How to End an Email: The Best Professional Email Sign-Offs (With Examples)

Estimated reading time: 5 minutes

When crafting an email, most people focus on the body of the message, ensuring clarity and professionalism. However, the way you end your email is just as important as how you start it. Your email closing sets the tone for future communication, reflects your professionalism, and determines the impression you leave on the recipient.

Whether you’re sending a work email, reaching out to a client, or corresponding with a colleague, knowing the best way to end an email is crucial. Below, we explore the best email sign-offs, email closing phrases, and common email sign-offs for different situations.

Why Your Email Closing Matters

Before diving into the best ways to end an email, let’s talk about why it matters:

• Professionalism – A polished email ending ensures that you leave a good impression.
• Clarity – A strong email sign-off clearly indicates the conclusion of your message and any next steps.
• Tone & Relationship Building – The way you sign off can set the tone for ongoing communication.
• Branding & Identity – Your closing email signature reinforces your personal or corporate brand.

Now, let’s explore how to end an email professionally and examples of professional email closings you can use.

How to Close an Email Professionally

Use a Thoughtful Sign-Off.

Your email sign-off should match the tone and purpose of your email. A formal business email sign-off differs from an informal message to a colleague.

Best Ways to Sign Off an Email Professionally

• Best regards – A safe and versatile option for most professional emails.
• Sincerely – Best for formal correspondence.
• Kind regards – A polite yet professional closing.
• Respectfully – Ideal for formal and hierarchical emails.
• Thank you – Perfect for emails where gratitude is involved.
• Looking forward to your response – Great for emails requiring follow-up.

Casual Yet Professional Email Sign-Offs

• Cheers – Friendly, yet professional.
• Best – Simple and commonly used.
• All the best – Warm and appropriate for most situations.
• Talk soon – If you anticipate ongoing communication.

How to End an Email With Gratitude

• Thanks again – Reinforces appreciation.
• Much appreciated – A polished way to express gratitude.
• Many thanks – A slightly more formal version of “Thanks”

How to Sign an Email for Specific Situations

Different scenarios require different email closing salutations. Below are some email sign-off examples tailored to various situations:

1. Formal & Business Email Sign-Offs.

Use these when emailing executives, clients, or professional contacts:

• Sincerely, [Your Name]
• Best regards, [Your Name]
• Respectfully, [Your Name]
• Yours faithfully, [Your Name] 

2. Friendly Yet Professional Email Closings.

For internal emails, networking, or when communicating with close colleagues:

• Kind regards, [Your Name]
• Warm regards, [Your Name]
• Best wishes, [Your Name]

3. Expressing Thanks in an Email Closing.

When you want to show appreciation:

• Thank you, [Your Name]
• Much appreciated, [Your Name]
• Thanks in advance, [Your Name] (Only if a response is expected)

4. How to End an Email When Requesting Something.

If you’re requesting information or action, use:

• Looking forward to your reply, [Your Name]
• I appreciate your time, [Your Name]
• Thanks for your consideration, [Your Name]

5. Work Email Sign-Offs for Urgent or Important Requests.

When urgency is required, a straightforward approach works best:

• I appreciate your prompt attention, [Your Name]
• Thanks for your quick response, [Your Name]
• Looking forward to hearing from you soon, [Your Name]

6. Email Closing for Follow-Up Emails.

• Following up soon, [Your Name]
• Let’s discuss further, [Your Name]
• Looking forward to our next steps, [Your Name]

7. Passive-Aggressive Email Sign-Offs to Avoid.

Sometimes, email closings can come off as passive-aggressive. Avoid these unless you want to send a very specific message:

• Per my last email… (Reads as impatient)
• Thanks in advance! (Can feel pushy)
• Let me know if you actually read this. (Sarcasm rarely translates well in emails)

Email Signature: A Key Part of Your Email Ending

We’ve already covered email signature in one of our articles, but let’s refresh the memory! Besides choosing the right email sign-off, a professional closing email signature adds credibility to your message.

What to Include in a Professional Email Signature

A good email ending often includes:

• Your full name
• Your job title & company
• Your contact details (phone number, website, LinkedIn)
• A polite sign-off (“Best regards”)
• An optional professional quote or call-to-action

When sending your emails, details like that make you look professional. One of the most important details in email marketing is deliverability. Test with the best – choose GlockApps.

Final Thoughts: The Best Way to End an Email

Choosing the right way to close an email is essential for maintaining professionalism and encouraging positive communication. Whether you need a formal email sign-off, a friendly professional closing, or a work email sign-off that expresses gratitude, the right phrase makes all the difference.

Next time you’re wondering how to sign off a professional email, consider:

1. The level of formality required
2. The relationship with the recipient
3. The purpose of your message

Lastly, no matter how well you craft your email closing, ensuring email deliverability is just as important —  your email doesn’t reach the recipient’s inbox, even the best professional email sign-off won’t matter, so always check for spam triggers, maintain a strong sender reputation, and test with GlockApps.

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