We’ve all been in a situation where we needed to send an important email to someone. Maybe it’s to a boss asking for time off, perhaps to an interviewer as a follow-up, or sending in a question to a college admissions counselor. No matter who the recipient of your email might be, it’s vital to end your email in a professional tone. The ending is the last part they’ll see and the last chance you have to leave a good impression.
Whether you’re just starting out in your college career or working as a mid-level manager, you always need to end your email with a good, solid sign-off. Learn about some ways you can end an email and sound professional.
Why You Need an Email Sign Off
Many people think it’s OK to simply end an email without any sort of sign off; however, this is actually very unprofessional–and just plain bad manners, too. You could end up giving off the wrong impression to someone, whether it’s a fellow employee or a vendor your company uses. In the workforce, you should always strive to show a positive, professional demeanor, even in writing.
Things to Consider When Ending an Email
Once you’re ready to end your email, there are a few things to think about before choosing how to end. For example, if you’re sending an email to a coworker with whom you happen to be close, then it is likely OK to end with an upbeat word such as “Cheers” or “Warmly.” If you are friends with someone outside of work, do not say anything unprofessional in the email. It is possible that your work could monitor in-office correspondence at any time, and you don’t want that to be something you’re questioned about.
If the email is to a boss or other person in the company, then your best bet is to stay with a more formal greeting like “Best” or “Thank you.” Make sure to also use your full name, especially if you work in a larger organization. You don’t want the recipient to only see your first name and then mistake you for someone else in the company. If you’re not sure how to end your email, then always opt for the most professional response.
12 Ways to Effectively End an Email
There are many possibilities when trying to end an email, but you want to choose something that is quick, to the point, and effective. This ending should be included even if you have a signature pre-installed in your email. Just ending with a signature is not proper email etiquette. If you’re struggling to pick an email ending, here are some examples you can choose:
- All the best,
- Kind regards,
- Looking forward to speaking with you,
- Thank you,
- With gratitude,
- Many thanks,
Email Sign Offs You Should Never Use
If you’re in a professional setting, there are some sign offs you should never use in an email. Some could be misconstrued, even if you’re joking around, and if they’re viewed by the wrong person, could spell trouble for both you and the recipient. It’s best to be cautious and stay professional at all times. Some email sign offs you should always avoid using include:
- Peace out,
- See ya,
- Love you,
Elements to Include in a Signature
Once you have the email sign off set, you also need to make sure that your signature includes the necessary elements. Start with your full first and last name, then your job title and company name. You’ll also want to include your telephone number and/or direct line if you have one. Some professionals also opt to include a link to their LinkedIn profile. For example:
ABC Industrial, Inc.
Keep It Professional
After you’re finished writing an email, read back through it again. You want to ensure the rest of the email also reflects the consummate professional that you strive to be. Make sure you start off with a professional salutation such as “Dear Mr. Johnson,” instead of a “Hey.” Review the body of the email as well and check for any potential typos and grammatical errors, as those can also be seen as unprofessional. Keep the email short and to the point as well. You want the recipient to actually read what you’re writing, and you want them to see that you respect their time. Don’t take up part of the email with an unnecessary anecdote or story, and don’t go off on a tangent.
If you feel like you need to improve your writing skills and email manners, then consider taking a course that can help you hone your professional writing and work on new strategies to craft an email that will get you to stand out from the others in someone’s inbox.