It’s notoriously hard to know what to say in closing words for an email. Though they may not seem like much, the right conclusion words, end of email sayings, and remarks can have a big impact on how your message is received.
The last line in your email, before you sign your name, is known as the email closing line, email closing phrase, or email closing sentence.
The way you end an email depends on who the recipient is and what the purpose of the email is. It’s also important to consider whether you’re representing your company or just your personal brand. It’s always a good idea to have a sign-off for your emails, so that your audience knows who you are.
How to close an email – and why it’s important that you do
Email closings should follow the same format as any other exchange, consisting of four parts: email closure remarks, sign-off, the sender’s name, and signature. This will leave a good impression.
1. Email closing line
The last few lines of an email are typically used to signal the end of the message. Phrases like “Thank you in advance” can help ensure that the sender’s intentions are communicated effectively.
2. Email sign-off
A sign-off word or phrase such as “Regards” signals the end of your email. The best sign-off depends on the context. Also, don’t forget to place a comma after it.
3. Your name
If you know the recipient well enough to be on a first-name basis, you can omit your last name. In all other cases, it’s best to include your full name to avoid any confusion.
4. Email Signature
Your signature in an email typically includes your job title, organization, and contact information such as your phone number, website, and address. However, it is typically left out of an ongoing email exchange.
The purpose of an email ending is to identify who the sender is. However, there are some details to consider. The person receiving the email will read the ending last, so it can have a big impact on the response.
Here are a few phrases that you could use within the closing sentence of a business letter.
- Sincerely
- Take care
- Thank you for the opportunity
- Thank you for your time
- Regards (or warm regards)
- Let me know how else I can help
- Let me know if you have any questions
How to End an Email to a Professor
Emailing a professor, teacher, or another education professional doesn’t just impact your grade or deadline extension, it also reflects on your professionalism. Make sure you use this resource to learn how to end an email the right way and don’t be the student that sends unprofessional emails.
Professor [last name],
Would you be willing to spend a few extra minutes with me before or after class? I have a few quick questions on how I can best learn the [topic name] to improve my grade. Thank you for your time and I’m looking forward to the next class!
Before you request a meeting with a professor, take some time to write a well-thought-out email asking for an appointment. Send your email to a trusted friend or professional for feedback, then make any necessary changes before sending your request days or even weeks in advance of the time you would like to meet. This same template can also be used when asking a professor to review a paper sample.
How to End a Friendly Letter
There are plenty of ways to end friendly emails. It’s simple to end friendly emails – there are plenty of ways to do it!
More times than not, close friends won’t end a conversation with phrases like:
- With warmest regards
- I look forward to your continued business
- Sincerely yours
- Yours truly
Keep your interactions conversational and avoid using business terminology or phrases that don’t sound natural. Knowing how to end a friendly letter applies directly to friendly emails. Whether it’s offline or online communication, knowing your audience will help dictate how to present your message.
Email Closing Lines – Thank You
Thank you is the most popular email closing line. It’s a good choice for emails saying thank you for something.
When applying for jobs, it is important to remember to say “thank you.” This can be done in person, by sending a letter in the mail, or by sending an email. Saying thank you multiple times shows appreciation and can help improve your chances of getting the job.
Email Closing Remarks
Email closings are important in professional correspondence. Formal closings convey a sense of professionalism and can be useful when emailing colleagues, bosses, or other business contacts. They may also be seen as more professional when emailing about formal transactions, such as buying a new vehicle or taking out a loan.
Email Closing Sentence
Responding to customer emails politely is important for customer service reps as it creates a positive image of the company they are representing.
Customer service representatives should be polite from the beginning to the end of the email. It can be difficult to be polite when responding to complaints, so if you’re training a customer service team, provide them with an example of how to respond to customer complaints.
If you’ve had a negative experience with a business, you can write a complaint email to customer service. In the email, state your complaint and explain why you are dissatisfied with the company or its products and services. Be clear and concise with your complaint, but don’t attack the company.
How to End an Email with Thank You
Whatever the request is, it’s important to send a thank you at the end. When you are writing an email to ask for something, it is always polite to end the message with some form of thanks. Many emails contain a request of some sort; for example, you may ask a sales representative for more information on a product, request that a client buys a new service from your company, or ask your accountant to send a specific report. No matter what the request may be, it is important to express gratitude at the conclusion of the email.
It is polite to thank the person you are emailing for help in advance, even though they have not yet done anything. You can also improve your chances of getting a response by including a polite, but firm, request for a reply or action by a certain deadline.
How to End an Email Asking for Help
It’s important to mind your email etiquette not just in the business world, but also in college. If you’re wondering how to email your teacher on Gmail or any other service, the most important thing is to be polite.
Include your name, degree program, student ID, and the class you are referencing when ending an email to a professor or teacher.
Here is a how to end an email to a professor example:
Your help is appreciated! Accounting Program Student ID: 12345
Formal email endings – 10 formal email closing examples
Formal emails are important emails you send to professors, officials, and representatives of other businesses. These emails are characterized by accurate grammar, punctuation, and spelling and adhere to proper email etiquette. All of this information helps your decision on the phrase to end a formal email.
The following are some examples of formal email closings that can be used in various types of formal email exchanges.
- Thank you once more for your help in this matter
- Any assistance you could give me in this matter would be greatly appreciated
- Please accept this as my formal apology for…
- I would like to express my deep regrets for…
- We would like to apologize in advance for any inconvenience caused
- I am looking forward to hearing from you soon
- I would appreciate your immediate attention to this matter
- If I can be of assistance, please do not hesitate to contact me
- Thank you for your cooperation on this matter
- Once again, please accept our apologies for any inconvenience caused
Pair the following formal email closing lines with the right sign-off. Your options are as follows.
- Sincerely
- Respectfully
- Yours faithfully
- Kind regards
Polite email ending – 10 polite email closing sentences
There are many different ways to be polite in emails, depending on who the email is going to. It’s important to err on the side of being too polite, rather than being rude.
Our advice is to not worry about the details and to be polite when choosing how to end an email.
- Thank you for your understanding
- Please let me know your thoughts on this matter
- Would you please let me know if you need an extension?
- Please let me know if that is acceptable to you
- Any help you can offer me would be greatly appreciated
- I hope you have a good evening/day/week/weekend
- I’m looking forward to hearing from you soon
- Please let me know if there’s anything else that I can do to help
- Please feel free to contact me if you need any further information
- Please let me know if you have any questions
This method is useful when selecting the right email closing sentence to match your email sign-off.
- Kind regards
- Best wishes
- Regards
Cool Sign-Off Phrases
- Kind regards
- Thank you for reading
- Looking forward to meeting you
- Please contact me for additional help
- Best
- Sincerely
- Regards
- Cheers
- Have a great weekend
- Can’t wait for your reply
- Warm wishes
- With gratitude
- Thanks in advance
- Respectfully
- Best wishes
- My best to you and yours
- Lots of love
- Warmly
- Stay tuned…
- Enthusiastically
If you’re struggling to find the right way to end your emails, there were some examples above of polite sentences you can use. However, if you want to learn more about how to manage the tone of your emails, our article on email’s tone goes into more depth than our list of polite email closing sentences.