If you’re looking for how to end a professional email, then this article is for you.
I’m going to give you 21 examples of closing remarks you can use to end your email message with good email etiquette.
We’ll look at how to decide which email sign-off is best for your situation, since some email closings are quite formal while others are more casual and relaxed.
After reading this, you’ll know how to choose the right email ending for:
- Business and formal emails
- Emails to employers while job searching
- Much more
The following are 21 professional email closing examples that can be used for both formal and informal emails.
- Best regards
- Best wishes
- Warm regards
- Kind regards
- Warm wishes
- Thank you
- Have a great weekend
- Have a wonderful weekend
- Talk soon
- I look forward to hearing from you
- Thanks in advance
- Thank you in advance
- Thank you for your time
- Thank you for your consideration
- Looking forward to your reply
- Looking forward to speaking soon
- Looking forward to hearing from you
For an initial business email or any emails in a formal business setting, choose a more formal closing phrase from the list above.
For an ongoing conversation with an existing business contact, and/or any emails in a more casual industry, choose one of the more casual email closings above.
Examples of a formal/professional email closing:
- I look forward to hearing from you
Examples of casual email closings:
See the difference in tone/formality of these email sign-offs?
Different email sign-offs are best for different scenarios.
So before choosing an email closing line, consider whether your message is more of an informal email, a formal email, a personal email, etc.
Coming up, I’ll share everything to consider when choosing the proper closing remarks to end your email.
The Best Email Sign-Offs for Your Situation: 3 Factors
Now, we’ve looked at multiple professional ways of closing your email, but which should you choose?
The ideal sign-off to your business email will depend on three factors…
First, look at your entire email and think about what you’re asking/saying.
As mentioned in the previous section, your email closing sentence needs to match your overall message.
Do you expect a response soon and hope to talk?
Are you simply providing an update?
Do you wish to thank the recipient for something?
After choosing one of the email closings above, ask yourself if it makes sense in the context of the whole message you’ve written.
That’s rule #1 for picking the right email closing phrase.
If you’ve provided the recipient with an update, you could end the email by saying “Thank you for your time.”
If you’ve asked a specific question and are eager for a response, then it makes more sense to choose a professional closing such as “Looking forward to hearing from you.”
If you’ve applied for a job that you hope to be considered for, then one of the best professional email closings is “Thank you for your consideration.”
Next, when writing any professional email, consider your industry and work environment.
This is a factor that will dictate the best email closing when working in a job and when job searching.
You should choose a more professional closing in a formal industry (like banking & finance, or education), and write a more casual closing in modern industries (software technology, digital marketing, start-ups, etc.)
For example, in a formal industry, you may want to say “Thank you for your time” to close your email, whereas in a tech startup, it’s fine to say “Thanks.”
Another example: “Kind regards” is a bit more formal, whereas “Best regards” is a bit more casual, but still certainly professional-sounding.
Finally, there’s one more factor to look at:
Choose an email closing sentence that fits the existing conversation and mirrors what the other person has been doing.
Your email closing can be more casual if you’re in the middle of a back-and-forth conversation and already know the other person (unless you know that this person is very formal).
If the other person is using a casual email closing line, then it’s a sign you can maybe do the same.
For example, if the other person is using email closing lines like “Thanks” then you likely don’t need a formal email ending like “Sincerely.”
Whereas, your emails should be a bit more professional if you’re writing to someone for the first time or if they seem quite formal in their own sign-offs.
Also, realize that you don’t have to start with a blank page as you try to write your professional email closings.
Simply look at the tone and formality of the emails you’ve been receiving, and try to match that tone.
Since you’d likely be receiving emails in any business setting, you can read through other business correspondence to get ideas for professional-sounding email closing phrases.
Consider professional emails that you’ve received from colleagues in your industry, clients/customers if you have any, your boss, and others. This will help you gather more ideas for what is (and is not) an appropriate sign-off.
Include Your Name, Company, Job Title, and Contact Info When Closing Your Business Emails
Within your email closing remarks, include your name, company name, and direct contact details (including phone number, if appropriate).
This ensures that the email recipient will have multiple ways of contacting you in case of any questions, and will not have any confusion about why you’re writing and what company you represent.
This is the final step to writing a complete and professional email ending.
You can choose between just your first name and your full name.
If you’re writing your email closing line in an existing email chain, look at prior emails to see whether the other person is including their full name or just first name in their email closing.
For a first email/cold email, include your full name, rather than just your first name.
Including your full name in your email signatures is a bit more formal, whereas it’s more common to include just your first name when replying to an existing email thread.
Professional Email Signature Templates:
To pull everything together, let’s look at what a complete email sign-off will look like.
The following templates use some of the email closing lines above, combined with your contact info.
Professional Email Signature Template:
Director of Sales | ABC Company
Be sure to check with your company about what exact info they want you to include in your email signature, as they may have a company-wide policy.
And if you’re sending out emails on your own behalf, for example in a job search, then you don’t need to use such elaborate email endings.
Instead, you can include a brief sign-off such as “Best regards,” and then your name and contact information.
Here’s a good example for job seekers:
Email Signature Template for Individuals and Job Seekers:
You can also include your company’s physical address in your email signature if you feel it’s appropriate/needed.
This is common in any professional emails from local businesses or stores; however, it is not needed for a large corporation that’s mainly conducting online transactions, for example.
It’s not needed in your job search, either.
Final Tip for Writing a Professional Email: Proofread Everything
After you write your business email, always proofread the entire message before hitting “send”.
Whether you’re emailing customers or colleagues as a part of your job, or applying to new positions and trying to land a job for yourself, a mistake or typo in your emails can send the wrong message and so it’s always worth double-checking each business email for errors.
Be especially careful of spelling the other person’s name correctly at the beginning of your email.
Overall, the start of your professional email, and your formal closing, are both critical pieces of a business email. They’re both noticeable and rarely skipped over.
Conclusion: How to End an Email Professionally
If you follow the tips above, you’ll have a great, professional-sounding email closing line.
Signing off the right way enhances your message and ensures that you’ll leave the reader with a positive impression.
Fortunately, you have many examples of professional email ending to choose from in the article above.
Take your time and think about which professional email closing is best for your situation in light of the overall message you’re trying to get across and your industry.
Not taking time to think about how to end your business emails can leave your message looking too casual or unprofessional and give a bad impression, so it’s always worth thinking about.