How to End an E-Mail: 21 Professional and Personal Sign-Offs

Francisco Guzman, Desiree Bowie

17 June 2024 at 1:06 pm·10-min read

You just wrote the perfect e-mail, and now you're searching for the best way to close that message you've stared at for the past hour — don't worry, we've all been there. The good thing is that you're mindful of it because knowing how to end an e-mail is vital.

Even if it is just a word or short phrase, the right closing, followed by your full name and signature (more on that later), is the cherry on top of a well-written email sign-off. It's also the last thing the recipient reads.

But before we go through closings that never fail, here are some you should definitely avoid.

Consider the Recipient

Knowing your audience is key when writing any communication — and that also applies to e-mails. If your message is business-related or for a job search, avoid using unprofessional language when closing out your e-mail and wrap things up with a professional closing line.

On the other hand, if you're writing to an old college roommate, it's fine to use a more casual sign-off. When shooting your sibling or spouse a quick message, you might skip a closer altogether and end with a hyphen followed by your name.

Remember, context is key.

How to End a Professional E-Mail

A polished and professional closing can leave a lasting positive impression on your recipient, showcasing your attention to detail and communication skills.

Best regards: This closing conveys a polite and neutral tone. It is suitable for most professional e-mails, especially when you have a cordial relationship with the recipient.
Sincerely: This conveys formality and respect. It is ideal for formal e-mails such as job applications, cover letters or communication with someone you don't know well.
Kind regards: This has a slightly warmer tone than "Best regards." It is appropriate for professional but friendly correspondence, such as with colleagues or business partners.
Best wishes: This conveys a friendly and warm tone. It is suitable for semiformal e-mails, especially when you want to convey a bit of warmth, like to a client or a colleague you know well.
Thank you: This closer expresses gratitude and appreciation. It is perfect for e-mails where you are requesting something, receiving help or acknowledging assistance.
Regards: This neutral closer is arguably the most common way to end an e-mail professionally. It is a versatile closing suitable for most professional interactions, maintaining a formal tone without being too distant.
With appreciation: This expresses sincere gratitude and respect. It is ideal for e-mails where you are expressing gratitude or acknowledging someone's efforts or assistance.
Respectfully: This conveys high respect and formality. It is suitable for a very formal business correspondence, especially when writing to someone in a significantly higher position or authority.
Warm regards: This conveys a friendly and warm tone with a touch of formality. It is good for a professional communication where you want to convey a bit more warmth, such as with long-term clients or colleagues you have a good rapport with.

How to End a Personal E-Mail

Ending a personal or casual e-mail might seem straightforward, but the right closing can add a friendly touch and convey your personality. Whether you're writing to a friend, family member or a casual acquaintance, choosing an appropriate sign-off can make your e-mail feel more engaging and personable.

Best: This is a simple and versatile sign-off that works well for most casual situations.
Take care: This is a warm and caring way to end an e-mail, showing that you care about the recipient's well-being.
Cheers: This is a friendly and informal closing, often used in British English. Bonus points if you're holding a cup of tea while typing it.
Talk soon: This casual and open-ended sign-off suggests continued communication. Because, let's be honest, you're probably not done talking yet.
All the best: This is a friendly and supportive way to close an e-mail. Perfect for when you want to sound like you're waving a tiny invisible flag of goodwill.
See you soon: This is a good choice if you expect to see the person in the near future — or if you just really hope they'll finally come to visit you.
Later: This is a casual and relaxed way to end an e-mail, suitable for close friends or family. Think of it as the e-mail equivalent of a head nod.
Best wishes: This is a friendly sign-off that conveys good intentions (great for when you want to end on a high note).
Ciao: This is an informal and stylish way to say goodbye, borrowed from Italian. This would be a perfectly acceptable closing for someone with whom you have a casual relationship.
Take it easy: This is a relaxed and friendly closing, suggesting the recipient should take care and not stress. Basically, it's like sending them a virtual hammock.
Have a great weekend: This is a friendly and timely closing, best used towards the end of the week when you want to wish the recipient a pleasant weekend. It adds a personal touch while remaining professional.
Happy holidays: This is a warm and considerate closing, suitable during the holiday season. It's an excellent way to convey festive cheer and well-wishes while maintaining a professional yet friendly tone.

Avoid These E-Mail Closings in Certain Situations

While there are many great ways to end an e-mail, some common closers are situation-dependent. Here are a few sign-offs you might want to skip.

Love: This is too intimate for most professional or casual e-mails unless you're writing to a close family member or significant other. Save the love for your personal life.
Yours truly: This sign-off is overly formal and sounds like you're ending a letter from the 19th century.
Sent from my iPhone: While this can be an automatic signature, it suggests you didn't bother to customize your sign-off. Plus, it screams, "I might have made typos."
Have a blessed day: This closing line is generally suitable in personal or informal settings but might be seen as inappropriate or overly familiar in professional contexts.
Regards: It can seem too formal or cold in casual settings but is suitable for work e-mails.
Take care: Depending on the context, this can feel a bit too personal or even condescending. It's like your e-mail is giving unsolicited life advice.
Thanks in advance: This assumes the recipient will do what you ask and can feel presumptive or pushy. Also, it's a bit like saying, "You have no choice." A popular alternative is "looking forward to hearing from you," a popular call to action in a corporate setting.
Warmest regards: This can seem overly sentimental unless you're writing to your grandmother. Are you sending an e-mail or a Hallmark card?
Respectfully yours: This is overly formal and sounds like you're signing off on a legal document. Keep it simple.
Cheers: While friendly in British English, it can be confusing or overly casual in American business contexts.
TTYL (talk to you later): This is too informal and text-speak-y. Avoid using acronyms unless you're texting a relative, spouse or close acquaintance.

Add a Signature to Your E-Mail

Now that you've chosen the right closer, it's time to add a professional email signature to finish things off. This should include your contact information — name, title, e-mail, phone number, etc. — so the recipient can easily connect without digging for your information elsewhere. For example:

Jane Doe

Marketing Professional

(555) 123-4567

jane.doe@email.com

You might also include links to your professional social media profiles, like LinkedIn, or a personal portfolio website if you have one:

John Smith

Software Engineer

(555) 987-6543

john.smith@email.com

LinkedIn Profile

Portfolio Website

Like a cover letter and resume, a well-crafted signature helps make a good impression, showcasing your professionalism and attention to detail. Creating a thoughtful signature can enhance your communication and leave a lasting positive impression on your recipients.

Check Your Punctuation

One last thing before you hit send: When ending an e-mail, proper punctuation is essential to maintain professionalism. Always place a comma after the closing phrase, followed by your name on the next line. This small detail helps your e-mail appear polished and respectful.

You can also use an exclamation point in closings like "Thank you!" to convey enthusiasm and friendliness. This punctuation adds a touch of warmth and can make your message feel more personable and engaging. However, use it sparingly to maintain the right balance of professionalism.

In addition to proper punctuation, the way you close your e-mail can demonstrate your attention to detail and reflect your overall communication skills. It can influence how the recipient perceives your message and you as a professional. Neglecting this can make your e-mail appear rushed or careless, potentially impacting the effectiveness of your communication.

And remember, punctuation can make all the difference. After all, there's a big difference between "Let's finish this project" and "Let's finish this project!" One sounds like a task; the other sounds like a pep rally!

This article was updated in conjunction with AI technology, then fact-checked and edited by a HowStuffWorks editor.

Now That's Interesting

Ray Tomlinson is considered the inventor of email, which he developed in 1971. He used the @ sign to link a user name with a destination server, sending the first mail between users on different hosts across the Advanced Research Projects Agency Network (ARPANET), initially used to link computers at Pentagon-funded research institutions over telephone lines.

Closings You Can't Go Wrong With

There are any number of closings that work in most situations, followed, of course, by a comma. Here are some examples:

1. Best

You can never go wrong with "Best." Not only is it friendly and cheerful, but it's safe.

2. Sincerely

Sincerely is a common word used to close out cover letters, which makes it a good word to use for a professional email.

3. Regards

It's brief, simple and straight to the point.

4. Thank you or Thanks so much

This is a great closing to someone who has done something for you or as a formal response.

5. Best regards, Kind regards, Warm regards, Best wishes or All the best

These are all good to use if you have some type of relationship with the recipient. But if you've never spoken to them at all, it's best to go with one of the less personal closings above.

Now that you've chosen the right closing for your email, it's time to include a signature. Your email signature should include your contact information – name, title, email, phone number, etc. – so the recipient can easily connect with you without digging for your information elsewhere. Once you've added your signature, it's time to send your correctly closed email!