How to End an Email | 10 Closing Lines & Sign-Offs
Emails are a foundational aspect of professional life, so knowing how to appropriately start an email and end it are skills worth mastering. Emails should end with a closing line, a sign-off, and an email signature.
Using the right final words will leave a good impression and help to build rapport. There are numerous options for how to close your emails, and the expressions you use should be matched to the context and the relationship you have with the recipient.
5 good closing lines
Closing lines serve to give the email a sense of closure and encourage the recipient to reply or take the action you’ve requested.
1. I appreciate …
It is always nice to be reminded that others appreciate your efforts, so thanking someone at the end of an email is a great way to underscore that you value them. You can either thank them for something they have already done or for something you expect them to do, like getting back to you quickly.
Avoid thanking the recipient in advance if you are asking something they aren’t obligated to do.
2. I’d love to hear your feedback
When you need the recipient’s opinion on something, use positive language to reinforce that you care about what they have to say. Asking your recipient for their feedback shows that you value their thoughts.
3. Let’s …
If there is something specific that you want to ask of the recipient, it may be best to state this explicitly. This way, the recipient knows exactly what should happen in response to your message.
3. Keep me informed …
“Keep me informed” is a suitable closing line when you want to be notified about any updates or changes regarding a given situation or project. This expression implies that you only expect a reply if something happens or changes.
4. Can you let me know?
When you need an answer to a specific question, present the question to the recipient at the end of the email to ensure that they know what you need. Even if you aren’t asking a question per se, posing a question alerts the recipient that you’re awaiting their response.
5 strong sign-offs
Like the greeting you use to start an email, a sign-off is a necessary component of ending an email (or letter). There are a number of standard sign-offs you can use, but it is important to match the sign-off to the relationship you have with the recipient in terms of formality.
1. Sincerely (yours),
“Sincerely” is one of the most commonly used sign-offs for emails and letters. It is formal without being stiff. To up the formality for something like a job application, you can use “Sincerely yours,” but this isn’t necessary if you are just writing to a colleague.
2. Regards,
“Regards” is similar to “Sincerely” and is also one of the most common sign-offs. It is suitable for a range of formal to semi-formal contexts and can be paired with “Kind” or “Best” to add further emphasis.
3. Best wishes,
“Best wishes” is a more formal version of the shorter sign-off “Best,” but it still has a warm and friendly tone. While appropriate for formal contexts, it feels personable.
4. Best,
“Best” is a shorter and less formal version of the sign-offs “Best regards” or “Best wishes.” It is suitable for correspondence with those you have a familiar relationship with, such as friends or emails to close colleagues.
5. Cheers,
“Cheers” is a relaxed, informal sign-off that is suitable to end emails to friends or colleagues whom you are close with. It also serves to thank the recipient. This sign-off isn’t a good option for more formal correspondence or when writing to someone in a superior position.
What to include in your email signature
Many professional emails include an email signature, which consists of various details after your name.
The information you include in your signature depends on what you do and how you want to be contacted. You don’t need to include a signature when corresponding with someone you are in regular contact with.
In addition to your full name, the following information might be included in your signature:
- Job title
- Company name
- Company address
- Phone number
- Email address
- Brand logo
- Social media channels
How not to end an email
The way you end an email should match the formality and context of your relationship with the recipient. As such, some closing lines and sign-offs may be inappropriate and should be avoided.
Overly informal sign-off
When writing to someone you have a professional relationship with, it is important to avoid sign-offs that are overly informal. Casual sign-offs like “Cheers” are suitable in some situations, but they shouldn’t be used when you are writing to someone in a higher position or whom you have never interacted with.
Overly familiar sign-offs include affectionate terms, slang, or just a dash and your name.
- Hugs,
- Thank u,
- <3
- —Belinda
No sign-off or signature
Professional emails should always include a sign-off before your name; it will likely be interpreted as rude to omit a sign-off, even when you are regularly in contact with the recipient.
If you are writing back and forth to a close colleague whom you are friendly with, you might be able to omit the sign-off after your last sentence. However, when starting a conversation, always include a sign-off, even if you have a close relationship with the recipient.
Default email signature
Email applications often include a default signature that notes the device or operating system you used to send the message (E.g., “Sent from my iPhone”). The recipient doesn’t need to know this information, and failing to delete it suggests you didn’t pay much attention while writing your message.
You can replace this default signature with relevant information about you or simply disable it.
Frequently asked questions about how to end an email
- Should I write “Sincerely” or “Yours truly”?
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“Sincerely” or “Sincerely yours” are sign-offs that are typically used when you’re ending an email to someone you’ve been in contact with before as opposed to someone you are reaching out to for the first time.
“Yours truly” was traditionally used when contacting a stranger and was usually paired with the greeting “Dear Sir or Madam.” It is not frequently used nowadays, especially in emails. Instead, a sign-off like “Regards” is more common.
QuillBot’s rewording tool can help you vary your written vocabulary.
- What are some synonyms for “looking forward to hearing from you”?
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There are a number of synonyms and similar expressions to “looking forward to hearing from you,” such as:
- I hope to hear from you soon
- Eagerly awaiting your response
- It would be great to hear back from you
- Thank you in advance for your response
QuillBot’s rephraser can help you vary your vocabulary to reflect your intended meaning.
- What is a synonym of regards?
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Synonyms and alternatives to regards include:
- Kind(est) regards
- Warm regards
- Best regards
- Yours truly
- Sincerely
- Sincerely yours
QuillBot’s rephraser can help you vary your vocabulary to reflect your intended meaning.
- How do I end an email to a professor?
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When ending an email to a professor, take a more formal approach, especially when interacting with the person for the first time.
First, be sure to clearly indicate any actions you would like the professor to take. The purpose of your email and what you expect from the professor should be clear.
Then, there are a number of sign-offs you can use to end the email, such as:
- Sincerely
- Best regards
- Kind regards
Avoid using overly informal language like slang or “Cheers.”
Try QuillBot’s rephraser to vary your writing.