A professional email ending may seem like a small component of your email, but it can make a big impact. Whether you’re closing a business proposal or communicating with a colleague, ending your email with a courteous and professional signature can leave a positive impression on the recipient. However, not everyone knows how to end their emails in a way that conveys professionalism. That’s why we’re here to help with some ending an email professionally sample examples that you can easily tailor to your specific needs.
In this article, we’ll explore different closing phrases and signature styles that you can use to make a lasting impression on your email recipients. We want to equip you with the tools to ensure that your emails communicate your professionalism in every way. By the end of this article, you’ll have a stronger understanding of the dos and don’ts of signing off on emails.
We understand that time is precious, so we’ve even provided you with some straightforward examples of how to end your emails professionally. Feel free to use them as they are or edit them to suit your specific needs. Our goal is to help you communicate effectively without any added stress.
So whether you’re writing a professional email to a colleague, boss, or potential client, keep reading to find out how to ensure your email leaves the right impression.
The Best Structure for Ending an Email Professionally
When it comes to ending an email professionally, the structure and tone you use can leave a lasting impression on the recipient. After all, a poorly written conclusion can make your entire message appear unprofessional, whereas a well-crafted ending can leave a positive impression.
The key to crafting a successful email conclusion is to keep it short, simple, and direct. Below, we’ll discuss the best structure for ending an email professionally, using the writing style of renowned entrepreneur and author, Tim Ferriss.
1. Choose Your Sign-Off
The first step in crafting a great email ending is to choose your sign-off. This should be a brief, professional statement that indicates your message is now complete. Examples of effective sign-offs include “Best regards,” “Sincerely,” and “Thank you.” Choose the sign-off that feels most natural to you and reflects your personal communication style.
2. Include Your Name and Signature
After your sign-off, be sure to include your name and any relevant contact information. This can include your job title, phone number, website, or social media links. Including this information will make it easy for the recipient to respond and contact you in the future.
3. Add a Professional Closing Line
In addition to your name and signature, consider adding a professional closing line to your email ending. This is a brief sentence that wraps up the message and leaves a lasting impression on the recipient. Examples of effective closing lines include “Looking forward to hearing from you soon,” “Please let me know if you have any questions,” or “Thanks for your time.”
4. Proofread Your Email
Before hitting “send,” take a few moments to proofread your entire email for spelling, grammar, and tone. Even the most well-crafted email ending can be undermined by a simple typo or grammar mistake. Check your spelling, tone, and formatting to ensure your message is clear, concise and professional.
In conclusion, the best structure for ending an email professionally is to choose a sign-off, include your name and signature, add a closing line, and proofread your message before sending. By following these simple steps, you can create an email ending that leaves a lasting impression on the recipient and represents you and your business in the best possible way.
Professional Email Endings for Various Reasons
Closing an Email After a Job Interview
Dear Emma,
Thank you so much for taking the time to interview me for the marketing manager position. I truly appreciate the opportunity to share my skills and qualifications with you, and I hope that I conveyed my enthusiasm for the role.
If you need any further information or references, please do not hesitate to contact me. I look forward to hearing from you soon and hopefully joining your team at XYZ Company.
Best regards,
John
Ending an Email Requesting Information
Dear Mrs. Lee,
Thank you for your prompt response regarding my query. Your input has been extremely helpful and has provided me with a clearer understanding of the matter.
If there is any further information that you need from my end, please do not hesitate to ask. I appreciate your time and assistance in this matter.
Best regards,
Peter
Concluding an Email After Sending a Proposal
Dear Mr. Smith,
Thank you for reviewing my proposal for the upcoming project. I am confident that my suggested approach will deliver significant results and meet all the requirements outlined in the project brief.
Should there be any questions, please feel free to reach out to me. I’d be happy to discuss further and address any concerns that you may have. It’s been a pleasure working with you, and I look forward to hearing from you soon.
Sincerely,
Laura
Closing an Email Responding to a Complaint
Dear Mr. Johnson,
Thank you for bringing the issue to our attention. We apologize for any inconvenience caused and assure you that we are committed to resolving the matter as soon as possible.
Our customer service team will be reaching out to you shortly to gather more information and offer a solution. In the meantime, if you have any further questions or concerns, please do not hesitate to contact us. We value your feedback and appreciate your business.
Best regards,
Alex
Ending an Email Requesting a Meeting
Dear Ms. Anderson,
Thank you for considering my request for a meeting to discuss the new project. I believe that it would be beneficial to meet in person and exchange ideas on the matter.
Please let me know your availability in the coming week, and I’ll work around your schedule. I look forward to hearing back from you soon and hope to meet face to face soon.
Best regards,
Michael
Concluding a Follow-Up Email
Dear Mr. Davis,
I wanted to follow up on my previous email and check whether you had any further inquiries regarding the service that we offer.
I understand that you may be busy, but I would be more than happy to answer any questions that you may have or provide additional information. Thank you for your time and consideration, and I hope to hear from you soon.
Sincerely,
Rachel
Closing an Email After Sending a Recommendation
Dear Prof. Yu,
It was a pleasure to provide a recommendation for Ms. Kim. I believe that she would be an asset to your department and excel in the program that she has applied for.
If there is any additional information that you require, please do not hesitate to contact me. I wish Ms. Kim the best of luck and remain confident in her capabilities.
Best regards,
Jack
Tips for Ending an Email Professionally
Ending an email on a professional note is crucial to make a lasting impression. It can be tricky to know how to wrap up your email in a way that is both polite and effective. In this section, we will go over some tips on how to end your emails professionally.
- Use a polite and friendly closing line. Choose a closing line that fits the tone of your email, and always make sure to include your name below it. Some common examples are: “Best regards,” “Kind regards,” “Sincerely,” “Yours truly,” or “Warm regards.”
- Include a call-to-action. If you want the recipient to take a specific action, make sure to include it in your closing. For example, “Please let me know if you have any further questions,” or “I look forward to hearing from you soon.”
- Consider adding an email signature. An email signature is a great way to give your emails a professional touch. Include your name, title, company name, and any relevant contact information such as your phone number or social media handles.
- Avoid using abbreviations or acronyms. Unless you’re sure the recipient is familiar with a particular acronym, avoid using it in your closing. Instead, spell out the entire phrase to avoid any confusion.
- Avoid using slang or emoticons. Keep your emails professional and avoid using slang or emoticons, even if you’re communicating with colleagues or friends. It’s always better to err on the side of formality when it comes to business correspondence.
In conclusion, by following these tips, you can end your emails on a professional note that will leave a positive impression on the recipient. Remember to always be polite, clear, and concise, and to avoid any language or formatting that could detract from the professionalism of your message.
FAQs on Ending an Email Professionally
What is the purpose of a professional email closing?
A professional email closing helps to signal the end of the communication while also leaving a positive impression on the recipient. It should convey gratitude, a clear message, and encourage further communication.
What are some examples of professional email closings?
Some examples of professional email closings include “Best regards,” “Sincerely,” “Thank you,” or “Best wishes.” Choose a closing that suits the tone of your email and your relationship with the recipient.
Is it important to sign off with my name?
Yes, it is important to sign off with your name to establish a personal connection and show that you are taking responsibility for your message. This helps to build trust and credibility with the recipient.
Can I use casual language in my email closing?
No, it is important to maintain a professional tone in your email closing. Avoid using abbreviations, emojis, or casual language that could detract from the professional image you are trying to convey.
What if I don’t know the recipient very well?
If you don’t know the recipient very well, it’s important to err on the side of formality. Stick with a more traditional closing like “Best regards” or “Sincerely” rather than using something more casual or informal.
How should I format my email closing?
Your email closing should be preceded by a blank line, followed by your name, and then another blank line. Use a professional font and format your email consistently throughout.
Should I include my contact information in my email closing?
If you want to encourage further communication, you can include your contact information such as your phone number or email address in your closing. This can help to establish a personal connection and facilitate further communication.
Is it appropriate to add a post-script to my email closing?
Yes, you can add a post-script (P.S.) to draw attention to an important point or message you would like to emphasize. This can be a great way to leave a lasting impression on the recipient.
When should I avoid using humor in my email closing?
Avoid using humor in your email closing if you’re not sure how it will be received, or if the tone of the email has been serious or formal. It’s always better to err on the side of caution and maintain a professional tone.
What if I’m not sure how to end my email?
If you’re not sure how to end your email, try asking a question or seeking feedback from the recipient. This can be a great way to encourage further communication and maintain a positive relationship with the recipient.
Wrapping Up Your Emails Like a Pro
And that’s the end of our guide! We hope that you learned a thing or two about how to wrap up your emails in a professional manner. Remember, a good email closing can make all the difference in how people perceive you. Whether you’re emailing a colleague, a client, or a potential employer, ending your message on the right note will show that you’re courteous, respectful, and professional. Thanks for reading, and be sure to check back for more writing tips and tricks!