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Once you learn how to end an email like a professional, you are one step closer to being seen in a good light, and more likely to get a new job.
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Ever since technology has changed the way we communicate with the people around us, our lives have become a lot easier.
Sending emails is one of the most popular methods of communicating with others online and is free to use.
You can also send attachments, such as photos or documents, which makes it a very convenient way to stay in touch with friends and family.
And since emails have gone so popular, we often forget that there are specific ways to end them.
In fact, most of us don’t know how to end an email the right way.
Ending an email can be tricky – you want to make sure you close politely and appropriately, but you also don’t want to take up too much of the recipient’s time.
Because believe it or not, the way you sign off your email can either make or break your professional image.
Email Etiquette: Why Email Closings Matter
Ending an email with a courteous and professional closing is more than just good etiquette – it can also make a difference in the way your message is received.
A well-crafted closing gives the reader a sense of closure and can leave them with a positive impression of you and your business.
There are a variety of different ways to close an email, but some closings are more effective than others.
To put it simply, taking the time to craft a professional closing shows that you care about the impression you make.
So be sure to choose the right closing for your email at all times.
What are email closings?
Email closings are a way to end an email message.
They can be used to show appreciation, sign off, or indicate that the email is coming to an end.
Plus, they are also a great way to make sure the email recipient knows what the writer’s intention is and how they should respond.
Ending an email can either be formal or informal, depending on the tone and your relationship with the receiver.
When you’re sending an email, it’s important to remember that every element of the message plays an essential role.
From the subject line to the signature, everything needs to be written well if you want your message to be effective.
It can also make the receiver more likely to respond positively to your message.
Although it may seem like a small thing, the way you sign off can surely make a huge difference in how others see you and your business.
Most Commonly Used Email Sign Offs
When you’re emailing a coworker or client, the way you close your email can be just as important as the content of your message.
With that said, here are a few of the most common formal email closings that are used by people in professional settings:
- Best regards,
- Sincerely yours,
- Best wishes,
- Warm wishes,
- Many Thanks,
- Kind Regards,
- With Gratitude,
Alternatively, if you’re sending an email to someone close to you, you can use informal email closings like:
- Lots of love,
- See you soon,
- Keep safe,
- Take care,
- All the best,
- Best wishes,
- Much love,
How to End an Email in Different Situations
When ending an email, it’s important to consider the tone and your relationship with the recipient.
Ending on a positive note is always best, especially if you’re not sure how the recipient will react to your message.
Here are four ways to end an email in different situations:
When sending an email to your professor
When you’re emailing your professor, it’s important to end the email in a way that shows respect. Professors are busy people, and they don’t have time to deal with rude students.
You don’t have to be formal at all times and you can simply end an email by saying:
- “Thank you for your time.” – this is a polite way to thank your professor for taking the time to read your email.
- “I hope you have a good day.” – this is a friendly way to end your email.
- “Sincerely, (Your name)” – this is the best and most traditional way to sign off an email.
When emailing a friend
If you’re emailing a friend, for example, you can be more casual in your language than if you were emailing a boss or client.
A simple “thank you” is always appreciated, but if you want to convey a more formal message, you may want to use a closing such as “sincerely” or “regards.”
Whatever your choice, make sure that it matches the tone of your email and your relationship with the recipient.
When emailing a coworker
When emailing a coworker, it is always important to end the message with a courteous and professional tone.
Take note of these four things:
- Thank the person for their time.
- Let them know when you will follow up with them.
- Offer to help with anything else they may need.
- Use professional closing remarks.
When applying for a job
When you’re applying for a job, you should end your email with a polite and professional closing.
This small detail can make a positive impression on the person who is reviewing your application.
By ending your email in the right way, you can show that you’re courteous and respectful and that you’re serious about the job opportunity.
You also want to make sure that the hiring manager remembers you, and ending your email with a strong statement can help make that happen.
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Useful Tips for Professionals
Ending an email can be tricky- you want to make sure you’re polite, but also that the message gets across what you need it to.
Here are a few tips useful tips:
- If you need a response, be sure to ask a question that requires a response. This will help ensure that the reader doesn’t just end up closing the email without responding.
- If you have something important to say, or if the email is time-sensitive, use a strong ending sentence that will get the reader’s attention.
- Always end your emails with a polite goodbye, and include your name and contact information if necessary.
- Remember that the tone of your ending can be just as important as the words themselves- so be sure to match the tone of your email throughout.
- Always proofread your email before sending it to ensure that there are no spelling or grammatical errors.
What should be included
As a professional, you need to include some basic information in your email.
Including your name and contact information can help the reader get in touch with you if they have any further questions or comments.
Traditionally, you need to sign off with:
- Professional email closing
- Your full name
- Company (if employed)
- Contact information
Here’s an example:
JDX Computer Solutions
Things to avoid
There are also several things that need to be avoided such as:
- Irrelevant signature – avoid adding a signature like “Sent from my iPhone”.
- Informal closing – putting an informal closing makes your email look unprofessional and can damage your credibility.
- Abbreviations – they can be difficult for some people to understand, so it’s best to avoid them when signing off.
- No closing – excluding a closing can come across as abrupt and unprofessional.
Why is it important to consider your relationship with the email recipient?
When you’re sending an email, it’s important to consider the type of relationship you have with the recipient.
If you’re friends with the person, a casual tone is probably okay.
But if you don’t know the person well, or if you’re trying to ask them for a favor, it’s best to be more formal.
When you’re casual with someone, they might not take your message seriously.
Or if you’re asking for something from someone, they might be more likely to say no if they feel like you’re not taking them seriously.
Understanding and taking into account your relationship with the email recipient can help ensure that your emails are interpreted in the way that you intend them to be.
The Bottom Line
Ending an email seems like a simple task, but there are a few things to remember to make sure your message is effective. It’s important to know how to end an email the right way to give the receiver a good impression of you. But if you’re unsure of what type of closing to use, it’s best to stick with formal closings to look professional and polite.