How to End an Email

how to end an email


Sending an email is one of the most popular methods of communication in workplace settings. Not only do emails allow you to instantly communicate with co-workers at any time of the day, but it also allows you to connect with people worldwide at the click of a button. The fact of the matter is, is that email is quick, easy, and convenient. On the other hand, while email is effective in many ways, it also has its downfalls. For example, because you aren’t able to directly express what you want to say and your tone of voice in person, sometimes miscommunication can occur. This is why it is essential that you carefully compose your emails in a respectful and concise manner. That way, you avoid the potential for your message to be taken the wrong way. Therefore, keep reading to learn more about how to end an email the right way so you can remain friendly and professional every time you sign off.

Key Takeaways

  • Your email sign off is a direct representation of who you are
  • Knowing how to end an email can help you avoid misunderstandings
  • An email sign off finalizes the tone of your email

Why is Your Email Sign-Off Important?

Your email sign-off is the last impression your intended recipient reads. Therefore, regardless of whether you have met the recipient in person or not, you want to make sure that you end the conversation on a positive note. In a way, your email sign-off is a direct representation of who you are and how you want to present yourself to others. And, similar to ending a conversation, it is your final opportunity to receive a positive response.

Examples of How to End an Email

Now that you have a better idea about why an email sign-off is essential, here are some of what we think are the best examples of how to end an email for all different occasions. As you will notice, we’ve divided these email sign-offs according to scenarios you may come across in your career. Nonetheless, all are friendly, with some being more professional while others are more on the casual side. Let us know in the comments which email sign-off you use. On that note, let’s take a closer look at our examples of how to end an email below.

Formal Email Sign-Offs 

  • Kind Regards,
  • Regards,
  • Best Regards
  • Kindest Regards,
  • Kindest,
  • Best,
  •  Respectfully,
  • Sincerely,
  • Take Care,
  • Warm Wishes,
  • Warmly,
  • Sending my best,
  • I look forward to hearing from you,
  • All the best,
  • Best wishes,

Appreciation Email Sign-Offs 

  • Thank you,
  • Thanks,
  • Thanks so much,
  • Thank you for everything,
  • All my thanks,
  • I can’t thank you enough,
  • I owe you
  • Thanks a million,
  • Much appreciated,
  • Many thanks,
  • Thanks for your help,
  • You’re the best,
  • With gratitude,
  • You’re a lifesaver,
  • Thank you for your consideration,
  • Thank you for the opportunity,
  • With appreciation,
  • I appreciate your feedback,

Less-Formal Email Sign-Offs 

  • Cheers,
  • Have a good one,
  • Have a great day,
  • Happy Holidays,
  • Have a great weekend,
  • Good luck,
  • Great catching up with you,
  • Talk soon,
  • Until next time,
  • Hope this helps,
  • See you tomorrow

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Other Email Sign-Off Requirements

Furthermore, once you have used one of the examples of how to end an email listed above, you’ll also want to include other information. Let’s take a closer look at what this can include:

Your Name 

This, of course, is a given. While your name should be part of your email address, to begin with, you always want to end an email with your name. In a professional setting, when emailing colleagues within your company, there is no problem with simply signing off with your first name. However, when emailing someone outside of your company as well as potential employers, always opt for your first and last name.

Your Professional Title 

Moreover, the next thing you will want to add to your email sign-off is your professional title. This not only looks good, but it also helps others know which department they are corresponding with and demonstrates to others what you do with the company you work for.

Contact Information 

The last thing you want to add to your email signature is your contact information. While the recipient will already have your email, there may come a time when they need to speak with you directly. Therefore, it is always best to add your direct phone number and your employer’s website should they ever require further information.

Email Sign-Offs to Avoid

Lastly, although we have provided you with several methods of how to end an email, you may be tempted to sign off a different way. And while there are no requirements for appropriate email sign-offs when corresponding with your friends and family in a professional setting, it is essential to avoid ending your emails casually. Therefore, let’s take a closer look at what email signatures you should never use in an employment or potential employment setting.

  • Peace
  • Peace out
  • Love
  • Xx
  • Xoxo
  • Yours truly,
  • Yours faithfully,
  • Just your name
  • Nothing at all
  • Sent from my iPhone

Again, these examples of how to end an email are too personal and would be viewed as inappropriate in a professional setting. Therefore, before hitting send on any email that leaves your care, always remember to double-check for types, incorrect grammar, and an appropriate email signature. That way, you can avoid awkward encounters and disciplinary action in the future.

Final Thoughts on How to End an Email

As you can see, the closing statement of your email really sets the tone of what you are trying to convey to the recipient. Because you are not face to face, sending emails can cause miscommunications to occur, no matter how convenient of a tool it may be. However, by choosing one of the many options we provided to you above, you’ll never have to worry about whether or not your closing line is friendly, professional, or respectful.

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