Professional Email Sign-Offs: The Best Closing Lines to Make Your Message Stand Out

Emails remain a prevalent way of connecting with potential clients, customers, or colleagues in the business world.

This is undeniably because it’s swift, efficient, and allows for clear and concise communication. 

However, as you write your message, paying close attention to every part is important, especially the conclusion part.

The way you sign off an email can either reinforce the message you’ve conveyed and leave a lasting impression, or it could fail to make an impact.

In this article, we will explore the art of composing captivating, professional email sign-offs, best practices for making one, and why your email sign-offs matter.

How to End an Email Professionally

An email's closing line is not just a formal farewell; it’s your final opportunity to leave a positive impression on the reader. 

When it comes to ending an email professionally, there are several key strategies you can employ:

1. Consider the tone and purpose of your email- This is to ensure your closing aligns with the overall message.

For example, a formal email to a potential employer might call for a more traditional sign-off, while an email to a friend or colleague could allow for a more casual approach.

2.  Think about the impression you want to leave with your reader- Do you want to come across as friendly and approachable? Professional and polite? Humorous and memorable? 

Tailoring your closing line to match your desired impression can make a lasting impact on the recipient.

3. Personalisation- Adding a personal touch, such as mentioning something you discussed with the recipient or using their name in the closing line, can add warmth and sincerity to your email.

This shows that you have taken the time to craft a personalised message rather than sending a generic one.

Closing Lines for Various Situations

Ending lines for professional emails

A professional ending line or closing line is the sentence or sentences you use just before signing off. 

The purpose is to restate the intent of your email and motivate the recipient to respond – rather like a call to action. 

It is also good professional etiquette to express appreciation or gratitude in your email closing. Common phrases for starting an email closing include “Thank you for…”, “I appreciate…”, and “I look forward to…”.

Professional email closing phrases examples:

• Thank you for taking the time to review my proposal. I look forward to receiving your feedback this week!
• I appreciate this opportunity to connect! I look forward to speaking with you on [date and time].
• I look forward to receiving your response on the attached form. Please let me know if you have any questions by replying to this email or reaching out on Zoom.
• Thank you again for meeting with me today. I’ll be in touch about next steps by the end of the week.
• I appreciate your attention to [this matter] and look forward to your response.
• I wanted to check in and see if there were any updates.

Gratitude:

• Thank you once again for your assistance.
• Your help is greatly appreciated.
• I'm grateful for your support in this matter.
• Thanks for taking the time to address this issue.

Request for Action:

• Please let me know if you need any additional information.
• I kindly ask for your prompt attention to this matter.
• Your cooperation in this regard is highly appreciated.
• I would be grateful if you could expedite this process.

Apology:

• I apologise for any inconvenience caused.
• Thank you for your understanding and patience.
• Rest assured, we will take steps to rectify this situation.
• Please accept my sincerest apologies for the oversight.

Confirmation:

• I confirm receipt of the document/information.
• Thank you for confirming the details.
• I acknowledge receipt of your email.
• I can confirm that the task has been completed.

Informal/Personal:

• I look forward to catching up soon!
• Thanks a bunch for your help!
• Let me know if you need anything else.
• Take care, and I will talk to you soon!

Witty Emails: 

• Bless up
• Mean regards
• Another day, another slay
• Slay, serve, and survive
• Lukewarm regards
• Over and out
• Cold regards
• Stay slaying
• That’s all, folks!
• Tag, you’re it. P.S. No tag backs.
• Lukewarm regards
• You’re the GOAT.
• It just hits differently.
• It’s giving…
• IYKYK
• Pop off.
• Thank you for considering my request.
• I am eagerly awaiting your feedback.
• I look forward to your response.

Best Practices When Writing Email Closings

• Provide information with an appropriate balance: Putting your name, title, and company logo at the end of your message is a good idea, but make sure they add to your message instead of taking away from it. Keep a balance to avoid overwhelming your recipient.
• Add a personal touch: Connecting on a personal level can transform your communication. Personalised sign-offs like "Here to help" show that you care about your customer and are ready to help, which makes a good impression on them. 
• Use only one closing remark: To avoid confusion and convey a clear message, it's crucial to limit yourself to one closing remark. This maintains focus and prevents diluting your email's intent.
• Apply the right format: Proper formatting is essential for email sign-offs. Begin with your closing remark and a comma, add a space, and then list your name, title, company name, and contact information. Including your company logo or relevant links can also enhance your sign-off.
• Remember the context: The tone of your email and your relationship with the recipient should dictate your sign-off choice. Tailor your closing to fit the context of the communication, keeping in mind that there isn't a universal solution for every email.
• Keep it professional: While adding a personal touch can be beneficial, always maintain professionalism in your sign-offs. Stick to appropriate language and avoid using slang or informal expressions.
• Consider length: A brief and concise sign-off is ideal for most business emails. Avoid using long phrases or multiple sentences, as this can come across as insincere or overly familiar.
• Proofread before sending: Just like the body of your email, your sign-off should be error-free. Take a moment to read and fix any mistakes in your message before you send it to make sure it looks polished and professional.
• End with a call to action: A strong closing should leave your recipient with a clear next step. To keep the conversation going, end your email with a message that asks for action, like setting up a meeting or giving feedback.

Why Your Email Sign-Offs Matter

Signing off at the end of your email, especially if you want the recipient to engage or take action, can have a big effect on how well your email correspondence works. 

Because it is the last thing the recipient sees or hears from you, it has the power to change how they understand and respond to your message. 

A compelling email sign-off can capture the attention of your customers, elicit positive emotions, and notably increase the likelihood of receiving a reply. 

According to Boomerang's thorough analysis of over 350,000 email threads, which supported this claim, emails with dedicated sign-offs saw a significant increase in their overall response rates. 

This shows how important it is to end your emails with well-thought-out signatures that make your message stand out and get your customers to do what you want them to do.

Key Takeaways on Email Closing Lines

Closing lines in emails are more than just a formality; they are a crucial component of effective email communication.

 A well-crafted sign-off can greatly influence how your message is perceived and increase the likelihood of eliciting a response. 

Remember, the goal is to leave a lasting, positive impression on your recipient, prompting them to take the desired action. 

Whether it's ensuring your email is error-free, incorporating a clear call to action, or following up when necessary, each element of your email's conclusion plays a vital role in its overall success.

Integrating a SMTP service such as Maileroo can elevate the efficacy of your professional email sign-offs, making your messages stand out in a crowded inbox. 

Moreover, with Maileroo's help, you can turn your email signatures into a powerful tool for increasing customer engagement and response rates, which will ultimately help your email communication strategy succeed.