Have you ever hit send on an email before realizing you signed off as if you were emailing a friend instead of a work colleague? Better yet, as if you are texting your group chat instead of emailing your boss?
First off, don’t sweat it. We’ve all been there. We promise you’ll get a chance to send an email again and redeem yourself.
When that moment comes (maybe seconds from now), you want to be ready. The email sign-off is small in the grand scheme of things, but it can leave a lasting impression with the recipient of your work email. Regardless of where you are in your career, using best practices for emailing will allow you to have clear and effective communication.
Read more: 8 'Sorry for the Late Response' Alternatives to Use
Why your email sign-off matters and the importance of email etiquette
Email etiquette is the code of conduct that guides behavior when writing or responding to emails. Depending on the recipient of your email, you may modify the principles that determine the proper etiquette. These guidelines can even vary depending upon industry, company, and generation.
“Email is a virtual handshake,” says Teresha Aird, CMO and HR lead for Offices.net. “So, proper email etiquette represents the professionalism and integrity of an individual or a business—or the lack of it, if professional email etiquette isn’t upheld. Ensuring that messages are conveyed respectfully and effectively preserves your essential business relations, public perception, and your established partnerships.”
Essentially, your email sign-off signals your professionalism and, Aird says, your understanding of the tone and intent of the matter at hand. “The conclusion of an email, much like a closing argument, will always leave a lasting impression,” she says. “And whether that is a positive or negative impression depends on the quality of your sign off.”
Plus, with the COVID-19 pandemic, it became clear that hybrid and remote working may be the new normal. “An email is sometimes the only way you’ll communicate with people professionally,” says Nicole Stephens, global employer brander. “Whether you're a freelancer or sales rep sending a cold email, creating a warm intro for a friend to network, or introducing yourself to new coworkers, email often precedes any other type of communication [such as] face-to-face, video calls, or phone calls, so it's important to represent yourself well here and set the tone for future interactions.”
Stephens says email signatures will show how well you can leave matters. “Email signatures can loosely be compared to the end of date. For example, if you have been recently promoted, you may want to project confidence and reinforce it once you’ve grown in the role. If you have been emailing back and forth with a coworker you’ve known for five years, and you’ve finally agreed on something, you may want to celebrate a win by using a funny quip,” Stephens says.
Read more: How to Write an Email Like the Professional You Are
Tips for using proper email etiquette in professional settings
Before signing off on the email, it’s important to know how to fill out the body of the email. Here are some tips for writing professional emails:
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Use a clear and concise subject line. The subject line should accurately reflect the content of your email and help the recipient prioritize their inbox. “The subject line is meant to be a concise summary of the email’s purpose, which is a sign of respect to the recipient so they can prioritize their time and responses effectively,” Aird says.
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Use a professional greeting. Address the recipient by their full name, skipping gendered honorifics. Aird says, “Always personalize your emails, while maintaining a balance between professionalism and approachability.”
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Write in a clear and concise style. Avoid using jargon and acronyms that the recipient may not understand.
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Proofread your email before sending it. Make sure there are no errors in grammar or spelling.
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Keep it short and sweet. “When emailing executives or coworkers, stay short and sweet. Bullets are best when possible, and make your ask or information clear and concise. If you want to provide additional context, you can do so after you hit the key points at the top of the email; don’t bury the lead,” Stephens says.
Here are a few email sign-offs that meet proper email etiquette to help make sure you leave the right impression before you hit send.
Read more: The Best Ways to End an Email According to Data + Pros
15 email sign-offs for every occasion
Casual email sign-offs
Sometimes it is okay to be a little more informal in your email sign-off. “Context will determine the required level of formality in any of your communication, including email,” Aird says. She also says that informality can only be embraced once you have built a rapport with the email recipient or if the interaction calls for a less formal tone such as celebrating a business win or a company milestone.
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All the best: It is a friendly yet simple option to use.
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Best: It’s effective and short and a very common way to sign-off on your email.
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Take care: This works when you know the person you are emailing on a more casual level.
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Cheers: Stephens says this is a common email sign-off in the United Kingdom and New Zealand.
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Warmest: This is another friendly option that Stephens says is more common overseas.
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Hope this helps: This one only works if you provided some helpful information in the body of the email.
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Thanks: “For standard emails, it closes the email out on a friendly but professional note,” Stephens says.
Formal email sign-offs
When in doubt, err on the side of a more formal sign-off to close out your email. When you are emailing a new contact or for those coworkers you don’t have a relationship with, here are some ways to sign-off.
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Best regards: “This is a versatile and commonly accepted way to sign off,” Aird says.
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Regards: This is a bit shorter, but still formal.
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Kind regards: This is a friendlier way to end the email.
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Sincerely: “This is also a commonly accepted sign-off,” Aird says.
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Respectfully: This hints to respect toward the recipient, so only use it if you mean it.
Informal email sign-offs
With everyone in a rush these days and reading and replying from their phones, sometimes it’s easier to just do an informal sign-off even in a professional email. “However, a semblance of professionalism should always underpin email interactions—especially if you’re unsure who exactly will be reading them. This maintains respect and the generally expected decorum of business communications,” Aird says.
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Your name: Only use this sign-off when you already have an established relationship and you are on friendly terms with the recipient.
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Your initial: This only works if you are in regular contact with the recipient.
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Have a good one or Have a good day/week: This sounds like you care about their wellbeing and ends on a friendly note.
Want to forget about email sign-offs altogether? Try this.
Another option to avoid using an incorrect email sign-off is to just use the company created email signature. “When you join a new company, you'll be provided an email signature at orientation. If you're not, copy that of your boss and change the name, title, contact info accordingly, and be done with it,” Stephens says. She also suggests that if it's not an option then you should create your own standard email signature. “I recommend maintaining a standard signature, easily created in Outlook or other email platforms, for two reasons: This removes overthinking, so that you're not spending five minutes mulling over a signature when emailing someone new or senior, and it also creates consistency.”
By following these tips, you can ensure that your professional emails are well-written and end with a professional sign-off. Cheers!
