How to End Business Emails Professionally With Examples | Bplans Blog (2023)

How to End Business Emails Professionally With Examples | Bplans Blog (1)

Your inbox is overwhelming, yet day after day you put in the hard work to write solid emails. Then you get to the end—and the panic sets in. How the heck are you supposed to figure out the best sign-off for your casual (or formal) business emails?

Now, it’s important that when sending employment or business-related email messages that you end your message professionally. You need to include a solid closing statement, email signature with contact information, and an appropriate sign-off. But what should those sign-off components look like?

You could scour the internet, of course. Because when you’re busy, there’s nothing like wading through 57 email sign-offs and 69 alternatives to “regards”.

Yeah, because you have that kind of time. Or, you can stop right here. Because really all you need is a grab bag of five options, as well as some effective tips to craft your own messages.

Tips for how to end your emails professionally

Before diving into the examples you can leverage it’s worth covering how to approach ending your emails. Yes, the word choice of your sign-off matters but including certain information and considering who you’re writing to is just as vital. Here are some things to consider when crafting your sign-off.

Consider your relationship with the recipient

Before even writing your email, it’s worth considering your relationship with the recipient. Are you close friends? Colleagues on the same team? Or just acquaintances that rarely interact?

This can help you determine how casual your sign-off can be. Just remember that no matter the relationship, it’s worth keeping your contact at least semi-professional when using your work email.

Use your full name

You’re likely not the only person your recipient is emailing, and there may be a good chance that other people in their inbox even have the same first or last name. Just to play it safe, and not confuse your colleague or contact, sign off using your full name.

(Video) How to write professional emails in English

Include relevant contact information

You may need to take your email conversation to a different platform depending on the conversation. As part of your signature, or in your closing statement, be sure to mention how the recipient can reach you in other ways. You may even want to call out a specific time or method that you intend to use. Even still, try to keep relevant information available in case the individual your messaging needs to reach out first.

Always include a closing

No matter if it’s your first, third, fifth, or even twentieth email in a thread. You must include a closing statement. This is not only professional, but it also helps emphasize that what you sent is all you have to say at this time. Forgetting to include it can make your messages seem unnaturally abrupt or like you forgot to finish the email. So, either add an additional line to your email signature or just make adding a closing a part of your email writing routine.

Avoid unprofessional language

If this communication is coming through your business email, you should keep any closing language professional. It doesn’t matter if your best friends or even if you’re colleague used less professional language. Sticking to more business-centric terms will ensure that emails you send outside of this thread don’t accidentally stray into becoming overly casual.

Why your email closing and sign-off matter

For starters, it’s easy to leave a lot of email closings behind. In some ways, email is a continuation of centuries of heritage of letter writing, from business letters to more casual correspondence. Some traditional sign-offs, though, get lost in translation from paper to pixel. “Yours truly” sounds like your childhood pen pal letters. “Sincerely” can still work in cover letters, but it falls flat and comes off stodgy in all but the most formal emails.

While email has contributed to a more casual tone in overall business correspondence, there are business email sign-offs you still want to avoid when you’re wearing your work hat, such as “closings you would use with personal contacts or loved ones (‘Love,’ ‘Hugs,’ etc.),” says business email etiquette expert Judith “Miss eManners” Kallos.

“The general rule of thumb with business email is, if you wouldn’t do it on your business letterhead, you don’t do it in email.”

Judith contends the best email sign-off is the one that best matches the tone of the overall email and your relationship to the recipient. “A sign-off that does not match the essence of the email’s text can be perceived as being sarcastic or downright rude,” she explains. “For example, I doubt if you were sending a professionally stern email that you would sign off with ‘Warmly’!”

And by the way, after your closing, be sure to include a signature—the tried and true combo of your full name, your title, your, your organization, and relevant contact information, such as relevant phone numbers (typically office line and cell phone), email, main webpage, and, if relevant, one to three professional social media profiles.

How to End Business Emails Professionally With Examples | Bplans Blog (2)

(Video) 8 Email Etiquette Tips - How to Write Better Emails at Work

The 5 best professional business email sign-offs

Here are some of the most common and useful email closings for sending professional emails.

  1. All the best
  2. Thanks in advance
  3. Best regards
  4. Cordially
  5. Respectfully

While you now have five solid, use-anytime sign-offs that can work in pretty much every email, it can help to know when it’s best to use each.

All the best

Consider this one your basic black, a good go-to sign-off that you can confidently use with pretty much any business email.

“All the best” has been called the “Oprah hug of sign-offs.” It’s short, simple, and combines a touch of formal and professional with wording that evokes warm feelings.

This email sign-off can go a long way toward eliciting a positive response. At the very least, “All the best” can also leave the recipient with a sense that you are being genuine in your correspondence.

Thanks in advance

While variants of the breezy “Thanks” and standard “Thank you” are no strangers to the ends of email, “Thanks in advance” can seem a counterintuitive choice.

“Thanks in advance” is a longer phrase. It’s also more formal—some have called the phrase “too presumptuous”. However, when it comes to getting replies to your email, “thanks in advance” is also remarkably effective.

In 2017, the email app Boomerang analyzed the email sign-offs in over 350,000 email threads. Their surprising results? Despite its popularity, “Best” performed, well, worst. And “Thanks in advance” surprised everyone, pulling ahead of the pack—it “correlat[ed] with the highest response rates.”

“Thanking someone in advance when you are soliciting advice or require some sort of action will always encourage a positive response,” says Judith. “Of course, you would replace that with something more apropos if there is really nothing to thank the recipient for.”

(Video) How to Write an Email Professionally? Business Email Writing Tips With Examples

Best regards

When you want to keep it professional with just the barest warm touch, “Best regards” can be your best choice, says Judith. She says “Best regards” is “commonly used in business communications,” and the popular email sign-off adds a hint of formality without veering into stuffiness or pretension.

If “Best regards” isn’t your preference, the simple phrase is also versatile. Common email closings that riff on this theme includes “Best wishes,” “Fond regards,” “Kind regards,” “Warm regards,” “Warmest regards,” and, simply, “Regards.”


On the one hand, “Cordially” might be at risk of making someone feel like they are being kept at arm’s length. However, this is business, not personal email or a greeting card, and it can be okay to have a sense of professional separation.

Especially when emailing new contacts, cold leads, or someone you don’t know quite as well or correspond with often, that extra touch of formality can also strike a solid tone that’s just right in a business email sign-off.

“Cordially,” is “good for new contacts that you plan on additional communications with,” explains Judith. It’s solid, simple, professional, and a touch cool while making it clear that you are a capable pro.


“Respectfully” is similar to “Cordially,” but with a psychological twist. When you are contacting someone in a position of power and authority—or at least someone who likes to think they are—using “Respectfully” as your business email sign-off can be a subtle but important word choice.

It’s simple: “Respectfully” implies deference. If the person you’re emailing is in charge (or at least they need to feel in charge), you can speak to that in one word.

Another benefit? Whenever you have to send one of those emails that come off like a swung hammer, you can at least wrap it in velvet. The email can still hit home the way you need it to. By signing off with “Respectfully,” however, you’re reminding the recipient that this isn’t personal, it’s business, and you have to assert a strong position while signaling that you want things to work out for the best.

Why do your business emails need a sign-off at all?

Now that you know the best five business email sign-offs and when to use them, you might also wonder why we should bother with this at all. Why not just sign your name and be done?

(Video) How To Write Professional Business Emails | Chris Guerriero

Emails with people outside your organization—customers, stakeholders, and vendors—need a cordial sign-off the same way a phone call needs a farewell—or the same way cake needs icing.

“Not only does how you sign your name set the tone of an email, so does how you choose to sign off,” says Judith. “Your closing, while very important, is the icing on the cake. It needs to be in line with the overall tone and demeanor of your email to ensure that your message is delivered with clarity and leaves no room for misunderstandings or incorrect perceptions.”An email sign-off is also simply professional—and can help you avoid email embarrassment. An email with a simple but solid closing comes across as more thought out and put together. And when it comes to business, that’s exactly what you want to be.

Anthony St. Clair

Fantasy author, business writer, globetrotter, and beer writer Anthony St. Clair has walked with hairy coos in the Scottish Highlands, choked on seafood in Australia, and watched the full moon rise over Mt. Everest in Tibet. The creator of the Rucksack Universe series, Anthony has traveled the sights and beers of Thailand, Japan, India, Canada, Ireland, the USA, Cambodia, China and Nepal. He and his wife live in Eugene, Oregon, and gave their kids passports when they were babies. Learn more at


How do you end a business email with a professional closing? ›

Professional email sign-off examples include:
  1. Sincerely.
  2. Best.
  3. Regards.
  4. All the best.
  5. Thank you.
  6. Thanks.
  7. Thank you in advance.
  8. Stay tuned.
Nov 25, 2022

How do you end an email that requires a response example? ›

Use one of the following tried-and-true email closing lines to ensure you end your message on a positive note and let your recipients know that you anticipate their response or further dialogue. Looking forward to hearing from you. Looking forward to your reply. Look forward to connecting soon.

What is a proper closing for a professional email for business letter? ›

If you want to be very formal in closing your business letter, consider using one of these phrases: Respectfully. Yours sincerely. Yours respectfully.

What is a professional closing salutation? ›

Sincerely, Sincerely yours, Regards, Yours truly, and Yours sincerely. These are the simplest and most useful letter closings to use in a formal business setting. These are appropriate in almost all instances and are excellent ways to close a cover letter or a job inquiry. “

How do you write a professional closing? ›

10 ways to end a business letter
  1. 1 Yours truly. Like a navy blue jacket or a beige appliance, “yours truly” doesn't stand out, and that's good. ...
  2. 2 Sincerely. ...
  3. 3 Thanks again. ...
  4. 4 Appreciatively. ...
  5. 5 Respectfully. ...
  6. 6 Faithfully. ...
  7. 6 Regards. ...
  8. 7 Best regards.
Jun 2, 2022

What is a good closing sentence for an email? ›

I look forward to seeing you soon. I'm looking forward to your reply. We hope that we may continue to rely on your valued custom. We look forward to a successful working relationship in the future.

What is the best sentence to end an email? ›

Here are some of the most common sign-offs to end an email:
  • Best.
  • Sincerely.
  • Regards.
  • Kind regards.
  • Thank you.
  • Best regards.
  • With gratitude.
  • Many thanks.
Mar 16, 2023

How do you say stay in touch professionally? ›

I'd love to stay in touch — here is my visit card.” “I'd like to further discuss this with you — do you mind giving me your contact information?” “If I have a question about [topic you talked about/they are an expert in], can I email you?” “Shall we stay in touch, then?

How do you end a professional email asking for something? ›

Polite Close
  1. Thank you for your assistance.
  2. Thank you in advance for your help.
  3. I look forward to hearing from you soon.
  4. Please let me know if you have any questions.
  5. Please feel free to contact me if you need any further information.

What is an example of a complimentary close in a business letter? ›

Complimentary close

“Sincerely,” “Yours truly” and “Cordially” work well for most forms of correspondence.

How do you say sincerely professionally? ›

Alternatives to "Sincerely" and when to use them
  1. All my best.
  2. Best or Best wishes.
  3. Goodbye.
  4. Regards or Warm regards.
  5. Respectfully.
  6. Looking forward to hearing from you.
  7. Speak to you soon.
  8. Take care.
May 1, 2023

What is an example of best regards? ›

Best regards

This sign-off is respectful but slightly more familiar in tone than “kindest regards.” It can be used in both personal emails and emails to coworkers or associates. Example: Best regards Dear Ms. Li, I hope you're having a good week.

What is the most polite way to end a letter? ›

The preferred letter ending phrases for formal, social, or business correspondence are “Sincerely,” “Sincerely yours,” “Very sincerely,” or “Very sincerely yours.” “Kind(est) regards,” and “Warm(est) regards” fill a nice gap between formal and more intimate closings.

Which is the most professional opening salutation? ›

The standard salutation is "Dear [name]," which reflects professionalism and conveys respect. It may be considered old-fashioned, but it is generally more acceptable when there are still unknowns.

How do you end a formal communication? ›

5 strong sign-offs
  1. Sincerely (yours), A classic sign-off for any kind of correspondence, Sincerely is formal, but not excessively so. ...
  2. Regards, Regards is another common sign-off. ...
  3. Best, Best is a shortening of the phrase “Best regards” or “Best wishes,” which strikes a less formal tone than either. ...
  4. Best wishes, ...
  5. Cheers,
Jan 4, 2023

What is the most formal closing statement? ›

For example, if you're writing a letter of appreciation, you might end with “Thank you” or “With appreciation.” If your letter relates to a job application, you will use a more formal closing, such as “Sincerely” or “Respectfully yours.”

How do you start a good closing statement? ›

Conclusion. To summarize, your team's closing argument should start by telling your story, including references to evidence presented at trial. Your closing argument should then give some arguments about why the judge should believe your story, and not your opponent's.

Is best a polite way to end an email? ›

This is the best email sign-off, according to Business Insider. “Best” is a safe and inoffensive choice for most occasions. At the same time, if you feel this email ending is too colloquial, you can pick “Best regards” for an initial email.

What is a good professional email signature? ›

Professional email signatures are like digital business cards placed at the bottom of emails. They usually include your full name, company details, and contact information. Email senders can also add more interactive elements, such as photos, logos, or even links for marketing and other business purposes.

What can I say instead of kind regards? ›

"Kind Regards" Alternatives
  • Sincerely.
  • Cordially.
  • Many thanks.
  • Take care.
  • Sending you the best.
  • Respectfully.
  • Thank you for reading.
  • With gratitude.
Jun 25, 2019

What can I say instead of warm regards? ›

Warm Regards Alternatives
  • Best Regards.
  • Kind Regards.
  • Good Wishes.
  • Greetings.
  • Compliments.
  • Respects.
  • Congratulations.
  • Looking forward to your response.
Dec 3, 2021

What can I say instead of best regards? ›

Various official “best regards” alternatives
  • Cordially.
  • Take care.
  • Sending you the best.
  • Respectfully.
  • All My Best.
  • Best Wishes.
  • Warm Wishes.
  • Regards.

How do you make professional connections? ›

Here's how to develop and extend your network:
  1. Tell family, friends, other students, and immediate contacts about your career interests. ...
  2. Share relevant contacts from your network with others and you will usually find such favors returned to you in kind.
  3. Join professional associations in your field and attend conferences.

How do you follow up professionally? ›

Here are some key things to keep in mind when you reach out to someone for the second (or third, or fourth) time.
  1. Have a compelling subject line. ...
  2. Be mindful of your tone. ...
  3. Keep it short and use simple language. ...
  4. Make a clear ask. ...
  5. Give them an out. ...
  6. Be judiciously persistent.
Jan 13, 2021

How do you connect with someone professionally? ›

Like those leaders, you, too, can increase your ability to connect with your professional colleagues; here are seven easy ways how:
  1. Focus on your awareness. ...
  2. Actively listen. ...
  3. Give others your undivided attention. ...
  4. Put yourself in their shoes. ...
  5. Share more than just the wins. ...
  6. Don't be afraid to be human.
Sep 29, 2021

What are 3 examples of complimentary close? ›

"Among the complimentary closes to choose from are: Yours sincerely, Very sincerely yours, Sincerely yours, Sincerely, Cordially, Most sincerely, Most cordially, Cordially yours.

What is complimentary close and examples? ›

Meaning of complimentary close in English

the words that you write at the end of a business letter before you write your name, for example, 'Best wishes', 'Yours truly', 'Sincerely', etc.

Which closing is correct and appropriate in a modern day business letter? ›

1. Sincerely. This professional sign-off is always appropriate, especially in a formal business letter or email.

What is the most respectful regards? ›

“Best regards” typically suggests that you respect the recipient, but don't necessarily have a close personal relationship with them. Other similar closings include “best wishes,” “all the best” and “warmly.” More formal closings are “sincerely” or “respectfully.”

How do you end an email thank you and regards? ›

"Thanks" is typically best if you're asking for something, versus "regards," which is better to close an informational note. Other professional letter closings include “sincerely,” “best” and “best regards,” while other casual letter closings include “take care,” “cheers” and “talk soon.”

Which is more formal best regards or sincerely? ›

When you do know the name of the person (and it is a formal letter) you sign off 'Sincerely' or 'Respectfully yours'. 'Best regards' and 'Kind regards' are less formal (they're not used to end very formal letters).

How do you add a professional ending to an email? ›

Add or change a signature
  1. Open Gmail.
  2. In the top right, click Settings. See all settings.
  3. In the "Signature" section, add your signature text in the box. If you want, you can format your message by adding an image or changing the text style.
  4. At the bottom of the page, click Save Changes.

Is sincerely a good way to end a professional email? ›

How to End a Professional Email. Let's start with the basics. As any job recruiter would tell you, the standard way to end any letter is with "sincerely." And don't get us wrong, sincerely is a perfectly acceptable sign off for an email – but it's also unoriginal and overused.

Can you end a professional email with respectfully? ›

6 Respectfully/Respectfully yours

This one's okay if you're sending a formal missive to the POTUS, but it's too formal for anything else. In fact, according to Business Insider, respectfully yours is the standard close for addressing government officials and clergy.

Is it professional to end an email with sincerely? ›

'Yours sincerely' and 'Yours faithfully' should be reserved for formal emails and letters, such as job applications and business correspondence. You are unlikely to encounter these in day-to-day email correspondence. Hence, 'Kind regards' and 'Best regards' are better options for workplace emails.

How do you end an email in a fancy way? ›

Formal email sign-offs
  1. Regards – might not have the wow factor, but you can't go wrong with this.
  2. Best regards – still nice and formal, but feels friendlier than "regards".
  3. Kind regards – even friendlier still.
  4. Warm regards – this is a lovely sign-off, especially after a thank you email.
  5. Best wishes – A strong choice.
Dec 15, 2020

What is the polite formula at the end of an email? ›

The most common way to end an email are: Best regards. Kind regards. Yours faithfully (if you began the email with 'Dear Sir/Madam' because you don't know the name of the recipient)

What is the professional email rule? ›

Rules for email etiquette
  • Use a clear, professional subject line. ...
  • Proofread every email you send. ...
  • Write your email before entering the recipient email address. ...
  • Double check you have the correct recipient. ...
  • Ensure you CC all relevant recipients. ...
  • You don't always have to "reply all" ...
  • Reply to your emails.

How do you say I will be in touch professionally? ›

I'd love to stay in touch — here is my visit card.” “I'd like to further discuss this with you — do you mind giving me your contact information?” “If I have a question about [topic you talked about/they are an expert in], can I email you?” “Shall we stay in touch, then?


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