Email Sign Offs

An email sign-off is the word or phrase you place directly before your name at the end of an email. It serves as a polite transition from the body of your message to your signature. Common examples include "Best regards," "Thanks," and "Sincerely."

The sign-off is distinct from the closing line (the last sentence of your email body) and your signature (your name and contact information). Together, these three elements make up your complete email ending.

Here is how they work together:

In this example:

• Closing line: "Please let me know if you have any questions."
• Sign-off: "Best regards,"
• Signature: Name, title, and company

Your sign-off might seem like a small detail, but it plays several important roles in your email communication:

1. Sets the Tone of Your Relationship

Sign-offs communicate how you view your relationship with the recipient. "Sincerely" suggests a formal, professional distance. "Cheers" implies casual familiarity. Choosing the wrong one can send unintended signals about how you see the relationship.

2. Reflects Your Professionalism

Like a firm handshake at the end of a meeting, a proper sign-off demonstrates attention to detail and respect for professional norms. Sloppy or overly casual sign-offs can undermine your credibility.

3. Creates Closure

Emails without sign-offs can feel abrupt or unfinished. The sign-off provides a clear signal that your message is complete and makes the transition to your signature feel natural.

4. Reinforces Your Message

A sign-off like "Thanks" reinforces a request. "Looking forward to hearing from you" emphasizes that you expect a response. The right sign-off can subtly strengthen your core message.

Selecting the appropriate sign-off comes down to three key factors:

1. Your Relationship with the Recipient

• First-time contact: Err on the side of formality. "Best regards" or "Sincerely" are safe choices.
• Established professional relationship: "Best" or "Thanks" works well.
• Close colleagues: Casual options like "Cheers" or "Talk soon" are acceptable.

2. The Purpose of Your Email

• Making a request: Use "Thanks" or "Thank you" to express advance gratitude.
• Sharing information: "Best" or "Best regards" are neutral and appropriate.
• Expressing gratitude: "With appreciation" or "Many thanks" emphasizes thankfulness.
• Formal communication: "Sincerely" or "Respectfully" maintains appropriate distance.

3. Your Industry and Company Culture

• Traditional industries (law, finance, government): Stick to formal options.
• Tech and startups: Casual sign-offs are generally acceptable.
• Creative industries: Personality is often welcomed in sign-offs.
• When in doubt: Observe how others in your organization sign their emails.

"Best regards" and "Kind regards"

These are the workhorses of professional email. They work in virtually any business context and never seem inappropriate. "Best regards" is slightly more common in American English, while "Kind regards" is popular in British English and international correspondence. When in doubt, use one of these.

"Best"

A shortened version of "Best regards" that has become widely accepted in professional settings. It is efficient, friendly, and appropriate for most business emails. Some consider it too casual for very formal contexts, but it works well for everyday communication.

"Thanks" and "Thank you"

Perfect when you have asked for something or when someone is doing you a favor. "Thank you" is slightly more formal than "Thanks." Avoid using these when you have not actually asked for anything, as it can seem presumptuous.

"Sincerely"

The most formal common sign-off. It is ideal for job applications, formal business letters, and communication with senior executives or clients. Some consider it old- fashioned for everyday email, but it is never wrong in formal contexts.

"Respectfully"

Used when writing to someone significantly senior or in contexts requiring deference, such as government officials, judges, or very senior executives. It conveys appropriate respect for the recipient's position.

"Cheers"

Common in British English and increasingly used in American tech and creative industries. It conveys friendliness and informality. Avoid it in formal contexts or with people you do not know well. Some recipients may find it too casual for professional email.

"Warmly"

Strikes a balance between professional and personal. It is particularly effective when you want to convey genuine warmth without being overly casual. Popular in creative fields and with clients you have established relationships with.

"All the best"

A friendly but professional option that works well in most contexts. It conveys goodwill without being too casual. Particularly appropriate when you want to add a personal touch to a professional email.

Some sign-offs should be reserved for personal emails or avoided entirely:

Job Applications

Stick to formal options that convey professionalism:

• Sincerely,
• Best regards,
• Thank you for your consideration,

Client Communication

Balance professionalism with warmth:

• Best regards,
• Thank you,
• Looking forward to working together,

Internal Team Emails

Casual options are often acceptable:

• Thanks,
• Best,
• Talk soon,
• Cheers,

Networking and Cold Outreach

Professional but approachable:

• Best,
• Thanks in advance,
• Looking forward to connecting,

After Receiving Help

Emphasize gratitude:

• With gratitude,
• Many thanks,
• I really appreciate your help,

Following Up on Unanswered Emails

Polite but direct:

• Thanks for your time,
• Looking forward to your reply,
• Best,

Email conventions vary by region. Here are some patterns to be aware of:

United States

American business email tends toward the casual end of professional. "Best," "Thanks," and "Best regards" are all common. "Sincerely" is reserved for formal contexts.

United Kingdom

"Kind regards" is more common than in the US. "Cheers" is widely accepted in casual professional contexts. "Yours sincerely" (with the 's') is used when you know the recipient's name; "Yours faithfully" when you do not.

Australia and New Zealand

Generally more casual than the UK or US. "Cheers" is very common. Australians often skip formal sign-offs with close colleagues, using just their name or initials.

Continental Europe

Formality levels vary by country and language. When writing in English to European contacts, "Best regards" and "Kind regards" are safe choices. Some European languages have more elaborate formal closings that may translate awkwardly to English.

Asia

Generally more formal than Western business culture. Titles and formal sign-offs are expected. When in doubt, err on the side of formality with "Best regards" or "Sincerely."