When ending an email, the closing statement is important for providing a sense of closure and indicating that the message is complete. A thoughtful closing helps strengthen relationships and leave the recipient with a positive final impression. There are many options for email closings, from formal to casual, that can be tailored to fit the tone of the message and your relationship with the recipient.
Formal Email Closings
Formal email closings are appropriate for professional communications or when writing to someone you don’t know well. They clearly signal the conclusion of the email and convey respect.
Some examples of formal email closings include:
- “Best regards,”
- “Sincerely,”
- “Respectfully,”
- “Best wishes,”
- “Regards,”
- “Thank you,”
“Best regards” is one of the most versatile formal closings. It works for most professional situations and maintains a polite, positive tone. “Sincerely” is also very common for formal business communications.
When to Use Formal Closings
Situations when formal email closings are appropriate include:
- Communicating with colleagues, clients, managers, or anyone you don’t know very well
- Sending job application materials to a potential employer
- Corresponding with contacts who have formal titles such as Dr., Professor, Mr., Ms., etc.
- Concluding an email related to work matters
- Ending an email to express thanks after a job interview or work meeting
The formality helps maintain professionalism and politeness when communicating about business or with people you don’t have a close relationship with.
Informal Email Closings
Informal email closings set a casual, friendly tone. They are appropriate for social emails or when writing to close friends, family members, or other contacts you have a personal relationship with.
Some examples of informal email closings include:
- “Take care,”
- “Talk to you soon,”
- “Have a great day,”
- “Thanks,”
- “Cheers,”
- “Later,”
- “Bye for now,”
“Take care” and “Have a great day” are warm, positive informal closings that work well for both personal and professional relationships.
When to Use Informal Closings
Situations when informal email closings are appropriate include:
- Emailing friends and family
- Corresponding casually with coworkers you know well
- Signing off an email confirming weekend plans or social events
- Ending an email to someone you communicate with on a first-name basis
- Concluding a positive email like thanking someone or congratulating them
The casual tone helps strengthen personal connections and reinforces the existing rapport you have with the recipient.
Email Closings to Avoid
Some email closings should typically be avoided as they can come across as insincere or unprofessional in certain contexts.
Closings to generally avoid include:
- “Yours truly,” – Comes across as excessively formal
- “Cordially,” – Very formal and stiff
- “Love,” – Too intimate for professional communications
- “Your friend,” – Presumptuous if you don’t actually know the recipient well
- “Thanks in advance,” – Can sound demanding
“Kind regards” is also overly formal for some native English speakers, but may be fine in other cultures.
Avoid using humor or sarcasm in email closings as it often doesn’t translate well in written communication. For example, avoid flippant closings like “Ciao!” or “Peace out.”
Email Closing Salutations
The closing salutation indicates who the email is from and helps form a complete closing statement. Common salutations include:
- “Sincerely,”
- “Regards,”
- “Best wishes,”
- “Best regards,”
- “Thank you,”
- “Cheers,”
- “Kindly,”
Pair the salutation with your name to construct the full closing. For example:
- “Best regards, [Your name]”
- “Sincerely, [Your name]”
- “Thank you, [Your name]”
If writing from a shared email or sending on behalf of someone else, include their name instead:
- “Kind regards, [Their name]”
- “Sincerely, [Their name]”
Professional Title
For formal business emails, consider including your professional title on a separate line before your name, like:
[Professional Title]
[Your Name]
For example:
Marketing Manager
John Smith
This can help convey your expertise and authority on professional matters.
Email Closing Examples
Here are some examples of complete email closing statements:
Formal
- Best regards,
[Your Name] - Sincerely,
[Your Name] - Thank you,
[Your Name]
Informal
- Take care,
[Your Name] - Talk to you soon,
[Your Name] - Have a great day,
[Your Name]
Email Closing Signature
A closing signature automatically inserts your contact information and optionally, social media links. This saves time compared to manually typing out your details in each message.
Signature elements may include:
- Your name
- Job title
- Company
- Phone number
- Email address
- Website URL
- Social media links
- Company branding like logo
Keep your signature concise by only including essential contact information. Avoid large images or excessive text.
Here is an example of a simple professional email signature:
John Smith
[Job Title]
[Company Name]
[Phone Number]
[Email Address]
[Company Website]
Email Closing FAQs
Is it rude not to use a closing in an email?
It’s generally best practice to always include some sort of closing statement or signature in professional and personal emails. An email without a closing can come across as abrupt or impolite, especially when writing to external contacts you don’t interact with regularly.
Is “thanks” unprofessional to end an email?
“Thanks” by itself is very casual but fine for informal emails to people you know well. Expand to “Thank you” or pair it with a salutation like “Thanks, [Your Name]” to make it appropriate for professional communications.
Should you capitalize email closings?
Capitalization of email closings is a matter of personal preference. Most closings look fine in lowercase or title case. All caps can seem angry in tone. For consistency, pick one capitalization style and stick to it.
Is it necessary to sign off with your name if it’s in your email signature?
Even if your name is in your signature, it’s good practice to reference your name in the closing statement as well for clarity. This provides a sense of closure and clear indication of who sent the message.
Key Takeaways
- Formal closings like “Best regards” are appropriate for professional communications.
- Informal closings like “Take care” match the tone of personal emails.
- Pair a closing salutation with your name for a complete statement.
- An email signature inserts contact information automatically.
- Always use some type of closing, even just your name, to maintain politeness.
The closing provides an email bookend that complements your opening and creates a professional, courteous message. Take the time to craft an appropriate closing that conveys your tone, strengthens your relationships, and leaves recipients with a great final impression.