As email has become the primary means of communication, it is important to know how to send an email so it sounds professional. Each component of the email must sound professional as well as include any relevant details.
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The focus of this blog, however, is how to conclude your email. We will give you tips, as well as samples, for professional email sign-off to help get you started.
Why Is It Important to End an Email in a Professional Manner?
Think of it this way, your closing is the last thing the reader will see upon coming to the conclusion of your email. As well, how you end the email is the deciding factor as to where or not they will choose to send you a response to your email.
Essentially, ending an email is the same thing as ending a conversation, be it on the phone or in person. You must remain polite, friendly, and professional at all times all while portraying a clear call to action. This will help you elicit a positive response from the other party.
How to End an Email Professionally
- Be sure to include a closing paragraph: It is considered extremely unprofessional to not include a closing paragraph in your email. Be sure to express your gratitude to the recipient for taking the time to read your email as well as a call to action to encourage a response on their end.
- Take your relationship with the recipient into consideration
Even if you are on friendly terms with the recipient, it is never a good idea to end the email in an unprofessional tone. However, if it is a close friend or family member, you can opt for a semi-professional closing (ie: yours truly). If the email is for work or other professional correspondence, you should keep the tone professional and use a professional closing such as “Sincerely.” Do not use overly-friendly closings such as “Hugs” “xoxo” or “cheers.”
- Use your full name
Always use your first and last name when signing your email. Avoid using nicknames as this is extremely unprofessional. Use of your full name on email inquiries, follow-up emails, cover letters, and resumes will increase your chances of getting the job.
- Include your title and contact information
Always include your title in a professional email. It adds to the overall tone of the email and reiterates your title for the reader.
As well, be sure to include your contact details such as your email address, phone number with extensions, LinkedIn URL, and your mailing address.
Bonus Tip: Be sure to include any documents and other attachments to your email. Always check before sending to ensure that you have uploaded any required attachments. It looks unprofessional to send these documents in an additional email.
Samples of Email Closings
Following are some examples of how to send an email:
- Best wishes,
- All the best,
- Fond regards,
- Warm regards,
- Best regards,
- Sincerely,
- Kind regards,
- Sincerely yours,
- Yours sincerely,
- Regards,
- Looking forward to your reply,
- Looking forward to hearing from you,
- Thanks again,
- Thank you,
- Thank you for your time,
- With appreciation
- With gratitude
- Warm wishes,
- Respectfully yours,
- Respectfully
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