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introduction
In this section you will find information that will help you finish your email with a nice touch.
Before we start
Do you include a closing in your emails? Why?
What do you usually write in the closing lines?
How do you structure them?
Where do you place your name, next to the closing formula or below?
Many students don't include closing lines in their emails. However, including those lines is an indication that you have taken time to write your email, and investing time on something or someone is universally considered a sign of respect.
Closing lines are made up of three parts: an optional pre-closing formula, a closing formula and a signature.
Pre-closing formulas (optional)
These optional formulas usually appear below the body and above the closing formula.
They are frequent in higher imposition requests, as we can use them, for instance, to show our appreciation for the instructor's time or help, or to politely indicate that we will be waiting for their response.
Examples:
Thank you for your time.
Thank you for any help you can give me.
Thank you for considering my request.
I would appreciate any help you could give me.
I am looking forward to any feedback you can provide.
Please, let me know if you need any further information.
I look forward to hearing from you.
What about 'Thank you in advance'?: You may want to avoid this formula as it can increase the imposition of your email. It may give the impression that you are assuming that the instructor will certainly comply with your request. If you really want to thank the instructor, wait until they have replied and then send back a 'Thank you email', particularly if the request belongs to the higher imposition end. [YOU CAN VISIT THE INTERACTION SECTION TO KNOW MORE ABOUT THIS].
Closing formulas (compulsory)
Choosing a closing formula is tricky, since some of them may sound outdated, overly formal or too informal.
This perception will also vary form country to country. For instance, instructors in Australia seem to accept slightly less formal formulas for opening and closing emails than instructors in The UK and The US.
Here you have a list of closing formulas in alphabetical order (there are many more!). Do the activity below to check how they are generally perceived by instructors. There are two that are considered too informal! *Also, be careful with punctuation, as they are followed by a comma (,).
Best regards,
Cheers,
Kind regards,
Regards,
Sincerely,
Take care,
Yours sincerely,
Signature (compulsory)
Your signature should be written below the closing formula. It does not need any punctuation.
It is a good idea to sign with both your name and surname. Even if you know the instructor well, if they teach large classes there might be two or three students who share your first name.
TIP: You can create an automatic signature that includes all the necessary information.
Sample signature:
Laura Álvarez
English Studies, Year 1
NOTE: Some universities give a lot of importance to the 'student identification number', a number that must be used in oficial requests, examinations, etc. If that is the case in your (host) university, include your number next to or below your name and surname in your signature.
You can find good examples of closing lines in the samples section.
Read the email below. Even though Irene Lago has written a good subject line and greeting, she needs some help with the closing lines of her email.
Subject: Question about essay submission (Advanced Grammar)
Dear Professor Blake,
I am writing because I would like to know whether we have to print our essay or to upload it to the learning platform.
I hope your response.
Greets,
Irene
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