How To End An Email: Top Tips To Write Email Endings

Crafting a professional email closing can be an effective way to end your message engagingly and memorably.

Whether you are writing to a coworker, hiring manager, or client, it is important to conclude your message with a clear call to action, contact information, and full name. This tells the recipient that you took the time to craft a detailed email and appreciate their response. In this article, we review how to send an email, provide tips for crafting your closing for email endings formal and informal, and share examples for you to review.

Why is the end of an email important?

The end of an email is important because it is typically the last thing a recipient sees after they finish reading your message. It can be a motivating factor that impacts whether they provide you with a response, what type of message they may send you in return and how quickly they may email you back. Think of your email closing as the ending of a conversation. By using friendly, polite, and professional language with a clear call to action, you may have a strong chance of earning a positive response from your recipient.

Tips for creating a professional email ending

Use your full name

Always include your first and last name in your closing — especially in the first few correspondences. This way, your recipient is clear on your identity and is less likely to confuse you with other contacts who have the same first name. The closing is an easy location for your recipient to find your name, as many professionals include their names at the end of the email. You can also consider including your name in the first line of your email when you introduce yourself to increase the chances that the recipient remembers you and recognizes you in future conversations.

Remain professional

Use context clues to determine the appropriate tone to use in your closing. If you are emailing someone you never met, keep a professional tone by avoiding casual sign-offs like, “Chat soon!” If you have exchanged several emails and feel that a more laid-back closing would be most appropriate, consider mirroring your audience’s tone. If you are unsure, it can be an effective idea to select a professional or business-style closing. Keeping the tone professional at all times tells the recipient you take the email conversation seriously, which might make them more eager to respond or provide any requested materials.

Decide whether a closing is appropriate

If you have exchanged several emails with someone, you might consider refraining from adding a closing. In this case, it is good to be thoughtful about including an email closing. While your conversations might have become more casual, an email closing still exhibits attention to detail and professionalism. Additionally, the recipient may forward your email to others within the organization who may not have communicated with you previously. A thoughtful closing leaves a favorable impression on others and makes the communications clear and easy to follow.

How to end an email?

Review the body of the email

Before you can write a closing that effectively concludes your entire message, consider reviewing the body of the email once more. This can help you find a way to connect your conclusion to the overall purpose of the message to remind the recipient of the information they just read and what you are requesting from them. Reading the message once more also helps you better understand the tone of the email. For instance, if you have typed a formal and professional message, your closing line should reflect this as well.

Express your gratitude

Try to make your closing one to two sentences long, thanking the reader for their time. This is a polite way to make the reader feel appreciated for spending time to read your entire email. Many professionals who read a polite closing statement may feel the need to return this politeness by crafting a response or prioritizing the task you requested of them.

Add a call to action

After you thank the reader in your closing, include a call to action, which is a request to complete a favor or task for you. This is an important part of email marketing. If you are writing to a hiring manager, your call to action could be a request for an interview or a follow-up on your application process. Adding a call to action can help motivate the reader to respond or provide you with your preferred information quickly and efficiently.

Sign off with your full name

Below your closing statement, include your first and last name. This helps the reader remember who is writing to them. It also tells them to who they should address their message when crafting their response. If you are applying for a role, try to include your full name in your resume and cover letter and any other documents you share. Consistently including your full name in all of your application materials can make it easier for hiring managers to remember who you are and can increase your chances of getting a response.

Include your professional title and contact information

You can choose to add your current job title to help the recipient better understand your professional status. In some situations, you may want to refrain from including your job title; however, in most cases, including a title is a good way to illustrate what you do. Write your additional methods of communication, like your direct phone number, to ensure the reader can efficiently reply to you or contact you to request more information about your email’s details.

Proofread the email carefully

After writing your entire email, proofread it carefully to ensure it is free of any spelling or grammatical errors. The recipient is more likely to take your email seriously if it is in a professional format and is simple for them to quickly glance at and review. You can ask a friend or colleague to review your message and then consider if you want to apply any feedback they have provided. Consider reading the email out loud to help you better locate any potential issues before sending it.

Final Words:

Your emails reach your most important prospects, customers, partners, and stakeholders of your company or network. It’s important to be thoughtful with these messages and know how each component makes an impact. Emails are an unavoidable means of business communication and so email ending holds great power to engage. The tips above will help you write the bent endings for your email.