient.

Keep It Professional

Even in informal business environments, it’s generally best to keep your sign-off professional. Avoid overly casual sign-offs like “Later” or “Catch ya”.

Always Use Your Name

Including your name or your initials at the end of an email helps the recipient identify who the message is from. This is particularly useful if your email address is not immediately recognizable or if you’re corresponding with someone who may not have your contact information readily available.

Signing off with your name also adds a personal touch to the email, making it feel less like a generic communication and more like a conversation between individuals.

In cases where multiple people may have access to the same email account or where the recipient may be corresponding with several individuals from the same organization, signing off with your name helps avoid confusion about who authored the email.

Consider Cultural Differences

If you’re communicating with people from different cultures, be mindful of how your sign-off might be interpreted.

Some sign-offs that are common and acceptable in one culture may be perceived as inappropriate or even offensive in another. For example, an overly familiar sign-off like “Cheers” might be acceptable in casual Western contexts but could be seen as too informal in more conservative or hierarchical cultures.

Adhering to cultural norms helps you avoid unintentionally creating misunderstandings or damaging relationships due to cultural insensitivity.

Common Email Sign-Off Mistakes to Avoid

Just as there are email sign-off best practices to follow, there are also some common mistakes to avoid. Steer clear of these pitfalls to maintain your professional image and avoid leaving a bad impression on your recipients.

Overly Formal Sign-Offs

While you want to avoid being too casual in your business emails, you also don’t want to swing too far in the opposite direction.

Overly formal or outdated sign-offs like “I remain yours truly” or “I await your reply” can come across as stiff, insincere, or even a bit pretentious.

Stick to more modern, widely accepted professional sign-offs like “Best regards” or “Sincerely.” These convey respect without being overly stuffy.

Overly Casual Sign-Offs

While it’s important to sound friendly and approachable in your emails, you don’t want to veer into unprofessional territory.

Avoid using overly casual sign-offs like “Later” or “Peace out” in business correspondence. These types of closings can come across as too informal and may not be appropriate for the workplace.

I once received an email from a potential vendor that ended with “Catch ya on the flip side.” Needless to say, it didn’t inspire confidence in their professionalism.

Religious or Personal Sign-Offs

It’s generally best to avoid using religious language or blessings in your professional email sign-offs, such as “God bless” or “In Christ.”

Not everyone shares the same religious beliefs as yours, and these types of closings can be off-putting or even offensive to some recipients.

Similarly, avoid sign-offs that are too personal, like “Love” or “XOXO,” unless you have a very close relationship with the recipient.

Keep things professional and neutral in a business setting.

Unprofessional or Inappropriate Sign-Offs

Some email sign-offs are simply never appropriate in a professional context, no matter how casual your company culture may be.

Avoid using slang, jokes, or informal language that could be considered rude, condescending, or offensive.

Steer clear of sign-offs like “Later gator,” “Adios” or anything with profanity or sexual innuendo.

I’ve seen some real email sign-off fails in my day, and they never reflect well on the sender. Keep it classy and respectful.

Redundancy

If you’ve already included a polite closing statement in the body of your email (e.g., “Thank you for your attention to this matter”), you can skip a separate sign-off or keep it brief.

How to Leave a Positive Impression with Your Email Sign-Off

Your email sign-off is your final opportunity to leave your recipient with a positive impression of you and your message. Here are a few tips for crafting sign-offs that build goodwill and encourage further communication.

Express Gratitude

Thanking your recipient is always a good move, whether you’re expressing appreciation for their time, help, or business.

A simple “Thank you for your consideration” or “Thanks for your help with this matter” can go a long way in building positive relationships.

I make a habit of ending most of my business emails with some form of thanks. It’s a small gesture that can have a big impact on how others perceive you and your brand.

End on a Positive Note

Try to close your emails on an optimistic, forward-looking note whenever possible.

Sign-offs like “Looking forward to working with you” or “Excited to see what we can achieve together” strike an upbeat tone and make the recipient feel good about your interaction.

Even if the body of your email contains constructive criticism or addresses a problem, aim to end things on a high note.

Something like “I’m confident we can find a solution” or “Thank you for your understanding” ends the conversation gracefully.

Encourage Further Communication

Your email sign-off is a great place to invite further dialogue and make it clear that you welcome your recipient’s response.

Closing with something like “Please let me know if you have any questions” or “I’m happy to discuss this further” demonstrates that you’re open to continued communication.

I always try to include a call-to-action in my email sign-offs. Whether I’m asking the recipient to reply with their thoughts, schedule a meeting, or review an attachment, I make it clear what the next steps are. This helps keep the conversation moving forward productively.

FAQs: How to Sign an Email

How do you properly sign an email?

End with a polite close, like “Best” or “Sincerely,” then add your full name. Keep it professional and simple.

How do I add a signature to an email?

In your email settings, look for the signatures section. There, you can create one with your details and save it.

How do I sign a letter by email?

Type out “Yours truly,” or another formal closing phrase, followed by your name. It mirrors traditional letter etiquette.

What is the best email sign-off?

“Thanks” works great for most emails. It’s friendly yet professional and shows appreciation to the reader.

Conclusion

Signing an email is more than just a formality – it’s an opportunity to reinforce your professionalism and leave a lasting impression. Stick with these tips and examples, and you’ll nail the perfect email sign-off that feels just right — memorable, fitting, and unmistakably yours.

Remember, the key is to tailor your sign-off to your audience and the context of your message. Whether you opt for a classic “Best regards” or a more personalized closing, the goal is to end on a positive note and encourage further communication.

With a little thought and creativity, you’ll be signing emails like a pro in no time.

Written by Julia McCoy

See more from Julia McCoy
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®