How to End an Email (With Closing Examples and Tips)
By Indeed Editorial Team
Updated 28 October 2022
Published 22 November 2021
The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.
Email is one of the primary forms of communication during the job search and in the workplace. While it's important to thoughtfully compose each part of your message, a well-constructed email sign-off is essential to leaving the reader with a positive impression. Writing clear, professional emails can help position you positively in your career with your colleagues, people in your network or potential employers. In this article, we explain how to end an email with a step-by-step guide and tips to help write a professional closing for your email correspondence.
How to end an email
The ending of an email requires a few key elements to make your correspondence appear professional and effective. Follow these steps for how to end an email:
1. Write a closing line
The closing line of an email typically shares your gratitude towards the recipient for reading your message or summarises your message. Depending on the purpose of your email, you may also include a call-to-action or statement that motivates the recipient to respond or shows you anticipate a response. For example, a closing line might look like this:
Thank you for taking the time to review my resume and professional references. I look forward to hearing from you soon!
Related: 6 Ways To Start Your Email Right
2. Include your full name
Use both your given name and surname in your email sign-off to help ensure the recipient can recognise and remember you. By using your full name in your email signature, resume, cover letter and any other documents you share, your chances of getting a response may increase. Including your full name can also help you appear professional.
Related: Guide on How To Write an Email
3. Include your professional title
While an end to an email doesn't require you to share your job title, such as account manager, CEO or assistant director, it can be helpful to include a title that illustrates what you do. For example:
Adding a professional title can give your message more credibility because a title can reveal your credentials and expertise. For example, if you sign and add the title of sales manager to an email sharing tips and an offer to help a company increase their customer reach to a target audience, then the recipient may find the information more credible than if it came from an unidentified source.
4. Share your contact information
Even though the person receiving your message already has your email address, it's important to include additional methods of communication, such as your direct phone number. This provides a more convenient and quick way to contact you if they desire. Sharing your contact information is especially important when you expect the recipient to respond to your message. For example, if you email a job application and cover letter.
Why are email closings important?
An email closing is important because it's the final impression you can make on the recipient. The closing of the email can affect how the recipient feels about you and the message you share. Your closing also affects whether you get a response to your email. It's important to be professional to show the recipient that you respect them and their time.
Throughout your email, you can demonstrate professionalism by using correct grammar, punctuation and spelling. Ensure that you keep your email and its closing brief but polite. You can do this by writing information-rich content that is concise but shares enough detail that the reader can interpret your meaning with ease.
Tips for creating a professional email ending
Here are a few things to keep in mind as you compose your email closings:
Use context clues to determine the appropriate tone to use in your closing. If you're emailing someone you've never met, keep a professional tone by avoiding casual sign-offs like Chat soon! If you have exchanged several emails and feel that a more casual closing would be more appropriate, mirror your audience's tone. If you're unsure, it's always a good idea to use professional language in all your correspondence.
Decide whether a closing is appropriate
If you've exchanged several emails with someone, it can be tempting to skip the closing. In this case, it's good to be thoughtful about including a closing in your email. While your conversations might have become more casual, an email closing still exhibits attention to detail and professionalism. Additionally, the recipient may forward your email to others within the organisation who may not have communicated with you previously. A thoughtful closing can help you leave a favourable impression on them and make the communications clear and easy to follow.
Create an email signature
You can create an email signature with the tools available from most email providers. This gives you an opportunity to appear more polished and professional because your signature is personalised. Having your own email signature sometimes enables you to add design elements to make it more creative which is a good idea if you work in a creative industry, such as marketing, design or fashion. Creating an email signature with your job title and contact information may help you save time by automatically including this information with every email.
Phrases to use and avoid in professional email closings
Email correspondence is popular with business professionals, and you may regularly communicate with others through a work email. When you write to other professionals, it's important to use professional language regardless of how familiar you may become with each other. Some email endings that are common may be too casual to use in a professional setting. Below are examples of how to end an email and closings you may not want to include in professional emails:
Professional email closing examples
Here are a few of the most common ways to end a professional email:
Examples of email closings to avoid
Here are some email closing phrases you might avoid in professional environments:
Thanks a bunch
6 ways to end an email (with examples)
Here are examples of how to end an email, based on your stage in the hiring process:
1. When applying for a job
Some job postings request that you apply via email. In these types of emails, it's important to attach your CV if the company is requesting it and to end your email on a positive note. Sometimes, adding a phrase that prompts a response from the employer is helpful. For example, you may write something like this:
Thank you for considering me for this position. I look forward to hearing from you!
Ang Teck Joo
Experienced Sales Professional
+65 3555 8165
2. After completing a phone screening
When closing an email to send to company managers after a phone screening, it's often beneficial to be very polite and accommodating to any request they may have. This might help you leave a good impression and show your willingness to complete the next steps. Consider writing something like this:
I've attached my portfolio for your review. Please let me know if there's anything else you need.
Loh Beng Sun
Web Designer & Illustrator
+65 4555 4864
3. When responding to a meeting request
When writing an email to respond to a meeting request, you typically include all the necessary information in the body of your email so your closing phrase can be simple. For example, you may end your email by writing this:
I look forward to meeting with you next Monday.
Sim Boon Hong
Social Media Marketing Professional
+65 7895 5456
4. After completing an interview
After completing an interview, you might want to write a follow-up email. This can help remind hiring managers of your interview and express your interest in the position. When ending this type of email, consider writing something like this:
I look forward to the next step in the process.
Elva Chew Bee Lay
Full Stack Software Engineer
+65 1115 5678
5. When accepting a job offer
After accepting a job offer, it's important to continue to make a great impression on the managers and professionals who already work for the company. You also may want to prompt further conversation to receive instructions on the next steps to take to solidify your employment. For example, you may write something like this:
I look forward to discussing the details and next steps!
Goh Siong Chin
Experienced Finance Professional
+65 7855 6789
6. After answering a question
A common email interaction you may face in a professional setting is responding to a question from a colleague or external party. When ending these types of emails, it's important to offer availability to answer more questions. For example, you may write something like this:
Let me know if you have any other questions or if I can provide more clarity.
Tay Chok Meng
+65 6998 7941
The model shown is for illustration purposes only, and may require additional formatting to meet accepted standards.
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