Signing off on an email is probably more difficult than starting it. You know what to say to the addressee, but how you end your email is really important because you want to give the addressee a final reminder of what you want from this email and leave a lasting impression. In this article, I will tell you all about this and how you can write a good email, with a special focus on ensuring how to end an email in the best way possible.
What is an Email Ending?
Ending an email effectively is indeed crucial as it leaves a lasting impression and can influence how your message is received. Here are the key aspects that make email endings important:
Closing Lines:
This refers to the summary or final remark you include at the end of your email. It's crucial because it reinforces your main message or intention and leaves a lasting impression on the recipient. A well-crafted closing line can summarize your key points, express gratitude, or set expectations for further action.
Sign-off:
The sign-off is the word or phrase you use just before your name in an email. It serves as a polite and professional way to conclude your message. Common sign-offs include "Best," "Sincerely," "Regards," "Thank you," and variations thereof. Choosing an appropriate sign-off depends on the tone and formality of your email and your relationship with the recipient.
Signature:
Your signature in an email typically includes your name, job title, contact information, and sometimes additional personal details like your company's website or social media profiles. It provides essential context about who you are and how the recipient can reach you if they need further information or wish to respond. Including a signature ensures clarity and professionalism in your email communications.
General and Professional Email Endings [Formal]
When it comes to professional communication, knowing how to end an email politely and professionally is crucial. A well-crafted email ending can leave a lasting impression and set the tone for future interactions. As someone who has written countless professional emails, I can't stress enough the importance of this often-overlooked aspect of email etiquette. In this section, I'll be discussing different aspects of ending an email, including appropriate closing phrases, sign-offs, and additional considerations to keep in mind.
When do we Write Formal Emails?
We write formal emails in professional settings or when communicating with individuals we don't know well. I find myself using a formal tone in several situations:
Job applications: When sending cover letters or following up on job applications, a formal tone is essential to make a good first impression.
Business communications: Whether it's with clients, potential partners, or senior management, formal emails help maintain a professional image.
Academic settings: When corresponding with professors, administrators, or in scholarly discussions, a formal tone is usually expected.
Official inquiries or complaints: When reaching out to organizations or government offices, a formal email can ensure your message is taken seriously.
In these situations, knowing how to end an email professionally can significantly impact how your message is received. I always double-check my closing to ensure it aligns with the overall tone of the email and conveys the appropriate level of respect.
But what is a good closing sentence for an email? More importantly, how to write an email ending effectively? This is often confusing if you do not know the purpose of your email and your relationship with the recipient.
A good email ending consists of a strong closing sentence followed by a sign-off. Let's have a look at some examples of each to understand how these two elements function in an email ending.
5 Best Closing Lines
To end an email professionally, I always make sure to include a closing sentence that summarizes the main point or prompts the next action. Let's take a look at the 5 best closing lines for formal emails:
1."Please keep me informed..."
This closing line is excellent when you're requesting updates or continued communication. For example:
"Please keep me informed of any developments regarding the project timeline."
This sentence politely asks the recipient to maintain contact and share relevant information, which is particularly useful in ongoing professional relationships or projects.
2."I'd appreciate it if..."
This phrase is a courteous way to make a request or express gratitude. For instance:
"I'd appreciate it if you could review the attached document and provide your feedback by Friday."
This closing line clearly states what you need from the recipient while maintaining a polite and professional tone.
3."Thank you for your consideration."
This is a versatile and respectful way to express gratitude, especially useful when you're making a request or applying for a position. An example would be:
"Thank you for your consideration. I look forward to the opportunity to discuss my qualifications further."
This closing line shows appreciation for the recipient's time and attention, which can leave a positive impression.
4."I look forward to hearing from you."
This closing line expresses anticipation for future communication and can gently prompt a response. For example:
"I look forward to hearing from you regarding the next steps in the application process."
This sentence indicates your interest in continuing the conversation and can be particularly effective in follow-up emails or after interviews.
5."Please don't hesitate to contact me if you need any additional information."
This closing line offers assistance and opens the door for further communication. An example could be:
"Please don't hesitate to contact me if you need any additional information about my proposal."
This sentence shows your willingness to provide more details or clarification, which can be helpful in complex professional situations.
5 Best Sign-offs
Following the closing sentence, I use a formal sign-off. Some of my go-to options include:
Best regards
Warm regards
Sincerely
Yours truly
Respectfully
These sign-offs are appropriate for most formal situations. They convey respect and professionalism without being overly familiar. The choice between them often depends on the specific context and your relationship with the recipient.
Let's look at how these sign-offs might be used in different formal occasions:
Cover letter:
"Thank you for considering my application. I look forward to the opportunity to discuss how my skills align with your needs.
Sincerely,
[Your Name]"
Invitation:
"We hope you can join us for this important event. Please RSVP by [date].
Best regards,
[Your Name]"
Recommendation letter:
"I wholeheartedly recommend [Name] for the position. Please feel free to contact me if you need any further information.
Yours truly,
[Your Name]"
Business proposal:
"I look forward to discussing this proposal in more detail at your convenience.
Respectfully,
[Your Name]"
Follow-up after an interview:
"Thank you again for taking the time to meet with me. I'm excited about the possibility of joining your team.
Warm regards,
[Your Name]"
Tips and Tricks When Writing Formal Email Ending:
When crafting formal email endings, I always keep these tips in mind:
Match the tone to the situation: Consider the purpose of your email and your relationship with the recipient. A job application might require a different ending than a routine business communication.
Use a professional closing line: Before your sign-off, include a sentence that summarizes your main point or indicates the next step.
Choose an appropriate sign-off: Stick to classic, professional options like "Sincerely," "Best regards," or "Respectfully." Avoid overly familiar or casual sign-offs in formal contexts.
Include your full name: In professional settings, it's best to sign off with your full name rather than just your first name.
Add your contact information: Include your job title, company name, phone number, and any other relevant contact details below your name.
Proofread carefully: Errors in your email ending can leave a poor final impression. Always double-check for typos or formatting issues.
Personalized and Casual Email Ending [Informal]
When it comes to informal communication, knowing how to end an email in a friendly and relaxed manner can help strengthen your personal and professional relationships. In my experience, casual email endings can make your messages feel more authentic and approachable, which is often appreciated in less formal contexts.
When do we Write Informal Emails?
We typically write informal emails when communicating with people we know well and have a comfortable relationship with. This includes:
Family members and close friends
Long-time colleagues or work friends
Members of social or interest clubs
Team members in a relaxed work environment
In these situations, a more casual tone is not only appropriate but often expected. It helps maintain the warmth and familiarity of your relationship, even in written communication.
5 Recommended Casual Endings
Now, let's explore some recommended casual endings for informal emails:
1.Thanks!
This simple, friendly sign-off works great when you're expressing gratitude or asking for a favor. For example:
"Could you send me that recipe when you get a chance? Thanks!"
2.Cheers
This upbeat ending is popular in both British and American English. It's casual but not overly familiar, making it versatile for various relationships:
"Looking forward to catching up over coffee next week. Cheers!"
3.Take care
This ending shows that you care about the recipient's well-being. It's particularly good for ending conversations on a warm note:
"Hope you feel better soon. Take care!"
4.Talk soon
This casual sign-off implies an ongoing conversation and works well with people you communicate with regularly:
"That's all for now. Talk soon!"
5.Best
This is a shortened version of "Best wishes" or "All the best". It's slightly more formal than the others, making it suitable for situations that fall between casual and professional:
"Let me know what you think about the proposal.
Best,
[Your Name]"
Tips and Tricks When Writing Informal Email Ending:
Here are a few things to keep in mind when writing an informal email ending:
Use friendly closing lines: Before your sign-off, you might include a personal touch like "Hope you have a great weekend!" or "Give my best to the family!"
Opt for casual sign-offs: Feel free to use more relaxed options like "Cheers," "Take care," or even just "Thanks!"
Use first names: In most informal situations, signing off with just your first name is perfectly fine.
Match the recipient's style: Pay attention to how the other person ends their emails and consider mirroring their level of casualness.
Be mindful of context: Even in informal situations, consider the content of your email. If you're discussing a serious topic, your ending should reflect that.
Using WPS AI to Perfect your Email
WPS Office offers a range of tools that make email writing easier and more professional. Whether you're new to crafting emails or simply looking to save time, WPS Office has features designed to support you.
Ready-Made Templates:
When using WPS Office, you can access a diverse selection of pre-designed email templates tailored for various needs such as job applications or client updates. These templates are meticulously crafted to offer a structured format that enhances the clarity and effectiveness of your emails. Whether you're reaching out to potential employers or keeping clients informed, these templates streamline the process, ensuring your communications are polished and impactful.
Grammar and Syntax Checking:
WPS Office features advanced tools that go beyond basic spell-checking. It meticulously checks grammar and syntax, helping you eliminate errors and maintain professional clarity in your emails. This ensures that your messages are not only error-free but also convey your thoughts clearly and professionally.
AI-Powered Assistance:
Leveraging cutting-edge AI technology, WPS Office provides intelligent assistance in drafting emails swiftly. The AI feature suggests improvements to your email drafts, helping refine your message to ensure it's concise, coherent, and meets professional standards. Whether you're pressed for time or looking to enhance the quality of your communication, WPS Office's AI ensures that your emails are effective and leave a positive impression.
FAQs
1. What is a sincere way to end an email?
A sincere way to conclude an email involves using a closing line that encourages engagement and expresses appreciation. Here are four effective approaches:
Keep Me Updated: If you want ongoing communication about a project, clearly state that. This demonstrates your value for the recipient's input.
Express Gratitude: Thanking the recipient for their support helps strengthen your relationship. Acknowledging their future efforts is also beneficial, but be careful not to assume too much.
Request Specific Information: If you need a direct response, phrasing your request as a question can emphasize your need for their input.
Invite Feedback: Encouraging the recipient to share their thoughts shows that you value their perspective and promotes collaboration.
2. What mistakes should I avoid when ending an email?
In professional email communication, it is essential to avoid specific mistakes that can diminish your credibility. Here are important points to consider:
Overly Informal Sign-Offs: Be cautious when using casual sign-offs. This includes excessively affectionate phrases, slang, or simply your name or a dash before it.
No Sign-Off or Signature: Including a sign-off and your name is important in most professional emails, even in ongoing conversations. Omitting these can come across as impolite.
Default Email Signature: Many email programs create a default signature that often includes the device or operating system used. This information is usually unhelpful and may suggest a lack of effort on your part. Customize your signature with relevant information instead of using the default.
Leave A Lasting Impression With Your Email
Throughout my career as a writer, I've written numerous emails and collaborated extensively with editors. I've learned the nuances of effective email endings, ensuring each message leaves a lasting impact. I've shared comprehensive tips on mastering this crucial aspect of communication and on how to end an email.
Remember, with WPS Office at your fingertips, you can improve your email endings to new heights. Whether you're wrapping up a pitch, following up on a project, or thanking a client, WPS Office provides the tools you need to craft a phenomenal conclusion. Download WPS Office today and see how it can help you leave a lasting impression on your recipients.
