Pro Email Sign-Off Tips for Better Business Communication

Maintaining professional communication is a crucial aspect of any business. Emails are at the forefront of business communication, so it only makes sense to perfect your emails, right? 

Even in personal communication, if you’re emailing someone, that mail is your representative. And you should care about anything that’s representing your entire being. 

Emails have various components–from the subject line and greeting to the call-to-action (CTA) and sign-off. While it’s a no-brainer to treat the subject line and body with full regard, it is important to understand that no email component should go unperfected. 

Your email sign-off helps you stand out among the 4 billion active email users. It doesn’t just let the reader know your name and what you do but also leaves a lasting impression. But if you’re reading this blog, you already know how important these sign-offs are. 

Therefore, in this section, we will walk you through the entire process of creating a stellar sign-off for yourself (and your business). Let’s get started, shall we? 

Why Does Your Email Sign-off Matter? 

Not every email is going to convert. Most of them are to keep building a relationship with your customers. But even then, the way you sign off your email significantly impacts how you’re perceived and how seriously you’re taken. 

An email often serves as your first—and sometimes only—point of contact. So, a thoughtfully crafted sign-off does more than send a message. It plays a massive role in enhancing the reader’s experience, reinforcing the tone of your email, and underscoring your intent.

Here are some prominent reasons why your email sign-offs matter more than they seem to.

• Builds a professional image: Your sign-off can strengthen your image as a reliable and attentive person in a professional setting. Think of it as the firm handshake at the end of a productive meeting. If we can practice and perfect that, why not do the same for your email sign-off? 
• Leaves a lasting impression: The sign-off stays with the reader. A well-chosen sign-off ensures your email is memorable for all the right reasons, maintaining positive associations with your communication.
• Encourages engagement: The right closing line can encourage a reply or action, subtly nudging the reader toward the next step. Whether scheduling a follow-up call or simply keeping the conversation going, a sign-off can keep the ball rolling. 
• Reflects consideration and respect: Taking the time to end your email appropriately is a sign of respect for the recipient and their time. It conveys that you’ve considered the message’s content and its reception.
• Conveys tone and nuance: The words you choose can convey warmth, professionalism, urgency, or camaraderie. Therefore, it adds layers to the digital conversation that could otherwise seem flat.

Understanding Email Sign-offs 

Before we get into the nitty-gritty of email sign-offs and how we can best use them, let us first understand what they are and what role they play. Only then can we proceed with the mindset to write the most impactful sign-offs.

What role do email sign-offs play in communication? 

Email sign-offs are functional components that end conversations and pave the way for future correspondence. Here are some critical roles they play in the world of emails.

• Facilitating ongoing dialogue: A sign-off signals what comes next. A “Looking forward to hearing from you” keeps the door open for further interaction, whereas a “Thank you for your attention” might signal a more conclusive tone.
• Reflecting on the progress of professional relationships: Your sign-off can evolve with your relationship, moving from the formality of “Sincerely” to the more personal “Best regards” as you become more familiar with the recipient.
• Upholding email etiquette: A proper sign-off shows that you respect the rules of email etiquette, marking you as a professional who understands and appreciates communication norms.
• Substituting for body language: In digital communication, where body language and tone are absent, the sign-off carries the subtle emotional cues that would otherwise be conveyed in person.

What are the different types of email sign-offs? 

Email sign-offs vary greatly depending on the context of the communication and the relationship between the sender and recipient. They can range from the very formal, like “Yours sincerely,” for new contacts or official communications, to the friendly and casual, such as “Cheers,” for more familiar interactions.

To understand which email sign-off will work the best for you, we must look into the different kinds here. 

Formal business sign-offs

These email sign-offs are perfect for official or first-time interactions, where maintaining a high level of formality is crucial.

• With professional regards: Conveys a strictly professional tone, ideal for high-stakes business communications.
• In-service: Implies dedication and a willingness to assist further, suitable for service providers or customer support teams.
• Yours faithfully: Often used when writing to someone of higher status whom you have not met personally.

Friendly business sign-offs

These are less formal than traditional business sign-offs and suitable for modern, everyday workplace emails.

• Keep well: A sign-off that expresses concern for the recipient’s wellbeing, fostering a sense of care.
• Be well: Similar to “keep well,” it’s a less common but friendly sign-off that shows personal interest.
• In partnership: Reflects a collaborative relationship, great for emails involving teamwork or joint efforts.

Thankful sign-offs

Expressing gratitude can never go wrong. It is great to show the good side of your personality, which often leads to a better response rate.

• • With gratitude: A step up from a simple “thank you,” it indicates a deeper level of appreciation.
  • Appreciatively: A formal way to show gratitude, which is especially effective following a favor or assistance.

• Thanks: In an informal setting, a simple ‘thanks’ can be a good idea to close an email. It’s a good balance between respectful and casual. 

Creative and unique sign-offs

These email sign-offs are ideal for industries where creativity is valued or when you want to leave a memorable impression.

• Onwards and upwards: Implies progress and looking forward to future success, ideal for motivational contexts.
• To infinity and beyond: A playful and creative sign-off, good for less formal interactions and when you know the recipient well.

Personal touch sign-offs

For emails to colleagues or clients with whom you have a more relaxed relationship.

• Smiles: A light-hearted sign-off that can bring a touch of friendliness to your email.
• With warmth: Adds a personal touch without being overly familiar, suitable for someone you know well but still wish to maintain some formality with.

Concise and direct sign-offs

These emails are perfect for when you need to keep it brief and to the point, without losing the professional edge.

• Regards: Timeless and versatile, it works across a variety of professional scenarios.
• Sincerely: Direct and to the point, suitable for formal emails that require a straightforward closure.

Sign-offs for difficult situations

When dealing with sensitive subjects or difficult conversations, these sign-offs convey empathy and understanding.

• With understanding: Shows empathy and is suitable for emails discussing sensitive or difficult matters.
• In sympathy: A sign-off that expresses support, especially when the recipient has experienced a loss or challenge.
  

How Do You Select the Right Email Sign-off? 

Choosing the right email sign-off is incredibly important. 

Why? 

Because a poll run with 1,000 people actually defines the more annoying email sign-offs. Yes, annoying. You do not want to be one of those annoying email senders, right? 

Believe it or not, some of the most annoying sign-offs were “cheers”, and “xoxo”. However, that’s not where the list ends. Therefore, you need to be careful of how you sign off your emails, and which ending you choose. It may just affect the response rate as well. 

Factors to consider when choosing a sign-off

Selecting the perfect sign-off for your email involves a nuanced understanding of various factors. Here’s what you should consider to ensure your closing words are both effective and appropriate. 

• Relationship and familiarity: Consider how well you know the recipient. The sign-off for a longstanding client can be more personal than for someone you’re emailing for the first time.
• Email purpose: Is the email a casual check-in, a formal proposal, or a follow-up? A serious conversation requires a more formal sign-off, while casual exchanges can be less formal.
• Cultural sensitivity: Be mindful of cultural differences. What works as a sign-off in one culture might be misunderstood in another.
• Industry norms: Different industries have different protocols for communication. A creative industry might welcome an unconventional sign-off, while a law firm might prefer a traditional closing.
• Tone consistency: The tone of your sign-off should match the body of your email. A mismatch between a light-hearted message and a formal sign-off, or vice versa, can confuse the reader.
• Context of the message: If you’re expressing gratitude or asking for a favor, your sign-off should reflect that sentiment.
• Desired outcome: Consider what action you want to encourage with your sign-off. If you expect a reply, something like “Looking forward to your response” could be more effective.

Tips for Crafting the Perfect Sign-off

Crafting the ideal sign-off for an email is as much an art as it is a strategic decision. While various factors come into play when choosing your closing words, it’s equally important to know how to put it all together.

This section will give you actionable advice to ensure your email’s final note hits just the right pitch.

• Align with the email’s objective: The sign-off should serve the email’s goal. If you’re looking to get a response, consider “I look forward to hearing from you.” For a thank-you note, a simple “Thanks again” can be more fitting.
• Keep it short and sweet: A concise sign-off is more impactful. Avoid overcomplicating or dragging out your final words.
• Reflect professionalism or personal tone: If you’re writing in a professional capacity, maintain a degree of formality. For personal emails, feel free to show more of your character.
• Use a clear call-to-action when necessary: If the email seeks a response or specific action, make it clear in your sign-off. For instance, “Please confirm receipt by Wednesday.”
• Consider the sign-off as part of your branding: Especially in business emails, your sign-off can be a subtle part of personal or company branding. Ensure it’s consistent with the image you wish to project.
• Mind the context: The context of the entire email should guide your choice of sign-off. A serious discussion merits a different closing than a light-hearted update.
• Review for tone before sending: Re-read your email content and the sign-off to ensure they match and convey the intended message.

Read also: Leave Them Laughing With Funny Email Sign-offs

Advanced Strategies and Etiquette for Email Sign-offs 

Now that you’ve understood the basics of how to end your emails, it’s time for you to understand the technicalities–the etiquette tied to email sign-offs, along with how you can use what kind of endings. Are you signed in for this information? 

Understanding email sign-off etiquette

Mastering the shades of email sign-off etiquette is essential to maintain professionalism and convey your message effectively. Here’s a detailed guide on the do’s and don’ts, along with common mistakes to avoid.

Do’s of email sign-off etiquette

If you’re not sure what you need to keep in mind while choosing the right words to sign off with, here’s a checklist for you.

• Match the formality: Your sign-off should align with the level of formality in the email. If you’re addressing a superior or a client, opt for traditional sign-offs like “Best regards” or “Sincerely.”
• Keep it consistent: If your email body is polite and professional, a casual sign-off can seem out of place. Ensure your sign-off is a natural continuation of the conversation.
• Use thankful closings appropriately: “Thanks” and its variations should be used when there is something to be thankful for, not as a default sign-off.
• Personalize: If you know the recipient well, a personalized sign-off can make the email seem more genuine.
• Keep it short: A sign-off should be brief and to the point. Avoid long-winded phrases that could dilute the message.

Don’ts of email sign-off etiquette

Following any of the below practices is sure to get some raised eyebrows and frowns, so use them sparingly at all costs.

• Over-familiarity: Unless you’re writing to a close colleague or friend, steer clear of sign-offs that are too personal or informal, like “XOXO” or “Cheers.”
• Neglecting cultural differences: Be aware of cultural sensitivities and avoid sign-offs that may be misinterpreted or offensive in different cultures.
• Clichés: Avoid clichéd phrases that have become so common they’ve lost their impact, like “Yours truly.”
• Inconsistent branding: If you represent a brand, ensure your sign-off reflects the brand’s voice and values.

Common Mistakes to Avoid In Email Sign-Offs

Good email sign-offs don’t have to be rare as long as you avoid doing all of the following things. By avoiding these pitfalls, your sign-offs will become a reliable tool for effective communication.

They can subtly but significantly contribute to your professional image and the efficacy of your email exchanges.

• Ignoring the power of a sign-off: Giving more thought to how you conclude your email can result in a missed opportunity to reinforce your message or build a relationship.
• Being too generic: Generic sign-offs like “Sent from my iPhone” don’t contribute anything to the conversation. They can also come across as impersonal or lazy.
• Over-promising: Avoid sign-offs that may over-promise or set expectations you cannot meet, such as “Will follow up tomorrow,” unless you definitely will.
• Conflicting messages: Make sure your sign-off doesn’t contradict the tone or content of your email. For instance, ending a serious email with a light-hearted “Take it easy!” can be confusing.
• Lengthy signatures: A sign-off that’s weighed down with every possible contact detail, quote, and disclaimer can overwhelm the reader and detract from the message.
• Not updating sign-offs: If your role or contact information has changed, your email sign-off should reflect that. Outdated information can lead to confusion and missed connections.
• Using jargon or buzzwords: Phrases filled with industry jargon or the latest buzzwords can alienate recipients who are not familiar with the terminology.
• Failing to check for mobile-friendliness: Remember that many users read emails on their mobile devices. A sign-off that looks good on a desktop may not render well on a mobile screen.

Creative Email Sign-offs and When to Use Them

Creative email sign-offs can add a personal touch to your messages and can be effective in the right contexts. Here’s when and how to use them. 

Appropriate contexts for creative sign-offs

• When you have an established rapport with the recipient and understand their sense of humor or personality.
• In industries that value individuality and creativity, such as marketing, design, or entertainment.
• When the content of the email is positive or celebratory, such as after completing a project.

Examples of creative sign-offs

If the time and the situation seem right, you can use one of these creative sign-offs to keep the relationship and conversation going. 

• “Keep on rockin'”: Conveys enthusiasm and a laid-back, positive vibe. It might be suitable to send an email to a colleague in a creative field after a successful product launch.
• “Until we meet again, keep your sail to the wind”: Ideal for a farewell or goodbye email, implying a wish for continued success and adventure.
• “Here’s to making magic happen”: Suggests excitement for future collaboration, suitable for emails related to creative project planning.
• “Signing off from spaceship [Your Name]”: Adds a playful touch to an email that has discussed forward-thinking ideas or innovations.

Read more: How to End an Email Appropriately — Tips and Examples

Everything You Need to Know About Implementing Email Sign-offs

Integrating sign-offs into your email routine streamlines your email process while also ensuring that your emails consistently carry a personal or professional touch. Here are steps to personalize your sign-off and tools that can help. 

• Assess your correspondence: Begin by categorizing the types of emails you frequently send. This could include networking emails, sales follow-ups, project updates, or customer service replies.
• Craft tailored sign-offs for each category: For each email type, create a specific sign-off that complements the message. For example, “Looking forward to our continued collaboration,” could be ideal for project-related emails.
• Use tools: Email clients like Outlook, Gmail, or Apple Mail offer signature settings. Explore these to add a personalized signature automatically.
• Have a library: Maintain a ‘library’ of sign-offs in a document or note-taking app for quick access. This can include formal, casual, grateful, or creative sign-offs suited to various situations.
• Use signature management software: Utilize software like MailButler or MySignature to craft and manage your email sign-offs across different devices and email clients. These tools can include analytics to track the performance of different sign-offs.
• Conduct periodic reviews: Set a reminder to review your sign-offs and signatures every quarter to ensure they remain relevant and reflect any changes in your position or branding.
• A/B test your sign-offs: Use A/B testing to see which sign-offs get better responses. This can be done manually or with the help of email marketing tools that support A/B testing.
• Personal touch automation: For a personalized sign-off that still allows for efficiency, use CRM tools to insert custom sign-off fields that automatically populate based on the recipient’s details.

Conclusion 

Email communications are incomplete without a nice sign-off. So, why not focus on perfecting yours and leaving a lasting impression? 

As we have discussed in this blog, the right way of signing off your email can influence response rates, relationships, and more. So, make your choices wisely and access your professional and personal relationships wisely before sending with a sign-off. 

We hope you’ve got as much information as you need to end your emails in the most appropriate yet personality-showing way. Remember, practice brings perfection. So, keep testing your sign-offs till you nail the best ones for yourself! 

Please feel free to use any examples we’ve listed in the blog. We’d love to hear how it works out for you!

Frequently Asked Questions 

Let’s walk through some of the most commonly asked questions about email sign-offs.

What’s an appropriate sign-off for a formal business email?

In a formal business context, it’s best to use sign-offs that convey respect and professionalism, such as “Best regards,” “Yours sincerely,” or “Respectfully.” These are widely accepted and set a professional tone for the end of your communication.

Is ‘Cheers’ an acceptable sign-off in professional emails?

“Cheers” is generally perceived as informal and friendly. It’s well-suited for industry peers or colleagues you have an informal relationship with. However, for first-time communication or formal business emails, it’s advisable to use more traditional sign-offs.

How should I sign off an email to encourage a response?

If you’re seeking a response, your sign-off should reflect this intention. Using phrases like “Looking forward to your feedback” or “Please let me know your thoughts at your earliest convenience” invites the recipient to reply and shows your anticipation for their input.

Is it unprofessional to end an email with ‘Thanks’?

“Thanks” can be a perfectly professional sign-off, especially if you are thanking the recipient for something specific. Enhance it by saying “Thank you for your attention” or “Thanks for your consideration” to make it clear why you’re expressing gratitude.

What are some examples of creative sign-offs for less formal business emails?

For a less formal but still professional email, creative sign-offs like “Wishing you an innovative day” or “May the creativity flow” can be delightful and memorable, especially in fields that value originality and inventiveness.

What sign-off is suitable for an email conveying unfortunate news?

When delivering less-than-favorable news, opt for a neutral and respectful sign-off like “Kind regards” or “With respect.” This maintains professionalism while acknowledging the sensitive nature of the content.

Is it appropriate to use just my name as a sign-off?

Using just your first name is typically reserved for ongoing threads or with recipients you have built a rapport with. It suggests a level of informality and comfort. In more formal exchanges, it’s advisable to include a full name and a polite sign-off.

How should I approach using humor in my email sign-offs?

Humor in email sign-offs can be a hit-or-miss and should be used with caution. Ensure that the humor is appropriate to the context of the email and that it will be well-received by the recipient. When in doubt, it’s safer to stick with a more traditional closing.

Can you give tips for creating a memorable professional email sign-off?

To craft a memorable sign-off, consider a blend of professionalism with a personal touch that resonates with the email’s content. For example, “Moving forward together,” or “Eager to tackle our next challenge,” can be effective in instilling enthusiasm and a sense of partnership.