Closing Formats for Various Types of Email
A proper email ending is essential to the overall success of an email. Often overlooked, closing lines can help reinforce the message you’ve sent, show that you are open to further communication, and set the tone for the rest of your correspondence.
The type of email you send and the relationship you have with the recipient will determine which closing format is most appropriate. how to end an email to coworkers and acquaintances should use a more casual closing line while emails to colleagues, friends, or business contacts should use a more formal one.
When writing a professional email, using a short and concise closing statement is important. These statements can be used to express gratitude for the recipient’s time, indicate that you are open to further conversation, or even as a call-to-action for the recipient.
How to End an Email – Closing Formats for Various Types of Email
In addition to being a form of communication, email is also a means of documenting the interaction. As such, you should always include a signature at the end of each email that includes your full name and contact information. This will allow the recipient to easily locate your information should they need to reference the conversation in the future. Additionally, including your signature allows the recipient to verify that they have received the entirety of your email.
As with the subject line and opening of an email, the closing line should be a reflection of the overall tone of your communication. As such, you should avoid the use of emoticons in your closing statements or anything else that may come across as too casual or impersonal.
While the use of a closing line can make your message more effective, it’s important to remember that it will ultimately be the last thing that your recipient reads before they hit “Send.” With this in mind, you should ensure that your closing statement is a good representation of your entire email. In general, “Best regards,” “Sincerely,” and similar closing phrases are appropriate for most professional emails. This is especially true for emails to supervisors and managers or those in more senior positions.
Similarly, “Cheers,” “Best wishes,” and similar closing statements are appropriate for more informal emails to coworkers or acquaintances. These types of closing statements can also be used to end emails to friends and other close associates.
Similarly, phrases like “Love/Hugs/Lots of love” and “XOXO” are inappropriate for most professional emails and should be reserved for more personal communications with family members or close friends. While these closing statements can provide a more friendly and warm impression, they can also be misinterpreted as insincere or too casual for many professional contexts. Moreover, they can leave the recipient feeling unappreciated and unimportant, which is not the impression you want to leave behind with your email correspondence.