How to End an EmailMay 26, 2020
Email is one of a few primary forms of communication during the job search and in the workplace. While it’s important to thoughtfully compose each part of your message, a well-constructed email sign-off (the last line of your email and your signature) is essential to leaving the reader with a positive impression.
Writing clear, professional emails can help position you positively in your career both with your colleagues, people in your network or potential employers. To help make sure you achieve this goal, here is some background on how to end an email, elements you should include and several helpful examples.
Related: How to Send an Email Cover Letter
Why email closings are important
An email closing is the last thing your audience reads after finishing your message and can be the motivating factor in how quickly they respond—or whether they respond at all.
Imagine meeting a new business contact at an industry event. Once your conversation concluded, you wouldn’t turn and walk away without another word. That would be rude, leave a bad impression and likely prevent future discussions. Instead, you would probably say something like:
“It was so nice meeting you! Please take one of my cards. I hope to hear from you soon!”
Think of your email closing as the ending of a conversation. By using friendly, polite and professional language with a clear call-to-action, you have a better chance of earning a positive response.
Tips for creating a professional email ending
Here are a few things to keep in mind as you compose your email closings:
Use your full name. Always include your first and last name in your closing—especially in the first few correspondences. This way, your recipient is clear on your identity and is less likely to confuse you with other contacts who have the same first name.
Be professional. Use context clues to determine the appropriate tone to use in your closing. If you are emailing someone you’ve never met, keep a professional tone by avoiding casual sign-offs like “Chat soon!” If you have exchanged several emails and feel that a more laid-back closing would be more appropriate, feel free to mirror your audience’s tone. If you’re unsure, it’s always a good idea to err on the side of professional.
Decide whether a closing is appropriate. If you’ve exchanged several emails with someone, it can be tempting to skip the closing. In this case, it is good to be thoughtful about including a closing in your email. While your conversations might have become more casual, an email closing still exhibits attention to detail and professionalism. Additionally, the recipient may forward your email to others within the organization who may not have communicated with you previously. A thoughtful closing will leave a favorable impression on them and makes the communications clear and easy to follow.
Related: How to Email a Resume
What to include in your email endings
There are a few elements you should consider when writing your email closing. Here’s what you’ll need to include:
1. A closing line
The last line of your email should not only share gratitude with the recipient for reading your message but also include a call-to-action or statement that will either motivate the recipient to respond or shows you anticipate a response. For example, a closing line might look like this:
Thank you for taking the time to review my resume and professional references. I look forward to hearing from you soon!
2. Your full name
Use first and last name in your email sign off to avoid confusion and help ensure they remember you. By using your full name in your email signature, resume, cover letter and any other documents you share, your chances of getting a response should be increased.
3. Your professional title
You don’t necessarily need to use your current job title (i.e., Account Manager at ABC Company), but it can be helpful to include a title that illustrates what you do. For example,
4. Contact information
Even though the person receiving your message already has your email address, it’s important to include additional methods of communication, such as your direct phone number.
Phrases to use and avoid in professional email closings
While some more casual closing phrases might be fine once you’re already working at a company and exchanging communications with colleagues, you’ll want to make sure the phrases you use during the hiring process are more professional.
Here are a few of the most common ways to end an email:
- Kind regards
- Thank you
- Warm wishes
- With gratitude
- Many thanks
Here are some email closing phrases you should avoid in professional environments:
- Your friend
- Thanks a bunch
- Chat soon
- Yours truly
5 ways to end an email (with examples)
Here are five examples of how to end an email, based on where you are during the hiring process.
When applying for a job:
Thank you for considering me for this position. I look forward to hearing from you!
Experienced Sales Professional
After completing a phone screening:
I’ve attached my portfolio for your review. Please let me know if there’s anything else you need.
Web Designer & Illustrator
When responding to a meeting request:
I look forward to meeting with you next Monday.
Social Media Marketing Professional
After completing an interview:
I look forward to the next step in the process.
Full Stack Software Engineer
When accepting a job offer:
I look forward to discussing the details and next steps!
Experienced Finance Professional
Displaying a polished appearance through your email ending will help solidify a positive impression and ensure recipients understand you take pride in how you present yourself in professional situations. By implementing these tips and using these examples to help craft your email ending, you can make sure your email message reflects your competence, attention to detail and professionalism.