How to End an Email Appropriately: Tips & Examples

How do you conclude your emails? Do you put only the bare minimum into them, as you feel the email body matters more?

While the body of the email is important, so is the ending.

It maintains the appropriateness and professionalism (in the case of business emails) of the rest of your message. You can think of the sign-off as a neat little bow on your email. Choosing the right sign-off in professional emails is crucial to leave a positive impression, especially in business and formal contexts where personalized and memorable endings can make a significant difference.

However, writing send-offs can lead to many struggles, especially without enough practice.

In this blog post, we’ll help you learn how to end an email effectively so you can move on with the other tasks on your to-do list.

Table of Contents

General Tips for Ending an Email

No more agonizing over whether to use a general email sign-off or opt for a personalized one!

The following pointers will set you up for success when concluding your emails, emphasizing the importance of tailoring your sign-off to the message’s context for a more personable touch.

Stay tuned for more examples in all sorts of contexts, including personal and professional.

Keep it short

An email sign-off is supposed to be brief by nature. If you find yourself writing several sentences, that’s not a sign-off but a continuation of your email.

Match the purpose and tone of the email

It’s a weird tonal shift for your email to end super buttoned-up when the rest of your email has been open and friendly.

You should use one tone throughout, maintaining consistency for a more enjoyable reading experience and less tonal whiplash (your recipient will appreciate it!)

Toe the line between formality and informality

Using formal language, at least to an extent, is fine in business and most academic contexts, but you don’t want to seem too stuffy and rigid.

A dose of informality is appropriate if your business culture allows it, but remember, you’re not friends. You’re colleagues, so don’t talk to your coworkers the same way you would your buddies.

Email Sign-Offs You Should Never Send

For as many ways as you can end an email (and you’ll see in the coming sections that it’s many), there are some sign-offs you shouldn’t ever send, especially in professional contexts, such as to a professor or coworker.

Here they are and why they’re detrimental to your overall message.

No sign-off

Foregoing a sign-off altogether can be rushed, unprofessional, and even rude. It also looks careless, like the recipient isn’t worth your time writing even a few words.

“Good luck”

This kind of sign-off can arouse confusion in your reader. Exactly why are you wishing them good luck? Thanks to your email, are they now in a scenario that requires luck? If so, why?

I know this sendoff sounds friendly, but it’s not worth using because it doesn’t convey the best message.

“As ever”

What do you mean when you say, “as ever?” This is another one that will confuse any recipient and can come across as unprofessional in business and academic contexts.

“Hope that makes sense”

If you explained yourself clearly, you wouldn’t have to consider closing an email by saying, “Hope that makes sense.”

This sign-off is condescending and unhelpful, even if you intend the opposite. Instead, say, “Please let me know if you have any questions.”

“Thx” and other shorthand

From “Rgrds” to “thx,” shorthand sign-offs come across as lazy, uninspired, and rude.

Today, every word-processing tool has autocorrect, including your email client and your phone. If you can’t type the whole word, let your phone or computer do it for you.

“Have a blessed day”

This seems like a kind way to end an email, and I can’t disagree with you there. However, using this as a sign-off breaks one cardinal rule of business emails: you should never incorporate religion.

The only exceptions are if yours is a religious company or organization. Otherwise, save these kinds of sendoffs for your spiritual friends or family or within your church community.

“Yours truly/respectfully/faithfully”

Saying “yours truly” is disingenuous, as you’re not theirs. So then, why use it as an email sendoff? Because it sounds nice? Once you stop and think about why you’d use this email sign-off, you probably won’t want to.

As for saying “yours respectfully,” it’s better, but it’s too formal for your tastes. And “yours faithfully?” It’s between “yours truly” and “yours respectfully.” It comes across as disingenuous and overly formal.

Should You Use Emojis In Your Sign-Offs?

Emojis are fine to use in email subject lines and the body, but not so much in your sign-off. The problem with emojis is that although everyone has a prescribed meaning, people perceive them differently.

Therefore, what one emoji means to you might not be true for someone else. You might think you’re conveying one sentiment or emotion when it’s something else entirely.

Just skip the ambiguity and use words instead.

“Ciao” or goodbye in any other language

This sounds coolly aloof, but it’s not as charming as expected.

If the recipient doesn’t understand the language, you will confuse them.

“XOXO” or “love”

I’m sure you don’t need me to tell you why this is wildly inappropriate in business, even as a joke or with a work buddy. Just keep love out of the office.

It’s better for everybody!

“Looking forward to hearing from you”

This is another sign-off that looks so innocent on the surface, but it isn’t exactly. When you say, “looking forward to hearing from you,” you put tremendous pressure on the recipient to respond and do it quickly.

It’s especially a bad sign-off when emailing someone for the first time. You’re trying to pressure the other person into responding, even if you don’t realize it.

“Thanks in advance”

This is another of those email sign-offs that can come across as rushing the recipient into responding, so I’d advise against using it if possible.

How to End an Email Professionally

Now that you know which emails not to send, here is a full list of professional email sign-offs, explaining why each works.

“Thank you”

You can never go wrong with a simple “thank you” as a send-off. It’s simple, succinct, and effective.

Sure, maybe it’s a little overused, but do you know why? It gets the job done!

“I appreciate the help”

If someone has gone out of their way to assist you, closing your email with this kind of sendoff will go a long way toward showing your gratitude.

Likewise, you can end your message with “I appreciate your time,” which has the same effect.

“Have a great day”

This is another one of those sign-offs that’s always appropriate.

It’s a positive message that doesn’t feel informal or formal, so use it sometimes.

“Take care”

You can also try the variation “Take care.”

Both this and “Have a great day” spread well wishes so they’re safe for new colleagues and those you know.

“Cheers”

If you get the itch to use “ciao” as a sendoff, try “cheers” instead. It’s still quirky and charming but in a language everyone can understand.

“Hope your week is off to a great start”

Use this when responding to messages on Mondays or Tuesdays.

It’s a kind email ending that shows you care and promotes goodwill. Colleagues and managers will enjoy communicating with you more since you showed them compassion.

“Have a fantastic weekend”

Likewise, sending a warm weekend greeting on Thursday or Friday is appropriate and appreciated.

You can keep it as simple and sweet as shown above or modify the adjective to whatever suits your style and brand more.

“Regards”

A standard email sign-off, “regards,” is professional, to the point, and polite. It’s everything you want in an email sign-off.

“Sincerely”

Now, I know I talked about disingenuousness earlier, but saying “sincerely” as your sign-off doesn’t come across that way. One can reasonably assume you mean what you’re saying, so feel free to use this as a sign-off.

“With gratitude”

Although maybe a touch heavy-handed, “with gratitude” is an email sign-off that tells the recipient how much their reply means without being too formal about it.

How to End an Email to Your Boss

You probably don’t email your boss too terribly often because you don’t want to bother him or her.

How do you close the email professionally when the occasion calls for it? You can waste so much time mulling over sign-offs, which isn’t prudent if you have a time-sensitive matter.

The same sendoffs as in the prior section apply, although maybe discard any that seem overly friendly and replace them with something on this list:

Warm wishes
Appreciatively
Best regards
Stay well
Best wishes
Looking forward to your feedback
Have an excellent day
Cordially
All the best
Kind regards
With appreciation
With heartfelt thanks
In your service
Many thanks

The key to emailing your boss is to blend respect and professionalism to leave a positive impression.

That’s true of the entire email, so ensure the sign-off you use enmeshes itself with your tone in the rest of the correspondence, thereby enhancing the likelihood of fostering a favorable perception and creating opportunities for future interactions.

And please don’t feel like you need to be overly formal to the point of writing robotically. Your boss may be above you on the corporate totem pole, but they’re also human beings like you. They appreciate an email that’s enjoyable to read.

The above sign-offs have the right level of formality without being overkill.

They convey that you respect your boss’s time and assistance and are chosen to leave a positive impression.

Sign-Offs with Gratitude

While a simple “thanks” at the end of your email will always be a reliable go-to, please don’t limit yourself there! You have many more options at your disposal for personalizing your communications while still expressing your gratitude.

Take a look.

Many thanks
With a big thank you
Your help is greatly appreciated
Thanks a million
Thanks a bunch
Thank you for your help
Thank you again
Thanks kindly
Thank you so much
With profound gratitude
Thank you for everything
Thank you for your time
With thanks and appreciation
Deeply grateful
Much obliged
With sincere thanks
Thanks for your support
With heartfelt appreciation
Thankfully
Gratefully

When do you pull out the gratitude language in an email sign-off?

Only when someone does something that truly warrants it. For example, if a colleague or friend came through for you last minute when you were in a bind, or someone helped you immensely, you could show gratitude using the email sign-offs above.

However, it’s all about knowing when to use them. If someone do you a minor favor, like lets you borrow their pen or sends you a copy of an email you accidentally deleted, replying with a sign-off like “immensely grateful” comes across as condescending.

Email Closings for Students

Students, I promised I would have email sign-offs for you, and now I’m delivering.

Writing to your teachers, peers, and others in academia requires a careful balance you don’t quite see in other contexts.

Proving that academia is its own microcosm, the right tone in your email sendoffs combines friendliness and formality.

Here is a rundown of the email sign-offs you can try:

Many thanks
With deepest respect
Cheers
With heartfelt thanks
Fond regards
With admiration
Warm regards
Respectfully
With thanks
Cordially
Kind regards
Best wishes
Warmly
Appreciatively
Gratefully
Sincerely
With appreciation
Thank you
Best regards
With sincere respect
With gratitude
Grateful for your mentorship
Appreciating your efforts
Deeply thankful
With profound gratitude
With sincere regards
Yours in academic pursuit
Yours in education
Many thanks for your guidance

Warm Sign-Offs for Friends

Of all the email send-offs in your pocket, the ones reserved for friends and family are the most plentiful.

You get a lot more leeway; you can talk as informally as you want, and you don’t have to worry about a brand. There’s less fear of offense, which makes sending emails feel effortless.

You still want to pay attention to the sign-offs you choose.

They can convey closeness and familiarity and strengthen the relationship. Keep your sign-offs casual and friendly, such as:

Can’t wait to hear from you
Until next time
Live long and prosper
To infinity and beyond!
Love
Talk soon
XOXO
Your friend forever
Keep the laughter alive
Wishing you joy
Stay awesome
To our friendship
Stay strong
Keep the faith
Have a wonderful day
You’re the best
Keep in touch
Lots of hugs
Love always
Looking forward to catching up
With warm thoughts
Until we chat again
Thinking of you fondly
Sending sunshine
Keep shining
Always here
Take it easy
Sending smiles
Yours forever
Affectionately
Sending hugs and kisses
All the best
With all my heart
Here for you
Talk soon
Keep smiling
Your friend
Peace and love
Sending love
Catch you later
Always

Appropriate Email Closings to Teachers

As a teacher, communicating with your fellow educators can sometimes be difficult, especially when you get used to corresponding with students.

You need the right tone that acknowledges the educator’s professional achievements in teaching without seeming too stuffy about it.

Try these email sign-off examples.

With respect and appreciation
With profound thanks
With gratitude for your support
With warmest regards
In appreciation of your guidance
With deep appreciation
Keep doing what you do
Wishing you continued success
Much appreciation
With admiration for your commitment
Yours for a better education
Warmly
With appreciation for your dedication
With admiration
Keep inspiring
Looking forward to learning more
Best wishes
With thanks
Yours in education
Wishing you well
In partnership
Yours in learning
Appreciatively
Respectfully

Professional Email Closings for Job Applications

One of the most nerve-wracking communication experiences is following up via email about a potential job.

You really want it, but you don’t want to seem overeager, and you don’t want to look pushy, either, even if you want answers.

In other words, you need the ideal mix of professionalism and eagerness. The following sign-offs will help you leave a lasting impression in your job application email:

Respectfully submitted
Regards
With gratitude
Warmly
Best
In appreciation
Thank you for considering my application
With enthusiasm
Many thanks
Warm regards
Gratefully
Thank you for your time
Cordially
Kind regards
Sincerely
Thank you for your consideration

Concluding Emails When Requesting Something

How to end an email when asking for something - thank you for your support graphic — *Image courtesy of Creative Fabrica*

We all need something sometimes, but if you need to lean on your colleague, neighbor, friend, or family member, how do you ask in a way that seems natural, smooth, and not desperate and grubby?

And more so, how do you get a positive response? Let’s review some email sign-offs to try.

Your guidance on this would be greatly appreciated
I’m counting on your support
Any help you can provide is greatly appreciated
Thank you for your time and consideration
Looking forward to your kind cooperation
I truly appreciate your help with this
I can’t thank you enough
Your assistance would be invaluable
Thank you for considering my request
I’m grateful for your attention to this matter
Your support means a lot
Anticipating your help
Many thanks for your consideration
Eagerly await your reply
With appreciation
Your assistance is much appreciated
Gratefully
Appreciatively
Looking forward to your response
Thank you again

Email Endings to Professors

Here’s another valuable set of examples on how to write emails in academia, this time geared toward students who have to write to their professors to announce an absence, ask a question, or otherwise communicate.

The following email shows respect and professionalism while acknowledging your student status and the professor’s expertise.

In anticipation of your enlightenment
With academic fervor
Thankful for your guidance
Ever in pursuit of enlightenment
Sincere regards
Eager to expand my horizons
With appreciation for your expertise
Respectfully seeking wisdom
Looking forward to further insights
With academic enthusiasm
Grateful for your mentorship
Continuing the scholarly journey
With scholarly appreciation
In pursuit of knowledge
With scholarly regards
With appreciation
Many thanks
Cordially
Thank you for your time

Conclusion

Tailoring your email sign-off according to the recipient will lend cohesiveness between that and the rest of your email elements.

While I’ve shared many classic email sign-offs usable in plenty of scenarios, I encourage you to experiment with different closings to find the most effective ones.

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Frequently Asked Questions (FAQ)

1. What are some universal email sign-offs that work for any situation?

You have plenty of options here, such as “thanks,” “have a great day,” “regards,” “best wishes,” and “warm wishes.”

2. How casual can I be with my email sign-off to my boss?

That depends on your office culture and relationship with your boss. If you know him or her well and work together often, you can get away with a more casual tone. However, if you rarely speak to your boss and don’t see them that often, stick to a more formal, professional tone.

3. Are humorous email sign-offs ever appropriate in professional settings?

They can be, but again, it depends on your office culture. Some offices don’t mind trading funny email sign-offs, while for others, it would cause massive offense. Be aware of where you work and the culture before sending a humorous email sign-off.

4. Can a well-chosen email closing make a difference in getting a response?

It can certainly influence whether someone wants to reply to you, especially if the rest of the email is just as warm and thoughtful.

5. What should I avoid in an email sign-off to a professor?

Being too casual and informal when writing an email sendoff to a professor are the biggest mistakes you can make. Treat them with respect but not to the point of being overly formal.

6. How do I tailor my email sign-off if I’m both thanking someone and requesting further assistance?

First, thank them for their time, then mention how you need more help. For example, you might write, “I appreciate all you’ve done and look forward to your infinite wisdom.”