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Do you want to leave a strong impression on your recipients by being clear, professional, yet approachable?
The way we express ourselves is just as important as the message itself. Ending an email well is an art, just like starting one.
In this guide, we’ll detail the best practices for closing a professional email and introduce you to a tool that can save you time.
Email Ending Generator
Who hasn’t spent 15 minutes writing and rewriting the end of an email, worried about making a mistake?
Your time is valuable, and you likely have more important tasks to focus on.
That’s why we offer a tool that automatically generates an email ending tailored to your recipient and context. Not too formal, not too casual – it strikes the perfect balance between conversational and professional tones.
💡 Pro tip: If you want to learn how to write an appropriate follow-up email or create effective prospecting emails, we’ve written comprehensive guides on these topics.
How does it work? We simply apply the fundamentals of writing a good email ending and automate them into a ready-to-use tool.
Here are the essential features:
Email Endings fundamentals
We recommend two best practices to ensure your email endings are both professional and effective.
1️⃣ Adapt your tone to your recipient. Contrary to popular belief, being professional doesn’t mean using complicated language or sounding cold. Remember, it’s a human reading your email!
Here’s how to tailor your tone:
A colleague you know well: You can use a more casual tone.
A prospect you’ve never met: Stick to formal language.
A subordinate or superior: Formal language is the safest choice.
💡 Pro Tip: Consider your recipient’s cultural context. In the United States, a warm and approachable tone is often appreciated in professional settings. In Germany or Japan, a more formal and direct tone is preferred, even when addressing close colleagues.
2️⃣ Focus on the three key elements of an email closing. To end your email effectively, ensure you include these essential components:
Closing phrases examples
Email sign-offs
Signature.
Closing Phrases Examples
These sentences restate the objective of your email, and may include a call to action if you're expecting a response from the recipient.
1. Getting a Response
Example : Thank you for your time and insights. Could you let me know your thoughts on the proposal by Friday? I’m happy to provide further details if needed.
2. Requesting Follow-Up or Documents
Example : I’ve attached the project outline for your review. Please let me know if you can provide the additional data by next Wednesday to ensure we stay on schedule.
3. Scheduling a Meeting or Call
Example : Would you be available for a quick call next week to discuss this further? Please let me know your availability, and I’ll be happy to coordinate.
4. Following Up on a Previous Email
Example : I just wanted to follow up on my last email about the upcoming campaign. Please let me know if you had a chance to review the details or need any clarification.
5. Closing Without a Call to Action
Example : Thank you again for your time and support. I truly appreciate your guidance and look forward to collaborating with you in the future.
💡 Pro tip : Closing for Mail Merge. When addressing a broader audience, your closing should be professional but also engaging and action-oriented:
Example: Thank you for exploring how [Your Product/Service] can support your goals. If you'd like to take the next step, click here to schedule a free consultation or reply to this email with any questions. We’re excited to help you achieve success!
Email Sign-Offs
It's such a small word, or such a small expression, but it means so much! It's time to get to know the person you're talking to. No room for error!
Formal Email Sign-Off Examples
Perfect for professional emails, these sign-offs are polite and concise, maintaining a professional tone without being overly familiar:
Regards
Thank you
Warm regards
Best
Sincerely
All the best
Kindly
Thank you in advance
💡 Pro tip: are they essential in a direct mail piece? Yes, if you're writing to customers, partners, or a large professional audience. No, if you're addressing a heterogeneous group (e.g. subscribers to your newsletter).
Casual Email Sign-Off Examples
Ideal for emails to colleagues, friends, or informal exchanges, these sign-offs create a friendly and approachable tone:
Cheers
Talk soon
Looking forward to hearing from you
Have a great day
Take care
Thanks
Stay tuned
Onwards and upwards!
Inappropriate but Funny Email Sign-Off Examples
The best for last! While these can be entertaining, they are best avoided in professional contexts:
Thx
Peace out
Love
Yours
😎 (emoji)
XO
Yours truly
See ya later, gator!
Hasta la vista, baby!
Congrats on reading the whole email!
All the best, except for Mondays! (my favorite 😉 )
Signature
The signature provides essential information about who you are and how to contact you. It says a lot about you.
Essential Information (Always Include)
Your full name – Helps the recipient immediately identify you.
Your job title or role – Indicates your position or purpose in a professional context.
Your email address – Especially if it differs from the sender’s email.
Your phone number – A direct way to reach you for urgent or important matters.
Optional Information (Include Based on Context)
Your location – Useful for businesses or roles involving local services or international collaboration.
Your university and graduation year – Relevant if you’re a student, recent graduate, or networking within academia.
Links to professional profiles or portfolio (LinkedIn profile, personal website or online portfolio, other professional social accounts e.g., Behance, GitHub, Dribbble).
Company branding – A company logo or tagline can enhance brand recognition in certain industries.
Here’s how you can combine both essential and optional elements.
⚡Simple, isn't it? But it takes time to do it right. That's why our signature generation tool handles it for you.
BONUS: End Email Example for the Most Common Cases
Here are examples tailored to the most common situations, helping you conclude your emails clearly and professionally.
🗣️Interview: Conclude an email related to an interview with professionalism and enthusiasm.
Example: Thank you again for the opportunity to speak with you today. I look forward to learning more about the next steps in the hiring process. Please don’t hesitate to reach out if you need any additional information from me.
🏢 Applying for a Job: Demonstrate interest while remaining professional and precise.
Example: Thank you for considering my application. I am available for an interview at your convenience and happy to provide any additional information. I look forward to your response and wish you a great day.
🧑🏫 Communicating with a Teacher: Remain respectful and clear in your request or expression of gratitude.
Example: Thank you for your guidance regarding [the topic discussed]. Please let me know if you need any further information or documentation. Wishing you a great day.
🙏 Saying Thank You After a Formal Event: Express gratitude and leave a positive impression.
Example: Thank you again for hosting and for taking the time to organize such a meaningful event. It was a pleasure speaking with you and the other attendees. I look forward to future opportunities to collaborate.
You’re now ready to conclude your emails clearly, professionally, and effectively. But why stop there? Take the next step by optimizing your email process with our solution: the best mail merge tool for Google Sheets.
With this tool, you can send personalized mass emails directly from Gmail while maintaining a professional and tailored tone.