How To End an Email (With Tips, Steps and Examples)

By Indeed Editorial Team

Updated 17 May 2022 | Published 30 August 2021

Updated 17 May 2022

Published 30 August 2021

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

Crafting a professional email closing can be an effective way to end your message in an engaging and memorable manner. Whether you are writing to a coworker, hiring manager or client, it is important to conclude your message with a clear call to action, contact information and full name. This tells the recipient that you took the time to craft a detailed email and appreciate their response. In this article, we review how to end an email, provide tips for crafting your own closing and share examples for you to review.

How to end an email

Follow these steps to learn how to end an email in a professional and polite manner:

1. Review the body of the email

Before you can write a closing that effectively concludes your entire message, consider reviewing the body of the email once more. This can help you find a way to connect your conclusion to the overall purpose of the message to remind the recipient of the information they just read and what you are requesting from them. Reading the message once more also helps you better understand the tone of the email. For instance, if you have typed a formal and professional message, your closing line should reflect this as well.

Related: How To Write and Properly Format Business Email Messages

2. Express your gratitude

Try to make your closing one to two sentences long, thanking the reader for their time. This is a polite way to make the reader feel appreciated for spending time to read your entire email. Many professionals who read a polite closing statement may feel the need to return this politeness by crafting a response or prioritising the task you requested of them.

3. Add a call to action

After you thank the reader in your closing, include a call to action, which is a request to complete a favour or task for you. If you are writing to a hiring manager, your call to action could be a request for an interview or a follow-up on your application process. Adding a call to action can help motivate the reader to respond or provide you with your preferred information quickly and efficiently.

Related: How To Write a Memorable Farewell Message

4. Sign off with your full name

Below your closing statement, include your first and last name. This helps the reader remember who is writing to them. It also tells them who they should address their message to when crafting your response. If you are applying for a role, try to include your full name in your resume and cover letter and any other documents you share. Consistently including your full name in all of your application materials can make it easier for hiring managers to remember who you are and can increase your chances of getting a response.

5. Include your professional title and contact information

You can choose to add your current job title to help the recipient better understand your professional status. In some situations, you may want to refrain from including your job title; however, in most cases, including a title is a good way to illustrate what you do. Write your additional methods of communication, like your direct phone number, to ensure the reader can efficiently reply to you or contact you to request more information about your email's details.

6. Proofread the email carefully

After writing your entire email, proofread it carefully to ensure it is free of any spelling or grammatical errors. The recipient is more likely to take your email seriously if it is in a professional format and is simple for them to quickly glance at and review. You can ask a friend or colleague to review your message and then consider if you want to apply any feedback they have provided. Consider reading the email out loud to help you better locate any potential issues before sending it.

Tips for creating a professional email ending

Consider these tips as you compose your own email closing:

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. The closing is an easy location for your recipient to find your name, as many professionals include their names at the end of the email. You can also consider including your name in the first line of your email when you introduce yourself to increase the chances that the recipient remembers you and recognises you in future conversations.

Remain professional

Use context clues to determine the appropriate tone to use in your closing. If you are emailing someone you 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 most appropriate, consider mirroring your audience's tone. If you are unsure, it can be an effective idea to select a professional or business-style closing. Keeping the tone professional at all times tells the recipient you take the email conversation seriously, which might make them more eager to respond or provide any requested materials.

Decide whether a closing is appropriate

If you have exchanged several emails with someone, you might consider refraining from adding a closing. In this case, it is good to be thoughtful about including an email closing. 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 organisation who may not have communicated with you previously. A thoughtful closing leaves a favourable impression on others and makes the communications clear and easy to follow.

Why is the end of an email important?

The end of an email is important because it is typically the last thing a recipient sees after they finish reading your message. It can be a motivating factor that impacts whether they provide you with a response, what type of message they may send you in return and how quickly they may email you back. Think of your email closing as the ending of a conversation. By using friendly, polite and professional language with a clear call-to-action, you may have a strong chance of earning a positive response from your recipient.

Professional email closing examples

Here are a few of the most common ways to end a professional email:

  • Best

  • Sincerely

  • Regards

  • Kind regards

  • Thank you

  • Warm wishes

  • With gratitude

  • Many thanks

  • Respectfully

Related: Best Regards and Other Alternatives To Use When Closing an Email

Ways to end an email in different situations

Here are examples of how to end an email professionally and politely in different situations:

When applying for a job

Some employers may ask you to email your application, resume, cover letter and other hiring materials to them. Your closing should thank them for their consideration and express your interest in speaking with them further about the role. You can also include a call to action asking to follow up with them regarding the position via a phone call or interview. Include your phone number in your closing as well to make it easier for the hiring manager to locate your number and call you.

Example:
Thank you for considering me for this position. I look forward to hearing from you!
Sincerely,
Mohammad Rahim
Experienced Sales Professional
123-555-4567

Related: Job Application Email: Writing Tips and Examples

After completing a phone screening

During the hiring process, you may participate in phone screenings or interviews. There may be moments when the employer asks you for additional hiring materials, like a cover letter or portfolio. After the interview or screening, you can type a professional message and attach the requested materials. Your closing can state the information you have included, a polite signature, your first and last name and your phone number.

Example:
I have attached my portfolio for your review. Please let me know if there is anything else you need.
Warm regards,
Priyanka Sharma
Web Designer and Illustrator
456-555-1234

When responding to a meeting request

Other professionals may schedule a meeting with you via email. Try to craft a positive response confirming this email and use your closing to reiterate the meeting and when it is taking place. This makes it easy for the recipient and yourself to remember that you have an upcoming meeting. The recipient can also review the closing and then add the details to their calendar.

Example:

I look forward to meeting with you next Monday.
Thank you,
Sameer Agrawal
Social Media Marketing Professional
www.portfoliowebsite.co.in
789-555-4567

When accepting a job offer

After an employer sends you an offer letter, you can typically confirm it with a professional email. An effective closing expresses your gratitude and excitement for the next phases in the process. This is a polite way to show your appreciation to the hiring manager and can reassure them that you were the right candidate to select for the role.

Example:

I look forward to discussing the details and next steps.
With gratitude,
Shovan Chatterjee
Experienced Finance Professional
678-555-6789

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