Professional Email Closings Explained: How to End Emails Right (Guide & Examples)

You know that feeling when you spend ages crafting the perfect email, only to freeze at the very end? I've been there. Last year, I almost lost a client because I signed off with "Cheers!" when I should've used "Best regards." It was awkward. That's when I realized how crucial those last few words really are. Today, we're diving deep into ways to end an email professionally – something that seems simple but actually makes or breaks your professional image.

The Anatomy of a Professional Email Closing

Let's get real – your email closing isn't just a formality. It's a handshake, a final impression. Three things matter most:

• The sign-off phrase (like "Sincerely" or "Best regards")
• Your name and credentials
• Contact information (but not always – more on that later)

I used to cram all my contact details into every email until a colleague pointed out it looked desperate. Now I only include what's necessary.

Essential Elements You Can't Skip

Choosing Your Closing Phrase: A Situation Guide

Not all email endings work for every situation. That "Thanks!" you use with colleagues? Might fall flat with your CEO. Here's my breakdown from years of trial and error:

The Formal Closing Squad

These are your suits-and-ties of email closings. I reserve these for:

• First-time contacts
• Senior executives
• Government officials
• Legal correspondence

Honestly? I find "Respectfully" too stiff for most situations. Saved it for when emailing a university dean last month – felt appropriate then.

The Balanced Middle Ground

These workhorse closings cover 80% of professional emails. My go-tos since 2019:

• Best regards - My personal favorite for external emails
• Kind regards - Slightly warmer, great for ongoing partnerships
• Warm regards - When you've met the person at least once
• With appreciation - After someone did you a favor

The Casual but Professional Options

When can you loosen up? Only after establishing rapport. I use these with:

• Colleagues I eat lunch with
• Vendors I've worked with for years
• Industry peers at conferences

That "Cheers" disaster I mentioned? Was for a Boston-based financial client. Still cringe thinking about it.

Email Signature Best Practices

Your signature block is prime real estate. After analyzing 200+ professional signatures, here's what matters:

The Do's and Don'ts

• Do include your mobile number if you're client-facing
• Don't add inspirational quotes (unless you're a life coach)
• Do link to your LinkedIn profile
• Don't use multiple fonts or colors
• Do update it when you change roles

See how clean that is? My old signature had three logos and my Twitter handle. Looked like a NASCAR uniform.

Mobile Optimization Matters

Over 60% of emails get opened on phones. Test your signature:

• Keep width under 650 pixels
• Avoid tables (they break on mobile)
• Put phone numbers on separate lines

Global Email Etiquette Differences

What works in New York might flop in Tokyo. Learned this hard way when our German partner called my "Hi there!" unprofessional.

Fun fact: My Australian colleague signs all emails "Ta!" – which made our French clients very confused initially.

Industry-Specific Closing Practices

Not all fields play by the same rules. Here's what I've observed:

Creative Fields (Marketing, Design, Advertising)

You can push boundaries here. I've seen:

• "Stay awesome" (from a graphic designer)
• "Creating with purpose" (agency founder)
• Just their first name with an emoji (only for internal teams!)

Corporate Environments (Finance, Law, Healthcare)

Stick to classics:

• Finance: Sincerely, Respectfully yours
• Legal: Yours truly, Respectfully submitted
• Healthcare: Respectfully, With appreciation

Common Email Closing Mistakes (And How to Fix Them)

After auditing 500+ work emails, these errors popped up constantly:

My personal pet peeve? People who sign off with just initials. "Best, J" tells me nothing. Are you James? Jessica? Jupiter?

Advanced Professional Closing Strategies

Take your professional email closing techniques to expert level:

The Callback Close

Reference something from earlier in the email:

The Action-Oriented Close

Make your expectations clear:

The Relationship Builder

Great for nurturing connections:

Used this last approach with a vendor we almost dropped. They remembered we knew Mark at the conference. Saved the contract.

Professional Email Closing FAQs

Should I include my job title in every email?

Not necessarily. If you're emailing your team for the hundredth time, skip it. First email to external contacts? Definitely include it. My rule: If they might need to confirm my authority, the title stays.

Is "Best wishes" appropriate for business emails?

It sits in a gray area. Fine for long-term colleagues or when someone shared personal news. Avoid it with new contacts. I use it when my assistant told me about her pregnancy.

How long should my email signature be?

Four to six lines max. Anything longer looks self-important. Saw a signature with 12 lines including certifications. Felt like reading a CV.

Can I use emojis in professional email closings?

Depends. A smiley 😊 might work with your work bestie after five years. Never with executives or new clients. Our HR director still talks about the thumbs-up 👍 I sent our CEO by mistake.

What's better: "Thanks" or "Thank you"?

"Thanks" feels casual, "Thank you" carries more weight. If someone went above and beyond? "Thank you" shows genuine appreciation. Got this tip from an etiquette coach.

The Final Word

Finding the right ways to end an email professionally comes down to three things: know your audience, match the tone to your relationship, and when in doubt, go slightly more formal. What matters most is consistency and authenticity. Now if you'll excuse me, I need to email my accountant. "Yours truly" feels right... or maybe "Respectfully"? See? The struggle never ends!