Your Guide to Professional Email Sign Offs

Your Guide to Professional Email Sign Offs

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Every email is a piece of art that conveys the sender’s messages most effectively, specifically in the working world. Despite being the basic form of communication, crafting a professional email can indeed cause many people a headache. The problem is not what to write but rather what to sign. We bet your email also entails the same closure as the rest of us – either “Regards” or “Best regards”.

Don’t feel astonished, there’s nothing wrong with those common “last words”. However, not all emails are created equally so it’s important to customise yours for the right purpose. Let’s start with the end. Below is the list of possible options depending on the context of your email:

formal email signoff

appreciative email signoff

What are the Safe Choices?

While “Regards”, and “Best regards” are commonly used for any type of emails, they are not necessarily the only choice. If you want to maintain a certain level of professionalism but with a friendlier tone, you can opt for “Cheers” or “Best”.


Did you know that this simple word can increase your chances of getting a reply, only second to “thank you in advance”? According to Boomerang app, “Cheers” makes an otherwise robotic email more conversational. In the case of British or Australian slang, it also poses a certain level of intimacy as in “Cheers, mate!”


As succinct as it can get, “Best” is perhaps the most effective way to conclude a business email, regardless of the formality. Although it may sound dull at times, it helps to divert the reader’s attention to what really matters – the sender’s message.

Call-to-Action Sign Offs

For those who seek the reliever’s opinion on a certain matter or expect their actions, it’s also recommended to include “call-to-action” sign offs. For example, you can use phrases like “Let me know if you are interested”, “Let me know what you think”, “Let’s discuss…”, or “Don’t forget to…”.

Email Sign Offs to Avoid

Different email formats or intentions can have different sign offs, but it doesn’t mean that any word or phrase is acceptable. You may inject a little creativity into your email sign off but make sure to keep it appropriate.

If the receiver is a close acquaintance, you can choose to conclude your email with phrases such as: “Ciao”, “Talk soon”, “You’re the best”, “Stay awesome”, or even a smiley face =). Otherwise, it’s best to tone down the intimacy level in business emails.

Keep in mind that abbreviations are a no-no, just as bad as not having any sign off at all. On the other hand, lengthy closure (think corporate logos, contact details, even quotes or sales pitch) will likely to cause a negative first impression of you.

And don’t even think about these phrases if you are contacting someone for the first time:

  • Hope life is treating you well.
  • Sending good vibes your way!
  • XOXO
  • Sent from my iPhone.

Last but not least, be mindful of the consistency of your tone of voice; it would cause confusion for your receiver if, for example, you discuss bad performance and sign with “Keep up the good work”.

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