How to End a Business Email

How to End a Business Email

August 16, 2021

Often we have heard that a first impression is the last impression. Sounds true, but when you are writing a business email, the facts are altered. And since a professional email ending can make a big difference in how the reader responds to your application, you must put in efforts to leave a great, final impression.

So, how to end a business email the right way without being unfriendly or impolite! Here’s a complete guide on how you should end your business email professionally with all the tips and tricks. In the end, we’ve also discussed the perks of using an email signature – the ultimate way to promote yourself!

How to End a Professional Email: The Dos & The Don’ts!

Just like you won’t leave a business meeting without proper closure, the same applies to ending emails. While a decent closing line may give a good impression, it can also encourage the reader to consider your services. It is exactly why you should learn the correct way to compose a professional email ending:

1. Professional VS Unprofessional Ending

There are different ways to end a business email depending on the relationship between you and the reader. But the one thing that will ensure a good reader’s response to your overall email is how appropriate the ending is. You may end your emails with “Regards” followed by your name, but not every email needs the same closure.

Here’s how you can end your email according to your familiarity with the audience:

  • Strangers / Highly Professional:
    • Waiting for your positive response!
    • Looking forward to working with you!
    • Sincerely / Yours Sincerely!
    • Kind Regards / Yours Truly!
    • Hope to speak with you soon!
  • Somewhat Familiar / Semi-Professional:
    • Thank you in advance!
    • Great working with you!
    • Have a great weekend!
    • Let me know how you feel about it!

Even if you are friendly with your client/boss, you should never let the casualty interrupt the professionalism. Following are some phrases that you should never use (or avoid as much as possible) while ending your business email:

  • Highly Familiar / Casual: 
    • See you soon!
    • Enjoy your holidays!
    • Cheers!
    • Chat soon!

2. Punctuation

Many people tend to read the email twice or even thrice before sending it, but at the same time forget to give the proper attention to the ending. No matter how formal you are, a mistake in grammar and spelling can ruin all professionalism. Also, an improperly punctuated end can leave the impression of being hasty and thoughtless. 

The goal is to sound as confident as possible; you should always double-check if every part of your email – introduction, body, conclusion – is free of grammar and spelling errors. 

3. Use your Full Name

Unless you have a unique name, there is always a chance of someone else sharing the same initials. Thus, a business email should always include your full name, even if the reader already knows it.

Besides, your full name serves as an identity, and it’s always good to take advantage of that! You may use your first initials, but using both your first and last names helps the reader remember you for a longer time. 

How to End a Professional Email: The Right Format!

Like the introduction and the body, the ending of an email also has a proper structure. And the correct format to end a business email is just as follows!

1. Call to Action

After you have composed the email from the introduction to the body, it is time to write the last paragraph. You can add a call to action right after the concluding section or, you can also write it separately in the following line. Notably, the call to action should push the reader to take further action to your proposal. 

2. Closing Phrase

As suggested by the name, the closing phrase followed by your name marks the proper closure to your email. If you are writing to your client for the first time, it is recommended to use as professional closing phrases as possible. However, if you have been working in the past, you may go for a semi-professional closure.

3. Contact Details

Writing your contact details at the end serves as adding a signature element to your email. You should specifically choose what information to share, as including too many details can give your email a messy ending. However, the few things you should always add to your professional ends are:

  • Your Full Name
  • Brand/Company/Business title
  • Phone Number
  • Business Email

You may also add a link to your website, portfolio, or social media accounts. Still, since too much information can overwhelm the reader, it is always good to use a professional email signature!

What Difference Can an Email Signature Make?

Whether your signature template raises your brand awareness or simply provides a quick approach to your contact information, it always nails the proper endings! You should also invest in your unique email signature because it allows for more space for signature elements like your department, company logo, business address, social media profiles, and a link to your website. 

A great email signature also:

  • Highlights Professionalism
  • Provides value to your brand/company
  • Markets your services
  • Increases social media traffic
  • Creates a trustful relationship

You can create an email signature on different sites, like email editors, Docs, or even Word. However, using any of these platforms would require you to create a signature from scratch, not to forget the long hectic of adjusting everything and time spent.

Conversely, there are many signature generators available online that offer signature services. A popular name is Hatima – an email signature service provided by YourEmailSignature.

Hatima comes with a variety of ready-made signature templates to choose from. You can add as many contact details as you want with up to more than 20 social media links. And the best thing is that there is no HTML coding required, as you can have your email signature ready in just less than 60 seconds! 

Conclusion

The right format to end an email includes a professional call to action, a closing phrase, and an email signature with all the contact details. And though you can manually create a signature through different platforms, using an email signature generator can create it in less than a minute! 

Related articles

Add signature to email

Add signature to email

After you’ve created a branded email signature on the Create Email Signature page, all that’s left is to embed it in your email. Copy the signature, select your

How to add signature to Gmail

In this guide, we will focus on adding a signature to your email, adding a link to your signature, adding social networking addresses to your signature, adding a photo to your signature, and displaying your signature on all sent messages.

How to add signature in Outlook

In this article we’ll focus on to Add a Signature to Outlook. First, open Outlook and click File on the top in the middle toolbar…

Create Your Email Signature

In less than 60 seconds. Works with Gmail, Outlook, Apple Mail, Yahoo, and many more!