Your name at the bottom of an e mail message is an important part of the closing
Do you have that professional email mostly written, but you’re not quite sure how to wrap it up? Or do you feel like you’re defaulting to the same email closings every time and want some alternatives? Sure, if you’re emailing someone you talk to everyday, it’s not necessarily the end of the world to skip the sign-off and end with just your name. But when you want to make sure an email makes a good impression, taking an extra beat to consider how you’re ending your note could help it land the way you want it to. Show
SEARCH OPEN JOBS ON THE MUSE! See who’s hiring here, and you can even filter your search by benefits, company size, remote opportunities, and more. Then, and we’ll deliver advice on landing the job right to you. When you’re sending a professional email—for work or school, in your job search, or in a personal situation where you’re dealing with a business—the ending of your message “can leave a lingering favorable impression [and] give a satisfying sense of completion,” says Muse career coach Barb Girson. Read on to see how to end your emails the right way—plus a list of professional closings for any situation. What to Include When Ending an EmailThe amount and type of information you add to your email endings will depend on the situation. But generally the less you know the person you’re emailing, the more info is required. Here are the most common elements of a professional email ending:
If you’re creating a default email signature, consider adding everything on this list from “name” down (you should tailor the closing line and sign-off for each note). Note that “Sent from my iPhone” is not part of a professional email ending and is appropriate only when it makes sense for the other person to know that you sent an email on the go. Otherwise, delete this before you hit send, and definitely keep it out of any email cover letters. How might this look all together? Sending a Cover Letter:Thank you for taking the time to review my application, and I hope to hear from you soon! Sincerely, Paolo Santiago Responding to an Interview Request:I look forward to speaking with you on Thursday. Warm regards, Sam Perkins Reaching Out to Someone at Another Company for the First Time:I look forward to working with you as your company begins the transition to XYZ’s new CRM software. All the best, Letitia Letitia Watson Emailing a Colleague You Work With Regularly:I’m excited to hear your thoughts on this slide deck by Tuesday afternoon. Hope you have a great long weekend! Thanks, Jun Examples of Email Sign-OffsHere’s a list of possible email closings to help you change things up. When considering what type of sign-off to go with, think about who you’re emailing and why. “It is up to you, the audience you are reaching, and the message you are conveying,” Girson says. If you’re replying to someone else’s message, try to pay attention to cues and gauge the formality of their note in order to match it, says Muse career coach Lynn Berger. If You Need Something FormalThink cover letters, job search and application-related emails (especially if it’s the first time you’re emailing this person), and messages to people you don’t know well or at all. If you’re not sure what type of closing is most appropriate for a given situation, it’s best to err on the side of formality (but maybe loosen up that stuffy “Sincerely” and opt for a “Take care,” “Regards,” or the old standby “Best” instead).
If You Want Something FriendlyThese email closings work well when you’re corresponding with someone you know well or when you’re a few exchanges deep in an email thread. Use these with close colleagues and coworkers or anyone else you have a professional, but more casual relationship with. Read more: Sick of Signing All Your Emails With Best? Here's When You Can Start Dropping the Formalities
If you’re many emails deep into a friendly or casual chain, you can also consider dropping the sign-off completely and just putting your name at the end of each email. If You Want to Show AppreciationMaybe the person is taking something off your plate during an especially busy week or connecting you with someone in their network. Or perhaps you’re just thanking someone for their time. Even when you’re just asking someone for something as part of both your job duties, it’s nice to show that you’re grateful. After all, don’t you like when you feel appreciated for doing your job? (Note: Try to match how effusive your thanks is with the reason you’re expressing gratitude to avoid confusion—“thanks a million” for something relatively small could leave the email receiver wondering if you’re being sarcastic.)
Closings to AvoidThese sign-offs have no place in a professional email. Reserve them for exchanges with friends and loved ones only.
Updated 1/24/2022 Regina Borsellino is a NYC-based editor at The Muse covering job search and career advice, particularly resume best practices, interviewing, remote work, and personal and professional development. Before joining The Muse, Regina was an editor for InvestorPlace, where she also wrote about topics such as investing and biotech companies. She holds a BA in English language and literature from the University of Maryland and an MFA in creative writing from American University. Find her on LinkedIn and Twitter. What is the best advice for organizing eWhat is the best advice for organizing e-mail messages? - Place the action information in the first paragraph so that it's not overlooked. - Consider using headings if the message is more than a few paragraphs. - Omit a salutation or greeting; these are used only in business letters.
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