How to sign off an email: The best professional and polite closings
The way you close an email can leave a lasting impression. Learn how to choose the right sign-off for every situation, from formal business correspondence to casual internal messages.
Your email sign-off might be the final thing you write, but it's often the first thing that sticks in someone's mind. A thoughtful closing reinforces professionalism, warmth, and clarity. A careless one can make your entire message feel abrupt or impersonal.
Whether you're writing to a colleague you've known for years, a potential client you've never met, or someone somewhere in between, the right sign off sets the tone for what comes next. Get it right and you strengthen the relationship. Get it wrong and you risk leaving the recipient asking, “Do they loathe me?”. For example, Harvard Business Review strongly discourages ending with a passive aggressive "Per my last email" unless you want to find yourself on a blocked sender list.
Our guide will help you choose the most appropriate sign-off for different contexts, with examples that work across a range of scenarios, and understand the subtle differences that can make your email endings more effective.
Why email sign-offs matter
Your email sign-off is more than just a formality. It's a reflection of your communication style and professionalism. Here's what a well-chosen closing can do:
Signal the tone and level of formality: Whether you're aiming for formal or casual, your sign-off helps set expectations. "Sincerely" tells the recipient this is serious business. "Cheers" suggests you're on friendly terms.
Reinforce your professional image: Consistent and appropriate sign-offs can enhance your credibility. If you switch randomly between "Best" and "Yours faithfully" with no clear reason, it can make you seem uncertain or inconsistent.
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Encourage the recipient to respond appropriately: A clear and respectful sign-off can help with a timely and thoughtful reply. When you close with "Looking forward to your thoughts," you're giving the recipient a gentle nudge to respond.
How to sign off an email (step-by-step)
Step 1: Match the tone to the recipient
The first step in choosing the right sign-off is considering your relationship with the recipient and the context of your message.
Formal situations: Use sign-offs like "Sincerely," "Best regards," or "Respectfully" when writing to someone you don't know well. This includes potential clients, job applications, or initial outreach to senior stakeholders.
Informal situations: For colleagues or familiar contacts, "Thanks," "Cheers," or "All the best" can be appropriate. These work well for internal team emails or follow-ups with people you communicate with regularly.
Warm or personal situations: If you have a closer relationship, "Take care," "Warm regards," or "Looking forward to hearing from you" can convey friendliness without crossing into overly casual territory. These are particularly useful when you want to maintain professionalism while acknowledging a personal connection.
Step 2: Consider the context of the email
The purpose and content of your email should influence your sign-off just as much as your relationship with the recipient.
Professional or work emails: Keep closings concise and neutral. Avoid humor unless you know the recipient well and are confident it will land appropriately.
Job applications: Use formal sign-offs like "Sincerely" or "Kind regards" to convey respect and professionalism. This isn't the time to experiment with casual closings.
Follow-up emails: Add a call to action if appropriate. For example: Looking forward to your feedback, [Your Name] This approach works particularly well when you need a response by a certain date or are waiting for specific information.
Step 3: Include your signature block
A comprehensive signature block provides the recipient with all necessary contact information and reinforces your professional identity. Include:
Full name
Job title and company
Contact information (phone, email, website)
Optional: social media links (LinkedIn is usually the safest choice)
Before sending, make sure your sign-off is clear and professional:
Avoid overly long sign-offs that feel like a second email
Make sure the closing aligns visually with your email signature
Check formatting across devices (desktop and mobile) to ensure it doesn't break or look awkward on smaller screens
Step 5: Cultural and regional considerations
Be aware of cultural differences in email etiquette. What works in one region might feel odd or inappropriate in another.
In the U.S. and U.K., "Kind regards" and "Best regards" are widely accepted in professional emails and rarely cause offense. In some cultures, more formal closings like "Yours faithfully" may be preferred, particularly when writing to someone significantly senior to you.
Avoid slang or overly casual closings in international professional communications unless you're certain they're appropriate. When in doubt, err on the side of formality. You can always become more casual as the relationship develops.
Sign-off examples by tone
Here's a quick reference guide for choosing the right closing based on the tone you want to convey:
Formal
Sincerely,
Best regards,
Respectfully,
Yours faithfully,
Friendly but professional
Warm regards,
Looking forward to hearing from you,
All the best,
Informal (for familiar contacts)
Thanks,
Cheers,
Talk soon,
Concise (for quick replies)
Best,
Regards,
Thanks,
Tips for signing off an email
Keep the tone consistent: If your email is formal and detailed, don't suddenly close with "Cheers." Keep the tone consistent from start to finish.
Use the same style for continuity: Once you've established a sign-off style with a specific recipient, stick with it. Consistency builds familiarity and makes your emails easier to process.
Avoid redundancy: Don't repeat thanks unnecessarily if you've already expressed gratitude in the email body. "Thank you for your time" followed by "Thanks," as a sign-off feels repetitive.
Keep it legible: Use clear fonts and proper spacing to keep your sign-off professional and easy to read. Fancy fonts or unusual formatting can look unprofessional or fail to display correctly.
Optimize for all devices: More than half of emails are now opened on mobile devices. Make sure your sign-off and signature block display cleanly on smaller screens without awkward line breaks.
Include a CTA when appropriate:In follow-up or sales emails, consider including a brief next-step suggestion like "Let me know if Thursday works for you" or "Feel free to grab time on my calendar."
A confident email sign off awaits
A well-chosen email sign-off enhances your professionalism, strengthens relationships, and encourages positive responses. The key is to consider your audience, the context of your email, and the tone you want to strike. Keep it concise, polite, and aligned with your personal or company brand. When you get the closing right, your entire message feels more complete and purposeful.
Email sign off FAQs
What is the most professional way to sign off an email?
Use "Sincerely," "Best regards," or "Respectfully," especially in formal or new professional communications. These closings are universally understood and rarely misinterpreted.
How do I sign off warmly without being too casual?
Try "Warm regards" or "Looking forward to hearing from you" to strike a balance between friendliness and professionalism. These work well when you want to be approachable without crossing into overly familiar territory.
Should I always include my contact information in the sign-off?
Yes, especially in business or client-facing emails. Include your name, title, company, and relevant contact links in your signature block. This makes it easy for recipients to reach you and reinforces your professional identity.
Can I change my sign-off depending on the recipient?
Absolutely. In fact, you should. Tailor the tone based on your relationship with the recipient and the context of the email. What works for a close colleague might feel too casual for a new client.
Is it okay to use emojis in an email sign-off?
Generally, no. Not for professional communications. Emojis can be acceptable in very informal or internal messages, depending on your company culture, but they're best avoided in client-facing or formal emails.
Should I use the same sign-off for replies and new emails?
Not necessarily. Shorter, simpler sign-offs often work better for replies within long email threads. "Thanks," or "Best," can feel more natural than repeating a formal closing in every response.
Do regional differences affect email closings?
Yes. "Kind regards" is widely accepted in UK and US professional emails, but some closings may be interpreted differently in other cultures. When communicating internationally, research local email etiquette or err on the side of formality until you understand the norms.
