The topic of how to sign-off an email is one that has perplexed and concerned many a business onliner. Those who are concerned about being perceived favorably wonder about how to leave the appropriate tone, close with the intended meaning getting across as well as how not to look redundant by always including the same closing.
First things first. All sign-offs need to include your name. Whether you include your first name alone or first and last name is dependent on the level of formality in your e-mail. For first time contacts you can include your last name, but in subsequent communications that isn’t necessary. If you have your e-mail program setup properly, your last name is in the From: field.
Not only does how you sign your name set the tone of an e-mail, so does how you choose to sign-off. Some have their own way of signing off that reflects individuality or their personality. For example I am known for signing off my emails with “At your service,” or “Virtually,”. (If you see anyone else using these closings, you now know where they got it from!)
Then there are the most popular:
Best,
Yours,
Cordially,
Regards,
Best regards,
Best wishes,
Sincerely,
Kindest regards,
Warmest regards,
I remain yours truly,
Warmly,
Thanks again,
My sincere thanks for your time and consideration,
Take care,
Continued success,
You wouldn’t use “I remain yours truly” in business communications, but you would use that closing with someone you admire, like or would like to have a friendly e-mail relationship with. Whereas “Regards,” is the other end of the scale. Very professional, unemotional and depending on the content of the e-mail could be perceived as a terse closing.
One must take the time to choose a sign-off that is indicative of the overall tone of your e-mail. A sign-off that does not match the essence of the e-mail’s text can be perceived as being sarcastic or down right rude. For example, I doubt if you were sending a professionally stern e-mail that you would sign off with “Warmly,”!
The above examples are not the end-all-be-all either. Your sign-off isn’t exclusively the words above your name separated by a comma. You can also use phrases that reflect the purpose of your email as well. Some examples could be:
Good Job!
All the best of success!
Have a great day!
Happy Holidays!
Keep up the good work!
Thank you!
Thank you for your quick response.
Thank you for taking your time.
Looking forward to your reply.
Enjoy your weekend!
HTH! (Hope This Helps!)
Have a good one!
Your closing, while very important, is only the icing on the cake. It needs to be inline with the overall tone and demeanor of your email to ensure that your message is delivered with clarity and leaves no room for misunderstandings or incorrect perceptions.
And that is the dilemma we all face when writing and closing our e-mails. Using our discretion to determine the best words to use to relay the exact tone and intent with clarity to avoid misunderstandings. From how you open your email with a salutation to the content and then the sign-off, each part of your e-mail is a component that contributes to the overall interpretation of your message.
By taking your time and choosing your words carefully, your sign-offs will just be one more indicator of what a pleasure it will be to communicate with you.
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Anyone got any ideas for a warm, creative but still professional sign off? I’m a wedding planner so always need to come across as professional and trustworthy, but warm, lovely and creative – just can’t seem to find the right mix in just 1, 2 or 3 words…
Hey, Parmim:
How about …
Happy planning,
Parmim
Or what you could do is after you name have a warm, lovely wedding quote like:
Let us celebrate the occasion with wine and sweet words.
- Plautus
Two human loves make one divine.
- Elizabeth Barrett Browning
There is nothing half so sweet in life
As love’s young dream.
- Thomas Moore
Two souls with but a single thought,
Two heart that beat as one.
- Franz Joseph von Munch-Bellinghausen
Now join hands, and with your hands your hearts.
- William Shakespeare
You get the idea!
Thank you Judith, a very helpful article. Even if it is a bit of a rework of your article from 18 months ago
http://www.netmanners.com/email-etiquette/email-sign-off-considerations
Hey, Joff:
Thank you for your kind words — I think.
The article you reference is on my main every day E-mail Etiquette site. It is very common for me to take an article from that site and rework it to be more business oriented when I find it can benefit my visitors here who are more focused on how e-mail etiquette specifically applies to their business communications.
Appreciate your support for both of my sites!
i’ve always been a fan of, “your humble servant,” … if it’s someone who appreciates 17th-century charm.
Hey, Mary:
I like that one too! As a matter of fact my main consulting site is “At Your Service….” and that is how I’ve signed off my e-mails for over 15 years.
Thanks for stopping by!
Indeed, it is quite perplexing to think about such a simple thing!
Sometimes, I worry about using “sincerely yours” because it sounds a bit too personal. And then, “cordially” just sounds too formal. I usually settle for “warmest regards.” It feels the most safe and sincere to me.
Hey, Angie:
Thanks for stopping by! The key is to sign off with what is comfortable for you and fits the formality of the situation. That will be different from person to person and even e-mail to e-mail. Sounds like you’ve found what works for you!
Hi,
I’m struggling to find my ‘thing’ as well. I’m a recent graduate and so emailing people about jobs and things, and so I need something which is polite, respectful, but not overly formal. Any ideas? Sorry, it’s just that I’ve struggled with this for ages! Like Padmina I just need 2 to 3 words that says it all, and can become my email signature, in a way!
[Insert message here!]
Heather
Hey, Heather:
Polite, respectful but not overly formal… How about “Warm Regards”? Don’t get hung up on having to have a sign-off right before your name. For example when looking for jobs, I would sign off:
Good luck with your job search!
The key is to sign off with what is comfortable for you and fits the formality of the situation. That will be different from person to person and even e-mail to e-mail. Thank you.
”
Warmest regards,
I remain yours truly,
Warmly,
”
These feel way too informal to me for a business email. “I remain yours truly…” Seriously? That’s a love letter not a business letter. I’d have second thoughts about someone signing their email with that.
Hey, Marty:
I’ve seen them all used effectively — it all depends on the relationship at hand. That is where discretion comes into play in determining your sign-off, right?
Thanks for sharing!
Hey, Steven:
Preaching to the choir! Thanks for stopping by!