You have worked tirelessly to craft the perfect e-mail. You've gone over your carefully selected words to perfect the body of your message. Now that you have every word in its proper place, it's time to end the body of your e-mail properly and choose the perfect sign-off or closing. The last statements in your message should be crafted carefully so that they inspire the recipient to act (which means following up with your message). An e-mail closing is simply a brief phrase followed by your signature, but it is trickier than it sounds. Although this might sound simple, picking the perfect ending is very important to ensure that your message is well-received and understood.
The closing statements you choose should match the tone and purpose of your message. Be sure to consider the context of the e-mail so that your ending is just right for your specific situation. If you are sending an e-mail message to a client or for a potential job, you want to make sure that you are not being too informal and that you sound professional. It could be the difference that helps you to land that dream job.
However, if you are sending a message to a friend or family member, you can be less formal and more casual. In this case, you can feel free to choose a friendlier, less professional option. Once you've chosen the perfect closing, don't forget to format it properly. Be sure to include your name and contact information, formatted in the proper way. Having the right closing statements, an appropriate e-mail ending, and relevant contact information can leave the recipient with the perfect impression of you.
1. The end of your message should inspire the reader to act.
Once you have finished the main body of your message, you should include a statement that will make the receiver of your message feel compelled to get back with you. If it is effective, it will inspire them to respond to your message right away. Here are some great examples:
I look forward to speaking with you about this exciting opportunity very soon.
Feel free to contact me should you have any questions or concerns.
These statements show that you are enthusiastic and that you expect to hear back from the recipient at their earliest convenience. It shows confidence that will ensure that you receive a timely response to your message.
2. You should use specific sign-offs for formal business e-mails
These sign-offs are for situations that call for a more formal approach, including e-mails for potential employers as well as e-mails directed towards current employers or managers. These endings emphasize professionalism and will show the recipient that you understand business protocol. In other words, it will show the receiver that you mean business.
Sincerely
This one is tried and true for formal situations. If you are including a cover letter along with your e-mail (which is always a good idea), this is the perfect way to end your letter and convey an air of professionalism. If your e-mail is of a more friendly, less formal nature, "sincerely" may appear too impersonal, despite what is implied with the word.
Best wishes
This ending blends the formal with a friendly vibe. When choosing this sign-off for a business-related e-mail, makes sure that it matches the feeling of the rest of your message. Depending on the content of your e-mail, it could appear too informal.
Regards
This ending is always a safe bet for professional situations. Although it may seem a little boring or uninspired, it is tried and true and won't take the recipient of your e-mail by surprise.
Respectfully
This statement is perhaps the most formal of all. Reserve this one for situations in which you have not met the recipient, such as someone that you are messaging about a job offer.
Yours truly
This sign-off may be the most formal of all of these suggestions, but it is perfectly acceptable. Consider this one if your e-mail message has more of a formal tone.
3. Use specific sign-offs for friendly business situations
The following endings are still appropriate for business colleagues, but less formal. These would be appropriate for less serious business-related matters and for colleagues with whom you have already developed a friendly relationship. They would not be the best choice for a possible employer or boss.
Best
This one is used very widely used and accepted for less formal business e-mails. It conveys friendliness in a succinct way. However, if you want your message to stand out, it may seem too safe and ordinary.
Thank you
This is a safe bet that conveys a feeling of gratitude towards the recipient of the e-mail. One downside is that it may not stand out as much as other endings. However, this example is often cited as one of the most effective. As with other sign-offs, make sure that it matches the tone and feeling of the rest of your message.
Cheers
This is a very popular sign-off, especially in Europe, where is it is more common. It can appear too pretentious or informal in certain situations. However, it may work perfectly if your e-mail is a friendly correspondence with a business colleague.
Warmly
A closing statement such as this is appropriate for friendly business situations. It is a good one to use if you are inviting a colleague to an event or expressing sympathy.
4. Choose less formal sign-offs for friends and family.
With e-mails sent to friends and family, you can be a lot less formal. You may choose endings that seem a bit more personal and even show affection towards the recipient. They are not appropriate for any business-related message. One can only imagine what impression it could make if you send a colleague or future employer a closing statement such as "always" or "love".
Take Care
This is a great ending that works for both friends or family and expresses concern for the receiver's well being. However, it is a bit too casual for business situations.
Love
Reserve this ending for close family, friends or your spouse. This should never be used in any professional context.
Always
This ending may seem a little vague, but it is a good one to use if you are trying to show support for a friend or a loved one.
5. Be sure to use the proper format for your closing and provide contact information.
Using the proper format conveys a professionalism and seriousness that will help create a good impression for the receiver of your message. Your name and contact information is a crucial part of your e-mail ending. Without including it, it will be more difficult for the recipient to get back with you. It is important to make it easy for them to respond to the message.
Here is a good example of a properly formatted ending, with the final sentences, closing statements and contact information including the sender's name, company, phone number, and e-mail address:
Winterwolf Press sounds like the perfect place to work. I am excited about the opportunity to discuss this position with you very soon [call to action].
Sincerely,
John P. Example
Penguin Books Representative
901-456-9021
johnpexample@gmail.com
This example includes a final statement in its body that should inspire the receiver to act and answer the message. It includes a sign-off statement that is appropriate for the context of the message (formal business). In addition, it contains crucial contact information, including the sender's name, the company the person works for (if applicable), the phone number, and a return e-mail address. Including this information will make it very easy for the receiver to get back in touch with you.
Ending the perfect e-mail may sound easy, but it takes a bit more planning and preparation than many people realize. It could make all of the difference as far as leaving the receiver of your message with the proper impression of you. Ending the body of your message with a call to action will help inspire a quicker response to your message.
Choosing the perfect sign-off or closing statements will depend on the context of the message. Be sure to choose the proper statements for formal business situations, casual business situations, or casual situations including messages directed towards a loved one, family, and friends. Even small details such as the closing statement can be the difference between landing the perfect job and having your e-mail ignored or passed over.
Once you have chosen the perfect closing statement, make sure that it is properly formatted. Be sure to include contact information such as your name, company name, phone number and e-mail address to make it easy for the recipient to contact you. If you follow these guidelines, you are certainly more likely to get the response that you desire. Little things such as a properly crafted e-mail closing can make a big difference if you want to make the right impression.