How to End an Email: Professional Sign-Offs and Closings

Knowing how to end an email effectively is a crucial skill for any professional, as it can leave a lasting impression on the recipient. In this blog post, we’ll delve into various techniques and best practices for creating an effective conclusion in your emails that can leave a lasting impression on the recipient while maximizing efficiency.

We’ll discuss how to maximize your email efficiency by keeping it short and sweet while making your point quickly. Furthermore, you’ll learn about ending with a call to action that prompts recipients to take the desired next step.

Additionally, we will cover ways to close with confidence using tried-and-true email endings that always work well. To help you avoid common pitfalls, we will also provide nine email endings that you should never use when learning how to end an email professionally.

For more information about how to write a professional email, check out this podcast on Email Marketing Strategies & Best Practices.

1. Maximize Your Email Efficiency

Professional email communication is a vital part of any business, and it’s essential to make the most out of your email interactions. Maximizing email efficiency is key for knowledge workers to save time and enhance productivity.

To achieve this goal, focus on crafting emails that are concise yet effective. Here are some tips for improving your email writing skills:

• Know your audience: Tailor your message according to the modern buyer’s needs and preferences. This will help ensure that they understand and respond positively to what you’re saying.
• Create an informative subject line: A clear and descriptive subject line can capture the attention of recipients while also giving them an idea of what the email is about. Check out these examples.
•  Use proper formatting: Separate long paragraphs into shorter ones. Use bullet points or numbered lists when necessary. Highlight important information with italic or bold text.
• Edit before sending: Proofread your emails for grammar mistakes, typos, or unclear sentences before hitting send. You can use tools like Linguix or Grammarly for assistance with editing.

To enhance your writing abilities, it is recommended to adopt tactics like scheduling designated times every day exclusively for checking and responding to emails, which will help you evade the constant interruption of new messages throughout your workday.

Maximize your email management efficiency by utilizing productivity tools such as scheduling messages with Boomerang, filtering and organizing your inbox with SaneBox, or saving time on email outreach with Vengreso.com.

By taking these measures, you can make strides towards improving your professional email proficiency and optimizing your productivity.

2. Keep It Short and Sweet

Discover the power of brevity in email communication by focusing on concise and impactful messages that resonate with those you’re emailing. In today’s fast-paced business world, everyone needs to be efficient in their email correspondence.

Short and Sweet is the Way to Go

A brief email is more likely to be read fully and elicit a response. Here are some tips:

• Be clear: Start by stating the reason for your email upfront so that recipients know what to expect.
• Edit ruthlessly: Remove any unnecessary words or phrases without sacrificing clarity or meaning.
• Use bullet points: Break down complex ideas into easily digestible chunks using bullet points or numbered lists.
• Avoid jargon: Stick to simple language whenever possible so as not to alienate readers who may not be familiar with industry-specific terms.

Remember that and email’s ending can also impact its success rate. The right professional email ending will leave a lasting impression on the reader while maintaining professionalism at all times.

3. Make Your Point Quickly

In today’s fast-paced business world, time is a valuable resource. It’s crucial to make your point quickly and clearly in emails to ensure that your message is understood and acted upon promptly. Here are some tips for making your point effectively:

1. Get to the point: Start with the main idea, so recipients know what to expect.
2. Avoid rambling: Lengthy introductions can lead to unnecessary rambling. Stick to essential details only.
3. Use bullet points: Breaking down complex ideas into easily digestible points makes it easier for readers to grasp the key takeaways quickly.
4. Edit ruthlessly: Remove any extraneous words or phrases that don’t contribute directly towards making your point.

Beyond these general guidelines, there are also specific strategies you can employ depending on the type of email you’re sending. For example:

• If you’re requesting a meeting or call: Clearly state why you want this meeting/call (e.g., discuss project updates) and propose specific dates/times for consideration.
• If you’re providing an update: Summarize the most important developments first before diving into more detailed explanations if necessary.

Be succinct and make the most of your time. Be concise and succinct; don’t ramble.

End With a Call to Action

As a competent business communicator, you understand the necessity of having an explicit goal for each email sent. And to achieve that purpose, you need to guide your recipient towards taking action. That’s where a strong call to action (CTA) comes in.

Crafting an Impactful CTA

State succinctly what it is you’d like the reader to do; make sure your demand is straightforward and simple. Here are some tips:

• Be Direct: Clearly state what you want the recipient to do.
• Create Urgency: If there’s a deadline, make it clear.
• Make it Easy: Provide any necessary information or resources.

For example, instead of a weak CTA like “Let me know what you think,” try a stronger one like “Please review and provide feedback by Friday, so we can move forward with the project.”

Formatting Your CTA

Make sure your CTA stands out by using bold text or bullet points. This will help ensure your recipient doesn’t overlook the action you’re requesting.

Your closing line should have a persuasive call to action.  This will not only raise the probability of achieving your goals, but it can also spare both parties time. So don’t be afraid to be direct, create urgency, and make it easy for your recipient to take action.

How to End an Email with Confidence

Confidently ending emails is crucial for getting results. Strike a balance between being assertive and respectful with the individuals you’re emailing. Choose an appropriate sign-off, keep it concise, and add a call-to-action when necessary.

Choose the Right Professional Email Ending

Avoid overly casual or unprofessional closings. Opt for more formal options like “Best regards,” “Sincerely,” or “Kind regards.”

Be Concise

A lengthy conclusion can dilute the impact of your message. Keep your closing statement brief and to-the-point.

Add a Call-to-Action (CTA)

Including a CTA at the end of your email encourages recipients to take specific actions related to your content. This could be anything from clicking on a link to scheduling a meeting.

Bear in mind that different situations may require different approaches. For example, when sending an initial outreach email, focus on establishing rapport. When following up on a previous conversation, remind the recipient of your prior discussion and emphasize any important points or deadlines.

In summary, closing an email with confidence is essential for ensuring that your message is well-received and prompts action from recipients. By choosing appropriate sign-offs, being concise, and including CTAs when necessary, you’ll increase the likelihood of achieving your desired outcome.

4. Make The Most Use of Your Email Signature

Your signature line presents an excellent opportunity to make the most of your professional communication. When crafting your email signature, ensure it includes essential elements such as your name, job title, and contact information, including your email address and phone number.

This allows recipients to easily reach out to you. Additionally, consider incorporating closing phrases that reflect your professionalism and align with the tone of your emails.

Your email signature is particularly crucial in cover letters, where it serves as a concise introduction to your contact details and provides a professional touch.

By optimizing your email signature, you enhance your overall email communication and make it easier for recipients to connect with you effectively. Leverage digital business cards as your email signatures. They’re customizable and let you add contact details, website links, portfolios, and more and look professional

How to End an Email That Always Work Well

Choosing the right email closing can leave a lasting impression on your recipient and help you achieve your desired outcome. Here are nine effective email closing lines for formal business communications that will make you stand out:

1. Best regards: This classic closing is suitable for most professional emails, conveying respect without being overly formal.
2. Sincerely: A tried-and-true option, “Sincerely” conveys professionalism and courtesy, making it an excellent choice when addressing clients or colleagues.
3. Kind regards: Slightly less formal than “Best regards,” this closing still maintains a polite tone while adding warmth to your message.
4. Cheers: Ideal for more casual business settings or relationships with colleagues you know well, “Cheers” adds a friendly touch to your correspondence.
5. Yours faithfully: This traditional sign-off works best in very formal situations, such as when writing cover letters or communicating with high-level executives.
6. Warmly: If you want to convey friendliness without losing professionalism, try using “Warmly” as your closing. It’s perfect for building rapport with clients and partners.
7. Looking forward: Use this sign-off when anticipating future communication or follow-up from the recipient.
8. Speak soon: Ideal for ongoing conversations or when you expect a quick response, “Speak soon” conveys that you’re looking forward to the next interaction.
9. Thank you: When expressing gratitude is appropriate, ending your email with “Thank you” can be both polite and effective. This sign-off works well after requesting assistance or receiving helpful information.

Remember, context is key when selecting an email closing. Consider your relationship with the recipient and the purpose of your message to choose the most fitting sign-off. For additional guidance on crafting successful emails, take a look at this informative piece.

Nine Email Signatures to Never Use

When it comes to ending a business email, the right closing phrases can leave a lasting impression.

However, using an inappropriate or unprofessional closing can have the opposite effect. Here are nine email endings you should avoid in your professional correspondence:

1. Ta-ta for now (TTFN): This informal and playful phrase may be appropriate among friends but has no place in business communication.
2. XOXO: Save hugs and kisses for personal emails; they’re not suitable for professional settings.
3. Cheers: While popular in some countries, “cheers” may come across as too casual or even confusing to recipients from different cultures.
4. Your friend: Unless you have a close personal relationship with the recipient, this is overly familiar and unprofessional.
5. Sent from my iPhone/Android/Blackberry/etc.: This default signature line implies that you didn’t take time to personalize your message or review it before sending.
6. Thx: A simple “thank you” will suffice – avoid abbreviations that might make your message seem rushed or careless.
7. Have a blessed day: Religion-based closings can be off-putting to those who don’t share your beliefs; stick with neutral options like “Best regards.”
8. Take care: While not necessarily unprofessional, this sign-off can come across as insincere or dismissive.
9. Yours truly: This outdated phrase may make you seem out of touch with modern communication practices.

Remember, your email signature is the last thing your recipient will read, so make sure it leaves a positive impression with the people you’re emailing. Stick with professional and neutral options to ensure your message is received in the way you intended.

FlyMSG for Template Creation and Storage

Email templates can be a valuable time-saving tool in professional communication.  Once you create your templates, store them in the cloud for easy access. Writing assistant tools like FlyMSG allow you to access your email templates no matter where you are online: Gmail, Outlook or some other email service.  With a few keystrokes (FlyCuts) you can access and populate your pre-written email templates.

Not only that, FlyMSG already has several free and premium email templates ready for you to access and customize. From HR responses to Marketing inquiries, FlyMSG can save you time.

Let’s take a look at how email templates can save you time.

How Email Templates Can Save You Time

1. Consistency and Efficiency: Email templates (FlyPlates) provide a consistent structure and format for your emails. Use pre-designed templates for specific purposes like sending meeting requests, following up on inquiries or providing updates, instead of starting from scratch every time. This ensures that your messages are clear, professional, and on-brand, while reducing the time spent on repetitive tasks.
2. Quick Response: When faced with a high volume of similar inquiries or requests, email templates allow you to respond promptly. You can customize the template with specific details while maintaining the core content. This saves you from rewriting similar responses repeatedly, enabling you to address inquiries quickly.
3. Error Reduction: Email templates minimize the risk of errors or omissions in your communication. A template for emails can make sure you always include important information like your email address, phone number and company details, or legal disclaimers, in every email. This reduces the chance of missing critical information or making mistakes when typing repetitive content.
4. Personalization and Customization: Although templates provide a standardized structure, you can still personalize and customize them as needed. You can modify the template to include recipient-specific details, such as their name, project specifics, or relevant dates. This allows you to maintain a balance between efficiency and personalization, saving time while still delivering a tailored message.
5. Collaboration and Team Efficiency: Email templates can be shared among team members, fostering collaboration and ensuring consistent communication across the organization. By centralizing and standardizing commonly used templates, teams can align their messaging, maintain brand consistency, and save time collectively.
6. Future Use and Iteration: Once created, email templates can be saved, organized into categories and reused for future interactions in your FlyMSG library. As you gain experience and identify areas for improvement, you can update and refine your templates to optimize their effectiveness. This iterative process streamlines your communication over time and maximizes time savings.

By leveraging email templates or FlyMSG FlyPlates (Watch the video below to learn how to use them), professionals can streamline their communication processes, save time on repetitive tasks, ensure consistency, and deliver prompt and professional responses.

To further improve productivity within your team’s communication efforts through other channels such as social media, consider exploring Vengreso’s services for knowledge workers and businesses.

FAQs in Relation to How to End an Email

How to End an Email Professionally?

To add a professional ending to your email address, use formal and polite sign-offs such as “Best regards,” “Sincerely,” or “Kind regards,” and include your full name, job title, company name, and phone number.

Alternatives to “Sincerely” for Closing Phrases

To showcase professionalism without appearing too formal, try substituting “Sincerely” with more casual options like “Warm regards,” “Best regards,” or simply “Regards.” Gauge your connection with the recipient and message tone to select the most appropriate one.

Conclusion

Knowing how to properly end an email can significantly improve your professional communication. Keep it concise, quickly convey your message, conclude with a call to action, and exude confidence in your closing.

Applying suitable email closing phrases such as “Best regards” or “Thank you” can elevate the tone of your message, while refraining from using unprofessional closures such as “Yours truly” or “Cheers”.

Remember these tips for effective email communication to stand out in any business setting.

And that’s how to end an email the right way!

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