Writing effective business emails is both a science and an art. This is especially true for automated email campaigns sent out to a large volume of people.
Each field has a purpose. The email subject line strives to capture your audience’s interest, the greeting and email body carry the message, and the sign-off concludes with an appropriate hook.
In sales and marketing, a great email sign-off engages the reader, can encourage them to convert, or help them to learn more about your organization. Let’s take a closer look at email sign-offs and how to end your messages on a strong note.
Why are email sign-offs important?
Emails are something in between a ‘letter and a formal instant message’. While a remnant of formal letter-writing, the sign-off remains an important part of concluding your communication and signaling the end of the message.
The content of your sign-off depends on what you are trying to achieve with your email. As you formulate your email, ask yourself:
- Are you trying to inform your audience about something?
- Are you asking them to take some action or get a response from them?
- What is your existing relationship with your audience like?
- Do they expect you to be formal or casual?
It’s important your sign-off works within the context and purpose of your email’s message because it helps set the tone for communication with your audience. It shows them respect and helps to clarify the ask in the email.
Understanding email sign-offs: The anatomy of an ending
An email sign-off consists of two elements:
- the sign-off at the end of the email body
- the email signature (usually formatted in the sender’s email account settings)
Both of these elements offer great opportunities to round out and clarify the sentiment of your message.
Email sign-offs signal respect
Imagine an email with no ‘Best’, ‘Thank you’, or ‘Regards’ at the end of the message. The recipient might think that the sender either lacks basic business etiquette or simply forgot to end the message in the customary way — neither option makes a good impression.
Great email sign-offs reiterate next steps
Ending with an appropriate sign-off helps the reader consolidate what they just read. It can help underline the message in the body of the email and clarify the call to action. For example, ‘Thank you’ implies a request has been made, while ‘Best’ or ‘Regards’ are a cue that the recipient now has all the information you plan to share with them.
Email signatures boost credibility
Most companies require employees to adopt a standardized company signature that automatically shows up at the end of emails. This helps build the corporate brand and boost the sender’s credibility. Typically, team members modify a standard signature with their name, title, and contact information.
Great email sign-offs provide more information, within reason
Many organizations use email signatures to share more information. Corporate logos and relevant links are ways to maximize the impact of an email signature. You can even place invisible code in your email signature that enables dynamic content to populate based on the latest updates to what your company is promoting.
But keep in mind that designing email signatures is a balance. While they are a great opportunity to connect with the recipient, it’s important to not overwhelm readers with information that distracts from the intended message. Ensure that the size of your company logo and the number of links included don’t draw attention away from the pertinent information.
Types and examples of great email sign-offs
There are countless ways to end an email, but some are used more often than others. Here are some categories and examples of great email sign-offs.
Finishing emails with appreciative ‘Thank you’ either acknowledges a request made in the email or expresses gratitude for your audience’s time and attention.
- Thank you
- Thanks again
- Thanks in advance
- Many thanks
- Thank you for your consideration
- Eternally grateful
Ending with a simple recognition is a more formal way of concluding your message.
- Kind regards
- Best regards
- Warm regards
- My regards
Showing sincerity can be a good way to get readers on your side.
- Sincerely yours
- Yours truly
Sharing some positivity can be a great way to leave a good impression.
- Best wishes
- All the best
- Wishing you all the best
- Have a good day
- Take care
Soliciting a response
Your sign-off can call the reader to action or directly ask them for a response.
- Keep me posted
- Looking forward to your response
- Let me know
- Chat soon
Convey next steps
Sign-offs can also be used to let the reader know what’s to come or make them aware that there is more information coming their way.
- More to come
- More soon
- I'll be in touch
Don't forget to sign-off
An email sign-off is one of those things that people may not seem to notice when they first read an email. But not including one could leave a negative impression on your reader. Great email sign-offs are a critical part of the conversations you hope to have with prospects and customers.