Key takeaways
- To end an email effectively, use a clear closing line followed by an appropriate sign-off and your name or signature.
- An email sign-off is the final part of your message and shapes the reader’s last impression.
- Choose your email sign-off based on your relationship with the recipient, whether it’s in a professional or an informal setting.
- Professional email endings like “Sincerely,” “Best regards,” and “Thank you,” work for formal contexts, while options like “Cheers,” or “Talk soon,” suit more informal communication.
- Avoid email sign-offs that feel too casual for the context, overly familiar, or unclear in meaning, as they can weaken your message.
You wrote a great email. It has a solid subject line, a strong opening, and a clear email body. Before you hit send, there’s just one last thing to do: End your email with a clear closing line that guides the reader’s next step, followed by an effective sign-off.
The proper email ending can leave a lasting impression, reinforcing your professional image or the tone of your relationship with the recipient.
This guide explores how to end an email with the right sign-off for both professional and informal situations, along with examples, best practices, and sign-offs to avoid.
Table of contents
- What is an email sign-off?
- How to end an email professionally
- Ways to end an email informally
- Email endings for specific situations
- Email closers to avoid (and why)
- Best practices for email sign-offs
- How Grammarly can help you write better emails
- How to end an email FAQs
What is an email sign-off?
An email sign-off is the closing phrase at the end of your email, such as “Best regards,” or “Sincerely,” that appears right before your name. It is one part of your email ending, which also includes a closing line (your final sentence) and your signature.
Because the sign-off is the last thing a recipient reads, the wording you choose shapes their impression of both the message and you as the sender. That’s why choosing an appropriate email sign-off is a core part of good email etiquette.
How to end an email professionally
Every professional email should end with a clear closing line followed by an appropriate sign-off. When deciding on your approach, consider your relationship with the recipient and whether your industry or company has a more formal culture.
Use a closing line to reinforce your message or prompt a next step before your sign-off. For example, you might write, “Please let me know if you need anything further,” or “I look forward to your response.”
Use a formal sign-off if you’re contacting someone you haven’t met, someone in a position of authority, someone outside your organization, or prospective or current clients. A more formal approach is also ideal for emails sent with job applications and cover letters. Here are some examples of professional email sign-offs:
Sincerely,
This traditional sign-off is popular because it ends an email on a positive yet formal note.
Regards,
“Regards,” and its variations “Warm regards,” “Kind regards,” and “Best regards,” send a clear, positive message and are appropriate in professional settings.
Best,
Giving your best to the recipient is simple, straightforward, and fits almost any email.
Thank you,
When you’re making a request or saying thank you for a favor, endorsement, referral, or opportunity, you can reflect this in your email sign-off.
I appreciate your [help, input, feedback, hard work, etc.],
Similar to the previous entry, this sign-off clearly expresses your gratitude to the recipient for a specific project or task. In a follow-up or reminder email, this can also be a helpful strategy for ensuring a response.
I’m looking forward to starting this project with you,
Best used when you’re about to begin a collaborative project or task with the recipient, this sign-off helps strike a cooperative and optimistic tone.
Ways to end an email informally
A more informal email ending is sometimes appropriate for recipients with whom you already have a relationship. You can also use these sign-offs professionally when emailing colleagues you know well or conducting less formal business.
As with professional emails, you can include a short closing line before your sign-off, such as “Talk soon” or “Let me know your thoughts on [Topic].”
Here are some informal sign-offs to consider:
Cheers,
Conveying goodwill in a relaxed tone, “Cheers,” is a conversational, friendly way to end an email.
Take care,
This sign-off has a warm, friendly tone and is best used with people you know well, such as colleagues or familiar contacts.
Best wishes,
A bit more personal than the previous entries, this sign-off makes it clear that you wish the recipient well. It’s also appropriate for workplace goodbyes, such as when a coworker is retiring or leaving the company.
Talk soon,
This sign-off works well when you expect to talk soon and want to keep the conversation feeling open and ongoing.
Catch you later,
Similar to “Talk soon,” this sign-off is best used in casual conversations where you expect to reconnect soon.
Have a great day, / Have a great weekend,
These sign-offs convey a friendly, approachable tone and work well in both professional and informal emails. They add a positive, personable touch and express well-wishes to the recipient.
Email endings for specific situations
Choosing the right email ending depends on context. Each example below shows how a closing line and sign-off work together in common situations.
Applying for a job
Use a formal closing that reinforces interest and appreciation. For example:
Thank you for considering my application. I look forward to hearing from you.
Sincerely,
[Your Name]
[Your Contact Information]
After an interview
Reinforce appreciation and signal interest in next steps. For example:
I appreciate your time and look forward to the next steps.
Best regards,
[Your Name]
[Your Contact Information]
Following up on a request
Keep your message polite while clearly prompting a response. For example:
Please let me know if you need anything else.
Thank you,
[Your Name]
[Your Contact Information]
Emailing a professor or academic contact
Use a respectful, formal closing that fits the context. For example:
Thank you for your time and consideration.
Sincerely,
[Your Name]
[Your Contact Information]
Sending out a cold outreach email
Keep your closing concise and focused on opening the conversation. For example:
I’d welcome the opportunity to connect.
Best regards,
[Your Name]
[Your Contact Information]
Responding to a meeting request
Confirm the interaction while keeping the tone brief and professional. For example:
I look forward to meeting with you.
Best,
[Your Name]
[Your Contact Information]
Knowing which sign-off to use is just as important as knowing which ones to avoid.
Email closers to avoid (and why)
Some sign-offs can undermine an otherwise strong email. Here are common email closers to avoid and why:
- “Thanks in advance,” — Assumes a response, which can feel presumptuous
- “Yours truly,” — Reads as insincere in most modern contexts
- “Love,” / “XOXO” — Too personal unless you’re writing to a partner or close family
- Emoji sign-offs (👍👋✌️) — Fine within an email body in the right context, but in a sign-off, they tend to feel flippant.
- “Respectfully yours,” — Overly formal for most situations today
- “Have a blessed day,” — Religious overtones can land awkwardly in professional or casual emails
- “Have a good one,” — Better said in person; reads as too casual in most emails
- “Hope that makes sense,” — Can come across as passive-aggressive, implying the problem is the recipient’s comprehension rather than the writing
- “Good luck,” — Suggests the task ahead is daunting, which may not be the reassurance you intended
- No sign-off at all — Acceptable in ongoing threads or quick replies, but in first-time or external emails, it can make your message feel unfinished. When in doubt, close with something simple.
Best practices for email sign-offs
Ending an email effectively is about choosing a sign-off that fits your message and leaves the right impression. Follow these best practices to end your emails clearly and professionally:
- Use a clear closing line before your sign-off: A final sentence like “Please let me know if you have any questions” reinforces your message and guides the reader’s next step.
- Match your sign-off to your relationship with the recipient: Use more formal options for first-time or external emails and more relaxed ones for colleagues you know well.
- Use a consistent and appropriate tone: Make sure your sign-off aligns with the tone of your message so your email feels cohesive from start to finish.
- Keep your sign-off simple and recognizable: Common options like “Best,” or “Regards,” are clear, professional, and widely accepted.
- Avoid repeating language from your email: If you’ve already expressed thanks in your message, choose a neutral sign-off instead of repeating it.
- Include your name or signature: Always end with your name or a professional email signature, along with any relevant contact information, so the recipient knows who the message is from and how to follow up.
A well-chosen sign-off helps your email feel complete and leaves a clear, professional final impression.
How Grammarly can help you write better emails
How you end an email shapes how your message is received and acted on. Writing effective emails is about communicating clearly, using the right tone, and getting the response you need.
Grammarly is an AI writing partner that supports you at every stage of email writing, from first draft to polished final message. Whether you’re starting from scratch or refining an existing message, Grammarly helps you turn your ideas into clear, professional communication without losing your voice or intent.
Here’s how Grammarly helps you write emails with clarity and confidence.
- Draft faster: Use Grammarly’s AI email writer to generate a polished email or reply in seconds from a short prompt or a few bullet points.
- Organize your ideas: Grammarly’s AI writing tools help structure your message so it’s clear, focused, and easy to follow.
- Strike the right tone: Use tone suggestions and Reader Reactions to ensure your email comes across as intended.
- Proofread your writing: Grammarly’s free AI proofreader helps catch grammar, spelling, and punctuation errors in real time.
- Humanize your message: Turn AI-generated text into writing that sounds natural and engaging with Grammarly’s AI Humanizer.
Get Grammarly to write emails that are clear, professional, and effective.
How to end an email FAQs
What should every sign-off include?
Every email sign-off should include:
- A clear and purposeful closing line, such as “Please let me know if you have any questions”
- A farewell word or phrase, such as “Best regards,” “Sincerely,” or “Thanks,”
- Your name or signature
- Your contact information
How do you write a strong email closing line?
A strong email closing line clearly reinforces your message or next step in one sentence. Keep it concise and specific so the recipient knows what to do next. For example, you might write, “I look forward to hearing from you” or “Let me know if you’d like me to send more details.” Avoid vague endings like “Let me know,” which can leave the recipient unsure what you need.
What is the best email sign-off to use?
The best email sign-off depends on your context, but neutral options like “Best,” or “Regards,” are safe, professional choices that work in most situations.
When should you use a more formal or informal email ending?
Use formal closers like “Sincerely,” or “Best,” when emailing someone for the first time, a client, or someone in a senior role. Use more informal closers like “Take care,” or “Have a great day,” when you have an established relationship or are communicating with colleagues.
Can you use “Thanks,” as an email sign-off?
Yes, “Thanks,” works well in many professional emails, especially when making a request or following up. However, it may feel too casual in more formal or first-time communication.
What email sign-offs should you avoid?
Avoid sign-offs that feel too casual, overly familiar, or unclear, such as “Have a good one,” “Thanks in advance,” or “Good luck.” These can send the wrong message or weaken your overall tone.
