Lesson 3: Best Practice for Closing Your Email and Signing Off Professionally

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    Attention to SMALL DETAILS makes PERFECT a large work

    Rumi

    The closing of a business email is almost as important as the email itself. This is because of its strong influence on the response of the email recipient.

    While your email subject and introduction create the first impression on your recipient, closing and sign-off dictate the kind of response you get. You don’t want your business email closing to water down the contents of your email.

    Also, the content and arrangement of the information in your sign-offs are paramount and strategic. You should always aim to make yourself very easy to contact by including all your relevant 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 Emails in Business

    Different people have their preferred ways of ending professional emails. Some people like to close simply 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 general thrust of the email.

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

    1. Email Closing Showing Anticipation and Concerns

    You may end your emails with an expression of the action expected from the recipient. This will commit the recipient to make decisions on the email. This method is quite acceptable in business.

    • Looking forward to discussing the proposal at the dinner.
    • Do not hesitate to contact me if you have any concerns.
    • 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.

    Examples are:

    • Thanks again.
    • Thank you for letting me know when you will be available.
    • I truly appreciate this gesture.

    3. Professional Email ClosingRequesting for Action

    This kind of closing is common when 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 melancholy, but there is nothing wrong with closing like this.

    • Please reply to this message to confirm that you accept our new offer.
    • Please contact me for a proper review of your project proposal.
    • Please contact me to discuss the timetable for next semester.

    4. Situational Closing Remarks

    Sometimes, you may also use a closing remark that emphasizes your position in a situation. Examples are:

    • I apologize for the inconvenience.
    • Please accept my deepest sympathy.
    • I look forward to seeing you again.

    The Basic Principles to Follow to Close Your Emails and Sign Off Correctly

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

    • 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.
    • 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. Avoid those huge signatures or advertising banners.
    • 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.
    • 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.
    • Business email closing should also leave the recipient feeling good about you. This is where your choice of consideration also comes into play.

    Signing Off with Considerations

    After closing your email as discussed above, you should sign off with appropriate consideration.

    Without a good understanding of appropriate sign-offs, you may be tempted to skip this step after a few seconds of mulling over the right consideration to use.

    The simple rule of the thumb when signing off is to ensure that your choice of consideration is based on your level of familiarity with the recipient. Even though signing off with a consideration is not compulsory, I advise that you always sign off this way because it adds more cordiality to your emails.

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

    • “Yours faithfully” [very formal, good for first-time contact emails]
    • “Kind regards,” [formal, okay for second-time contact emails]
    • “Warm regards,” [personal and professional, okay for subsequent email interactions]
    • “Yours truly,” [very personal, okay for regular clients]
    • “Regards,” [personal, okay for second-time contact emails]
    • “Sincerely,” [personal, okay for regular clients]
    • “Yours sincerely” [personal, okay for regular clients]
    • “All the best” [personal, okay for regular clients]

    To help you choose the right closing remarks for your business letters, I have decided to group the various types of closing remarks into formal and informal categories so that anytime you need to write letters; you can always choose an appropriate closing remark.

    Formal LettersInformal Letters
    Yours sincerelyCheers
    Yours trulyHugs and kisses
    Yours faithfullyForever yours
    Warm regardsRegards
    Kind regardsLove always
    Best regardsYours lovingly
    Many thanksYour sister/brother/father/mother/(Insert relationship with recipient)
    SincerelyWith affection
    With regardsLove and happiness
    Many thanksLove you
    With appreciationHave fun
    Yours obedientlyKeep smiling
    With best wishesCheers
    Most heartilyGoodbye
    With anticipationAdieu
    BestCordially
    Warmest regardsTake care,

    Below are other considerations you can use in closing your emails. Be sure to select one that fits your message.

    • Cheers
    • Yours
    • Kindest regards
    • I remain yours truly
    • Warmly
    • Have a great day!
    • Happy Holidays!
    • Enjoy your weekend!
    • Keep up the good work!
    • Thanks for your help.
    • Thanks again for choosing [your business name] g., Thanks again for choosing Bridal Showers
    • Thank you for choosing [your business name] g., Thank you for choosing Ron Boarnegers
    • Many thanks
    • Best regards,
    • See you soon
    • See you online,
    • Regards

    Below is a template for the Standard Consideration in a Professional Email

    Yours faithfully,
    
    (Leave a space. Usually, that space is supposed to be reserved for your signature. If you have a digital signature, you can insert it here but if you do not, just leave the space and move on to the next step)
    
    (Insert your full name)
    
    (Insert your designation)
    
    (Insert contact details and email address)

    That’s the simple format for signing off your professional email. Following are examples:

    Sample 1

    Yours sincerely,

    John Atamora Smith

    Chairman, Penthouse Group

    08155555555/ [email protected]

    Sample 2

    Yours faithfully,

    Peter Piper Faniroti

    Managing Director, Faxyron Ltd.

    0813464321/ [email protected]

    Sample 3

    Yours respectfully,

    Jumoke DaSilva

    Globalvex Telecoms

    01-045123

    Sample 4

    Kind regards,

    Chief Ikoko Gbomi

    CEO, Ikoko Group of Companies

    [email protected]

    Sample 5

    Many thanks.

    Bisi Lawal

    Accountant, Penthouse Group

    [email protected]

    Sample 6

    Thank you for your time.

    Doyin Adewale

    Secretary, Likas Bookshop

    If you look closely, you would see that the punctuation has changed; instead of a comma, you now have a full stop. This is because unlike the previous samples, you are making full statements here.

    In essence, your business email closing should be in this order:

    Best wishes,

    James Weldin

    Editor-in-Chief

    Woculus Inc.

    234-805-392-8069 ext. 12

    [email protected]

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