Top phrases to end an email professionally

You set the mood for every work email with your ending. Some common phrases to end an email are:

• Sincerely

• Best

• Thank you

• Warm regards

• All the best

Studies show these endings make people see you as more professional. The right ending helps people trust you and makes work relationships stronger. Clear emails are important, so pick endings that show what you mean. Many people like to use thank you or best to finish their emails. Using professional words in every email, especially at the end, helps you get noticed. Mails.ai’s AI Email Writer can create professional phrases to end an email for any kind of email you need.

Key Takeaways

• Pick professional email endings like 'Sincerely' or 'Best regards'. These help people trust you and show respect.

• Saying 'Thank you' at the end of your email can make people reply more. It also helps you get along better with others.

• Use an email closing that fits the situation and person. This makes your message clear and keeps it professional.

Professional email closing phrases

Picking the right way to end an email helps your message stand out. How you finish an email shows you are professional and helps people trust you. Here are some common professional email closing phrases you can use every day.

Best regards

Best regards is a very popular way to end business emails. Use it when you want to sound nice and respectful, especially if you do not know the person well. This phrase works in almost any situation, like meeting someone new or talking with someone you already know.

• Many people use best regards because it is friendly and still formal.

• If you want to be extra polite, best regards is a good choice for your email ending.

Tip: Mails.ai’s AI Email Writer can give you best regards and other ways to end an email, so your messages always sound professional.

Sincerely

Sincerely is a classic way to finish an email. You see it a lot in business emails, job applications, or when you want to show respect. Sincerely is best when you need to sound serious and professional.

• Use sincerely when you want your email ending to show you are honest and trustworthy.

• This phrase is good when you do not know the person you are writing to.

If you are not sure how to end a formal email, sincerely is always a strong choice.

Kind regards

Kind regards makes your email ending sound warm. It is popular in many places, especially in the UK, where people like it more than just regards. Using kind regards helps you sound friendly and professional at the same time.

• In the UK, people like kind regards or best regards because they feel warmer, but just regards can feel cold.

• Different countries have different ways to end emails. For example, in Japan and China, people use longer greetings to show respect, but in North America, people use more casual endings.

Kind regards is a good choice if you want to end your email on a happy note but not be too casual.

Thank you

Thank you is one of the best ways to end an email. Saying thank you in your email ending can help you get more replies and make a good impression. Studies show that emails ending with thank you get more answers.

• Emails that end with thank you get a 62% response rate, but emails without it get only 46%.

• Saying thanks in advance gets the highest response rate at 65.7%.

• A study by Grant & Gino found that people were more than twice as likely to help when they were thanked in the email.

A 2010 study in the Journal of Personality and Social Psychology found that saying thank you in email endings made people more likely to reply and help. If you want more replies, thank you is a smart way to end your email.

Looking forward to your reply

Looking forward to your reply is a good way to end an email if you want a response. This phrase tells the person you hope they will write back and keeps the talk going. It works in both formal and informal emails.

• Endings like looking forward to your reply can raise response rates by up to 27%.

• Emails with clear endings like I look forward to your reply get 14% more replies.

You can also say looking forward to hearing from you. Both phrases show you care about what the other person thinks and want to keep talking.

Note: If you do not know how to end an email, Mails.ai’s AI Email Writer can help you pick the best ending. This tool helps you choose professional phrases to end an email that fit your brand and message.

Using these professional email closing phrases helps you finish your emails with confidence. The right endings make it more likely you will get a reply and show you care about clear, professional emails.

Why end an email professionally

Impact on business communication

Ending your email in a professional way shows you respect the reader and your business. A clear ending helps people trust you and keeps your business looking good. Every time you send a business email, you show what your company is like. If you finish your email in a professional way, you show your purpose and leave a good impression. This is important when you send updates, set up meetings, or talk to new business contacts.

A professional ending also stops confusion. Good communication helps your business look honest and stops mistakes. Here is a quick table that shows how different sign-offs help your business:

A professional email signature makes your business look more real. Using the same style in your email endings helps people trust your business. Mails.ai always works to make sure your emails get delivered, so your business emails reach people and keep your brand strong.

Influence on response rates

When you end your email in a professional way, you are more likely to get a reply. A good ending shows you care about the business relationship. People trust emails that look and sound professional. Using the right words at the end of your email makes it easier for others to answer.

• A well-organized email looks professional and helps your business stand out.

• Good grammar and clear subject lines make your emails more trusted.

• Organized emails keep your message clear and help people trust you.

When you end your email in a professional way, your business gets better results. Mails.ai’s tools help you write good endings that make your business emails better and get more replies.

Phrases to end an email by context

Picking how to end your email depends on your goal. It also depends on who you are writing to. Different situations need different ways to finish an email. Here are some examples for common situations:

Business emails

When you write a business email, you want to sound clear. You also want to sound professional. Use business email closing lines that show respect. These lines help keep the talk going. Some good ways to end a business email are:

• Best regards

• Sincerely

• Respectfully

• With appreciation

These endings help you build trust. They also keep your message formal. Mails.ai’s AI Email Writer can give you business email closing lines. These lines match your brand and message.

Job applications

For job applications, you should end your email with gratitude. You also need to sound professional. Try these email closing lines:

• Thank you for your consideration

• Sincerely

• I look forward to hearing from you

• With appreciation

These endings show you value the reader’s time. They also show you hope for a reply.

Networking

Networking emails work best with friendly endings. You want to invite more talk. Some good ways to end a networking email are:

• If this is something you’re interested in, I’m happy to discuss it in more detail at your convenience.

• Would it be possible to connect for a short call on Thursday or Friday?

• I look forward to hearing your thoughts and scheduling a time to chat.

• I noticed we both attended the [event/conference]. I’d love to continue the conversation and share more insights.

These endings help you make new connections. They also keep the talk going.

Internal communication

When you write to a coworker, you can use relaxed endings. Try these:

• Thanks

• Let me know if you have questions

• Appreciate your help

• Talk soon

These endings keep things friendly and clear.

Follow-ups

Follow-up emails need endings that ask for a reply. Here is a table with some strong choices:

You can use Mails.ai’s AI Email Writer to find the best ending for any email. The tool helps you pick email closing lines that fit your needs. It also helps you get better results.

Professional email closing lines to avoid

Choosing the right professional email closing lines helps you build trust and keep your message clear. Some endings can hurt your image or confuse your reader. You want every email to leave a strong impression. Here are common mistakes to avoid.

Overly casual phrases

You should avoid casual endings in professional emails. Using words like "Hey" instead of "Hi" or "Hello" can make your email seem less serious. "Thanks!" may sound rushed or even rude. Always use "Thank you" for a more respectful tone. Phrases such as "I’m sorry to bother you" or "To be honest" can weaken your message. If you start with your job title, it may come across as arrogant. The word "just" often makes your email sound less confident. Using overly casual phrases in professional email closing lines can make your message unclear and damage your reputation.

Tip: Always end with a clear and polite sign-off. For example, use "thank you for your consideration" or "please do not hesitate to contact me" to show respect.

Unclear or outdated closings

Some email endings feel outdated or unprofessional. For example, "Sent from my iPhone" does not belong in a business email. If you forget to include your name or signature, your email feels incomplete. Always add your name, job title, and company. This helps your reader know who you are and how to reach you. Avoid generic phrases like "please let me know if you have any questions" without giving a next step. Instead, try to be specific, such as "I appreciate you taking the time to review this" or "looking forward to collaborating with you." If you have any questions, please let me know. I’m looking forward to the potential opportunity to work together. Thank you for considering our proposal. Please let me know if you have any questions or need more details. I look forward to speaking with you soon.

If you have any questions, please let me know. Please let me know if you have any questions about this email or next steps.

Tips to choose the best phrases to end an email

Match tone to recipient

You need to match your email closing lines to the person you are writing to. If you write to a manager or a new client, choose formal email closing lines like "Sincerely" or "Best regards." When you talk to a coworker or a friend, you can use warmer email closing lines such as "Thanks" or "Talk soon."

• Make sure your email tone fits the recipient’s expectations.

• Think about your relationship and the context.

• Add a personal touch when you know the person well.

• Use action-oriented email closing lines if you want a reply, like "Looking forward to your reply."

• Keep the formality of your email closing lines consistent with the rest of your email.

Tip: Matching the tone helps your email look clear and professional. People feel respected when you use the right email closing lines.

Consider email purpose

The reason for your email changes which email closing lines you should use. If you send a formal update, use email closing lines like "Sincerely" or "Yours faithfully." For casual emails, pick "Best wishes" or "Warm regards."

• Stay consistent with your email style.

• If you are unsure, copy the sign-off from the person who emailed you first.

• Sometimes, add a specific reason in your email closing lines to make your message stronger.

A formal email needs a formal ending. A casual email works better with a friendly closing. This helps your message make sense and keeps your reader comfortable.

Keep it consistent with your brand

Your email closing lines should match your company’s style. Create a brand guide with your tone and favorite phrases. Use templates for your email closing lines to keep every email looking the same.

• Make sure your main message stays the same in every email.

• Use the same email closing lines across all your emails to build trust.

Mails.ai’s AI Email Writer helps you keep your email closing lines consistent. The tool makes sure your team uses the same style and tone in every email. You get personalized email closing lines that fit your brand and help your business stand out.

Quick reference table for professional email closing phrases

Summary by context

It is important to pick the right phrase to end your email. The best closing depends on what you want and who will read it. A quick table can help you find the right phrase fast. This saves you time and makes your emails better.

This table helps you pick the best phrase quickly. You can talk better and save time by using phrases that fit each situation.

• You can change these phrases to fit your own style.

• A good closing makes your email end strong.

• The last words in your email can change how people reply.

Pick your closing phrase carefully. The right ending helps people trust you and can get you better replies to your emails.

Picking strong email closing phrases helps your business talk better. It also helps you get more replies. Mails.ai’s AI Email Writer lets you make special email endings for lots of emails.

Try Mails.ai to make every email better. Get started for free today!

FAQ

What is the best way to choose a closing phrase for my email?

Pick a closing phrase that fits your message. Think about who will read your email. Use formal phrases for business emails. Use friendly phrases for casual or team messages.

Can Mails.ai’s AI Email Writer help me create personalized email endings?

Yes. Mails.ai’s AI Email Writer can make custom closing lines. The tool changes to match your brand and goals.

Tip: Try different endings to see which one works best.

Should I use the same closing phrase for every email?

Change your closing phrase depending on the situation. Using the same phrase helps people trust you. Personalizing your ending helps people pay attention. Use the quick reference table to help you pick.