Email closings: Email closings are the last thing your audience reads after finishing your message and can be the motivating factor in how quickly they respond — or whether they respond at all. This article explains how to create a professional and casual email ending.
Tips for creating a Professional Email Closings
Here are a few things to keep in mind as you compose your email closings:
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.
Be professional. Use context clues to determine the appropriate tone to use in your closing. If you are emailing someone you’ve 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 more appropriate, feel free to mirror your audience’s tone. If you’re unsure, it’s always a good idea to err on the side of a professional.
Decide whether a closing is appropriate. If you’ve exchanged several emails with someone, it can be tempting to skip the closing. In this case, it is good to be thoughtful about including closing in your email. 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 will leave a favorable impression on them and makes the communications clear and easy to follow.
What to Include in your Email Closings
There are a few elements you should consider when writing your email closing. Here’s what you’ll need to include:
1. A closing line
The last line of your email should not only share gratitude with the recipient for reading your message but also include a call-to-action or statement that will either motivate the recipient to respond or shows you anticipate a response. For example, a closing line might look like this:
Thank you for taking the time to review my resume and professional references. I look forward to hearing from you soon!
Sincerely,
Beth McKnight
2. Your full name
Use first and last names in your email sign-off to avoid confusion and help ensure they remember you. By using your full name in your email signature, resume, cover letter and any other documents you share, your chances of getting a response should be increased.
3. Your professional title
You don’t necessarily need to use your current job title (i.e., Account Manager at ABC Company), but it can be helpful to include a title that illustrates what you do. For example,
Joe Jefferson
Sales Manager
4. Contact information
Even though the person receiving your message already has your email address, it’s important to include additional methods of communication, such as your direct phone number.
Click Here to Check the Phrases to use and avoid in Professional
Nine Email Sign-offs to Avoid
Love
I have a friend who once accidentally signed an office email to his entire department with love. He never lived it down. Save this one for family, close friends, and your significant other. The same applies to hugs or XOXO.
Thx or Rgrds
You’re not thirteen, and this isn’t a conversation happening in a messaging app. Use your words.
Take care
On the surface, taking care sounds pleasant, but on closer examination, it seems to imply that the recipient should be wary of potential dangers. Use this only if bears lurk by the Dumpster outside the recipient’s office. (We’re only half kidding!)
Looking forward to hearing from you
This one also sounds nice at first, but it’s ultimately passive-aggressive. Your recipient is likely to hear an implied “You’d better write back.”
Yours truly
Do you really, truly belong to the recipient? Nope. This sounds insincere and hokey . . . unless you’re writing a letter home to your parents from summer camp.
Respectfully / Respectfully yours
This one’s okay if you’re sending a formal missive to the POTUS, but it’s too formal for anything else. In fact, according to Business Insider, respectfully yours is the standard close for addressing government officials and clergy.
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