When you send employment or any other business-related email messages, you should always use email closings that are a professional tone.
But what about if you’ve known the person for years? Even so, you should err on the side of formal writing, rather than end in a conversational tone.
In this article, we’ll look at how to write an email closing and create an email signature with your contact information.
Most importantly, you want to make it as easy as possible for hiring managers to contact you.
Before we get to writing email closings, a note about letters. Yes, sometimes it’s appropriate to send a letter via mail. But letters are not the same as emails. So to help you write a letter, we have a 7-step guide to write a business letter.
For the most part, however, you are going to use email for business correspondence. Because of this, it is vital to keep the tone of these email messages formatted correctly. In other words, treat it with the formality you would treat a printed letter.
This email alignment chart illustrates with a bit of humor, just how important your choice of an email ending is.
Email Sign-off Samples and Tips
These sample email message closings that we are about to show you can be customized to the situation. But first, we’ll give you a few tips on how to choose your email closing.
Then we’ll show you how to format an email closing and finally, we will go over how to send the message. All of this effort will give you the best chance of success on your job search.
Choosing an Email Closing
Let’s go over a few rules as you choose your email sign off.
Always Include an Email Ending
Leaving the closing out of the email is unprofessional and, as a result, shows a potential employer how little you know about writing business emails.
It’s important to think of skipping the email closing as if you are leaving a party without saying goodbye. Likewise when you leave off an email closing it can make you look little rude.
Even though you have an email signature, you should always include a closing on your email.
Consider Who the Recipient Is
This second guide is about knowing your audience. Above all, choose a professional email closing when contacting or writing anyone involved in your job search.
The same goes for when you do not know the person, or if you have not had a previous conversation with them.
However, if you know the person, they are a colleague, former coworker or a friend, you can choose a semi-professional closing, such as “Yours truly.” If you are not sure then go with the more professional closing.
The formality of an email closing is much the same as choosing an outfit for a job interview. In both instances, you want to be overdressed not underdressed.
Meaning Can Get Garbled in Print
Thirdly, when you read a message, it’s not the same as speaking a message. As a result, you do not want the person to misinterpret your email closing.
For example, signing your email, “Talk soon,” implies you assume they are going to call you. As a result your message can be seen as presumptuous.
Don’t Use Unprofessional Email Closings
This next point is simple, but needs to be said. Leave the See yas and the Hugs sign-offs for another time. Even if the person you are writing the email to is your best friend. If you want a job or any other business win from them, then keep it all business.
Use Your Full Name
And finally, don’t sign just your first name or a nickname. Unless you are corresponding with a person you have an established work relationship with, always include your first name and last name.
Professional Email Closing Examples
If you regularly email people or receive email, then you’ve probably seen these email closings. These are professional email signoffs that you can use on your own messages.
- All the best,
- Best regards,
- Best wishes,
- Fond regards,
- Kind regards,
- Looking forward to hearing from you,
- Sincerely yours,
- Thank you,
- Thanks again,
- With appreciation,
- With gratitude,
- Yours sincerely,
Semi-Professional Email Closings
These are email closings that you could use on work-related emails to a friend or colleague. However it’s important to remember if you don’t know which email ending to go with, stay with the list of professional email closings.
- Many thanks,
- Yours truly,
Avoid These Email Endings
Business-related emails deserve a more formal ending. Do not use these signoffs. Even if you are writing a co-worker, Thx and emoticons in an email can be read as flippant. Email closing lines have unsaid meanings that can come back to bite you.
- Talk soon,
- See ya,
- See ya later,
- See you,
Email Closing and Covid
Even though it might be cute or show empathy, we recommend that you use professional email closings.
Why? First of all, people can misinterpret an email ending. As a result you could hurt your chances of getting called for a job interview.
Secondly, as you’ll see from the infographic below, there are a lot of bad email closings.
Certainly, you may be tempted to use a fun email sign off if you are emailing your current co-workers. But remember, See you soon, or Stay healthy, stay safe email closings, for instance, can be misinterpreted. In this case, See you soon, might be interpreted as “we are going back to the office soon.”
Below, for your reference is an infographic that explains the best and worst email closings during COVID. As you can see, there are some bad email endings out there.
Holiday Email Closings
Holiday email sing-offs are best reserved for emails sent to your close circle of colleagues. In other words, do not include them on job search emails or any other activity that might advance your career.
For example, you could send an email with a greeting that is no longer relevant, you look like a dope. If you want to use a festive email closing and set a reminder to remove it, then feel free to use these professional email closings.
- Christmas blessings,
- Glad tidings for Christmas and a Happy New Year,
- Season’s Greetings,
- Happy Holidays,
- Merry Christmas,
What to Include in an Email Closing
An email closing has the following parts:
Closing Remark — This is the closing of an email that we just went over. Always use a professional email closing, unless you are sending an email to a friend or colleague with whom you have a relationship. In this case, use a semi-professional closing remark. There are examples of both types of email closings below.
Full Name — Be sure to include your first and last name, rather than using your first name alone or a nickname. Again, you should use both names to avoid any confusion.
Title and Company — Include your job title and company that employs you. If you’re applying for a job, do not include your employment information in your signature.
Contact Information — Include your contact information at the end of an email send-off. Add your phone number, your LinkedIn profile URL, portfolio URL, and/or your mailing address. You can include your email address with a link, making it really convenient for them to email you.
Email Closing Format
As you’ll see here, the format of your email closings is important. The email ending begins with your closing and a comma. Next push return and type your full name directly underneath the closing. Beneath you name, put your title and press return. Let’s look at the format.
Email Closing Format Example
Sample Email Message Closings
Sample Email Message Closings
Closing Example 1
Closing Example 2
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