Top 10 Ways To End An Email Professionally

You have done your best to write a professional email conveying the key messages, using the correct format, adding a valuable call to action, and ensuring you don't forget anything. Yet, you need to end the email and don't want to use the same best regards sign-off again.  

The context of the email provides clues on what sign-off work best. Writing to a colleague could be informal, while you might need to use something more formal to someone you haven't met. In the following lines, we expand in some tested ways and work. 

10 Email Sign-Offs That Just Work

Formal Business

1.    Sincerely

This is a classic and professional way to end an email. It works well for formal emails like job applications or business proposals.

Example:

Dear Mr. Huggins,

I have received your payment for the March subscription to the HR software. Please find the invoice attached to this email.

Sincerely, 
John Lane
john.lane@company.co
333-445-5555


2.    Best regards

This sign-off is a polite and commonly used way to end an email. It is appropriate for both formal and informal emails. It can be used in various communications: writing to your collaborators, new clients, board members, and, why not, your direct reports.

Example: 

Thank you for sharing the latest details about the ongoing project and covering my tasks during my absence. I feel much better now and am ready to return to the office next week.

Best regards, 
Jessica Lancel


3.    Kind regards

Another way to sign-off off is both professional, formal, and polite. It can be used in a wide range of contexts, from job applications, job offers, regular communication, reaching new customers, and so on. 

Example: 

Hello Josh,

I haven't received any feedback from your side regarding the company's updated mission and vision statement. Do you mind looking at my proposal and letting me know if we should advance with presenting it during the next team meeting?

I'm sure this will boost our company brand and culture.

Kind regards, 
Filamena


4.    All the best

This is a friendly and positive way to end an email. It works well for emails to colleagues or clients. 

Example: 

Thank you for facilitating the workshop on effective goal setting within our company. I have discussed this with my coworkers, and we're so excited to implement the OKR framework.
All the best, 
Jonny


5.    Looking forward to hearing from you

This is a more professional way to end an email and is often used in business correspondence. In this way, you end an email, especially when waiting for your correspondent's feedback. 

Example: 

It was great discussing the quarterly performance in our meeting at the cafeteria. Your hints will help me advance with the challenges I'm facing. Thank you one more time. You mentioned that you would share a course and a management book with me that I could check out. Do you mind sharing the names via email? 

I look forward to hearing from you,
Sandra.


Informal business – especially between colleagues

6.    Best

This is a friendly and warm way to end an email. It works well for emails to colleagues or clients.

Example: 

Hello Silvia,

Good news. We've received confirmation from the people we decided we want to hire. Please find attached the list of the upcoming candidates that we need to successfully onboard in the next month.

Best, 
Jimmy


7.    Thank you

This is a gracious and polite way to end an email and shows appreciation for the recipient's time and effort.

Example: 

We had such great success with the Q1 results. The entire team worked hard and did their best to achieve our expected goals. The new project captures media attention, and we receive good customer feedback. 

Thank you. 
Sarah


Tip: There are two alternatives to thank you: Thanks and Thank you in advance, depending on the context:

a.    Thanks: This is a more casual way to end an email. It works well for emails to colleagues or clients that you know well. 

b.    Thank you in advance: This is a polite way to end an email when you are asking someone for a favor or help

Related: We do share 5 professional interview thank you emails.


8.    With appreciation

When the objective of the message is to appreciate someone for their help, involvement, feedback, input, time, or donation, end the email with these closing words.

Example: 

Hello Alex,

I just wanted to write this email to thank you for your help in coaching me on how to offer better feedback to my direct reports. In the last week, I've implemented your suggestions and saw that the coworkers are more engaged and collaborative.

With appreciation, 

Francesca


9.    Regards

This is a brief and professional way to end an email and is appropriate for both formal and informal emails.

Example: 

Thank you for accepting my vacation request. I really need these days off, and when I return, I will be more focused and productive. 

Regards,

David


10.    Best wishes

This is another good, friendly, and personal way to end an email that shows friendliness in a respectful tone.

Example: 

Dear Mary,

I know that you're great at keeping up with the project deliverables and ensuring that the entire team does their best to provide excellent quality to each task; however, I just wanted to remind you about the upcoming project meeting that will take place on July 1. Having a draft of the pending documents one week in advance would be great.

I hope to hear from you soon. 

Best wishes, 
Alex


Bonus:  Have a great [day/weekend/afternoon/etc.]

If you want to close your email in a relaxed, friendly way, use the simple formula: “Have a great day/afternoon is excellent. Moreover, if the weekend is around the corner, you might use the sign-off to have a great weekend. This way of signing off might be more appropriate than simple regard.

Example: 

Dear Matt,

Please find attached the timeline for the next six months with the upcoming milestones, key tasks, and responsible. I believe this early draft is quite solid; however, I would appreciate it if you could check it out to see if we need to change something. I will pass by your office next week to discuss this further.

Have a great weekend, 

Cynthia


What email endings should you avoid?

If you want to make a good impression with a new client or colleague, avoiding the closings you see on social media is best. Examples like

  • With love,
  • Thx
  • 10X
  • XOXO
  • Rgrds
  • —Julie
  • [No ending]
  • Send from my iPhone.

It should be avoided at all costs if you want to be polite, professional, and respectful in your email conversations.


Conclusion

These email endings work because they are professional, polite, and clear. They leave a positive impression on the recipient and show that you respect their time and attention. By choosing the right email ending, you can ensure that your message is received in the way you intended.

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