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How to End a Business Email: Email Closings and Sign offs

Dr. Ayoade Oyedotun
business-email-closings

Knowing how to end a business email is as important as knowing how to start one. Your email ending goes beyond your closing and signoffs, it tells the recipient what to do in response to your email. So, if you’ve failed to reiterate the ask at the end of your email, the closing is the best place to do it.

There are different ways to end a business email. While it’s advisable to use a generic response like, “Kind regards,” you can take it a step further and make it witty, or funny. Depending entirely on your business and your relationship with the recipient.

In this article, we’ll do a deep dive into everything you need to know to end a business email and include some samples to help you get started.

In addition, the content and arrangement of the information in your sign-offs are very important and strategic. You should always aim to make yourself very easy to contact by including all your important contact information, especially in first contact emails. If you are contacting a potential client, business partner or associate for the first time, you should provide alternative contact information in your closing. These should include phone, email, website etc

Different Ways to End Business Emails

Different people have their preferred ways of ending professional emails. Some people like to simply close with Thank you and then sign off their name. Some end by reminding their recipients to take action on the emails or by reminding them of the main thrust of the emails.

Common Business Email Closings

Let’s consider some of the more common business email closings:

1. Email Closing Showing Anticipation and Concerns

Some people like to end their emails with an expression of the action expected from the recipient. They believe this will commit the recipient to take action on the email. This method is very much acceptable in business.

Between business partners or entrepreneur to venture capitalist:
Looking forward to discussing the proposal at the dinner.

Business owner to the client:
Do not hesitate to contact me if you have any concerns.

Manager to the secretary:
Looking forward to receiving the minutes of the meeting.

2. Business Email Closing Expressing Appreciation

Closing a business email by showing appreciation is a nice way to end an email. Just like in our everyday life, people like to be appreciated. Aside from serving as a closing, this kind of closing also leaves the recipient feeling good.

Thanks again,
Ayo Oyedotun

Or

Thank you for letting me know you will be available.

Warm regards,
Ayo Oyedotun

Or

I truly appreciate this gesture.

Kind regards,
Ayo Oyedotun

3. Professional Email Closing Requesting Action

This kind of closing seems rather straightforward. From the examples below, you will see that this kind of closing shows there is little or no relationship between the sender and the recipient. This is the type of closing you would expect from a choleric or a melancholy, but there is nothing wrong with closing like this.

Recruiter to a job seeker:
Please reply to this message to confirm that you accept our new offer.

Supervisor to student:
Please contact me for a proper review of your project proposal.

HOD to student representative:
Please contact me to discuss the timetable for next semester.

4. Signing Off with Considerations

When you use any of the closings (1 to 3) above, it is nice to also sign-off with a consideration even though it is not compulsory. Most people eventually jump this step after a few seconds of mulling over the right consideration to use. However, the most important thing is to ensure the consideration you choose is based on your level of familiarity with the recipient.

In most business settings, it is fine to sign-off with:

4 Things You Should Know About Business Email Closings and Sign-Offs

Before you make your choice of closing and/or sign-off to use, there are a couple of things you should know about ending professional emails:

1. How you close your email should be in tandem with the message of the email. It will be awkward to close a nasty email to a debtor with Cheers or All the best.

2. Your closing should include your name (full name for first-time contact emails), even if you don’t have time to include other details like job title, contact information, and website. For some people, these are already part of their email signature. Also, avoid those huge signatures or advertising banners.

Normally, your business email closing should be in this order:

Best wishes,

James Walton
Editor-in-Chief
Woculus Inc.
234-805-392-8068 ext. 12
james@woculus.com
www.woculus.com

After your consideration, jump a line and write your full name followed by your contact details. Your official email address should be included if you are emailing from a personal email address.

3. Your closing should remind the reader of the main thrust of your message and, at the same time, show your pleasure in communicating with the recipient.

4. Business email closing should also leave the recipient feeling good about you. This is where your choice of consideration also comes into play.

Below are other best ways to write business email closings.

Business Email Closing Example

Sincerely,
Best regards,
Regards,
Yours truly,
Respectfully,
Warm regards,
Kind regards,
With appreciation,
In appreciation,
Thank you,

Remember to choose a closing that aligns with the tone and formality of your email and the relationship you have with the recipient.
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