How to End an Email: 20 Professional & Personal Closings

The final words of your email might seem like a small detail, but they leave the lasting impression. A well-chosen email ending can reinforce your message, guide the recipient towards the desired action, or simply maintain a professional or warm tone. Conversely, a poorly chosen closing can undermine your entire email.

Email endings deserve more attention than they often receive. They are the last element your recipient reads and significantly influence the final perception of your communication. Selecting the right sign-off can be the crucial factor in getting a prompt response or having your email overlooked.

In this guide from Merlio, we’ll give email endings the focus they deserve. We'll explore their importance, provide 20 diverse examples of email closings, and explain how to choose and use them correctly in various situations.

Why Email Endings Matter

We all have go-to email endings. Think about the ones you use most often – do you see a pattern? While we might default to a few favorites, the context of your email should always dictate the closing.

Email endings generally fall into two broad categories based on your relationship with the recipient:

Personal Emails: These are communications with friends, family, trusted colleagues, and others in your personal network. The tone is typically more relaxed and informal.

Professional Emails: These are sent to clients, customers, managers, business contacts, potential employers, or when dealing with formal matters like complaints or applications. A more formal and respectful tone is generally required.

Choosing an appropriate email ending relevant to the context is critical for effective communication and maintaining the right relationship with your recipient. Let's dive into some examples.

20 Effective Email Closings for Every Situation

Ready to expand your email ending repertoire? Here are 20 common email closings, with insights into what they convey and when to use them.

• Best: A widely used, safe, and versatile closing suitable for semi-formal or informal emails. Avoid for very senior or formal professional contacts. (Personal and Professional)
• Kind regards: An increasingly popular and polite alternative to more formal sign-offs. Great for maintaining a professional yet approachable tone. (Personal and Professional)
• Look forward to hearing from you: Use when you anticipate a reply or action, such as scheduling a meeting or waiting for feedback. This encourages the recipient to respond. (Personal and Professional)
• Sincerely: A traditional and formal closing, often considered slightly outdated in modern email unless the context is highly formal (e.g., legal correspondence, formal applications to institutions). (Professional - use sparingly)
• Yours: Very old-fashioned and generally not recommended for contemporary email communication. (Professional - avoid)
• Yours sincerely: Traditionally used in formal letters when you knew the recipient's name. Like "Sincerely," it feels formal and a bit dated for most modern emails. (Professional - use sparingly)
• Yours faithfully: Traditionally used in formal letters when you didn't know the recipient's name. Best left in the past for email communication. (Professional - avoid)
• Cheers: A very informal and friendly closing, best reserved for close friends or very casual personal communication. (Strictly Personal)
• Thanks: A simple and universally accepted way to express gratitude. Suitable for many contexts, both formal and informal, especially when the email involves a request. (Personal and Professional)
• Thanks in advance: This closing implies expectation. Use cautiously, as it can sometimes feel presumptuous, but it's effective when you are confident the recipient will fulfill the request. (Personal and Professional - use with care)
• Many thanks: A slightly more formal way to express significant gratitude. A safe choice for various professional and personal interactions. (Personal and Professional)
• Regards: A simple, neutral, and widely accepted closing suitable for most professional and semi-formal emails. (Personal and Professional)
• Yours truly: Often perceived as overly romantic or dramatic for most email contexts. Generally best to avoid. (Personal and Professional - avoid)
• Respectfully: Implies a power dynamic or formal deference. Rarely needed in standard email communication and can sound stiff. (Professional - rarely needed)
• Best regards: A pleasant variation of "Kind regards," offering a slightly warmer professional tone. A good addition to your options. (Personal and Professional)
• Warm regards: Similar to "Best regards," conveying warmth while remaining professional. Use when you have a good rapport with the recipient. (Personal and Professional)
• Best wishes: A kind and positive closing often seen between friends or when wishing someone well. Can be used professionally if you have a friendly relationship with the colleague. (Personal and Professional)
• Let me know your thoughts: Excellent to use when seeking input or feedback. It explicitly invites the recipient to share their opinion. (Personal and Professional)
• Are you interested?: A direct and action-oriented closing, useful when presenting a proposal, offer, or invitation and seeking a clear response. (Personal and Professional)
• Want to chat?: A more informal, but still effective, action-oriented closing, inviting a conversation. Puts the ball in the recipient's court. (Personal and Professional)

How to Choose the Right Email Ending

With so many options, how do you pick the perfect closing? While our list provides guidance, here are five key considerations to help you make the best choice:

Your Relationship with the Recipient: Are they a close friend, a colleague, your boss, or a first-time contact? The closer your relationship, the more informal you can be.

The Recipient's Authority: When emailing someone in a position of power (manager, professor, etc.), err on the side of formality to show respect.

The Email's Subject Matter: Is the email sensitive, formal (like a job application or complaint), or casual? Match the closing to the overall tone of the message.

Your Desired Outcome: Are you asking for something, providing information, or just chatting? Action-oriented closings work well when you need a response or action.

Modern Etiquette: Unless specifically required for a historical or very formal context, avoid outdated closings like "Yours sincerely" or "Yours faithfully." They can make your email seem out of touch.

A simple trick is to read your email draft aloud, including the closing. How does it feel? If it sounds right for the context and recipient, you're likely on the right track.

Conclusion

Finding the appropriate email ending doesn't have to be complicated. The key is to consider your audience (personal or professional) and the context of your message. By understanding the nuances of different closings, you can ensure your emails always end on the right note.

If you ever find yourself struggling to craft the perfect email, including the closing, consider using Merlio's AI-powered email tools. Our intelligent assistant can help you generate effective and contextually appropriate emails in seconds, freeing you up to focus on your core tasks. Try Merlio today and elevate your email communication!

SEO FAQ

Q: Why is the email ending important?A: The email ending is the last thing the recipient reads and leaves a final impression. It can influence how your message is perceived and whether you receive a response.

Q: What is the difference between personal and professional email endings?A: Personal email endings are typically more informal and used with friends and trusted contacts (e.g., "Cheers," "Best wishes"). Professional email endings are more formal and appropriate for business contacts, clients, or managers (e.g., "Kind regards," "Sincerely").

Q: Can I use "Best" for professional emails?A: "Best" is generally acceptable for semi-formal professional emails, especially if you have an existing relationship with the recipient. However, for very formal communication or initial contact with senior figures, more traditional options like "Kind regards" or "Regards" might be safer.

Q: Are formal endings like "Yours sincerely" still used?A: While not entirely obsolete, formal endings like "Yours sincerely" and "Yours faithfully" are considered quite traditional and can make an email feel dated in most modern contexts. They are best reserved for specific, highly formal situations.

Q: How can Merlio help me choose the right email ending?A: Merlio's AI email tools can assist in drafting entire emails, including suggesting appropriate endings based on the tone and context you specify, helping you craft effective messages quickly.