How should you end an email?

Ending of an email

The ending of an email is the final section that closes your message and signals who sent it. It typically includes a closing phrase, your name, and contact details. A strong ending reinforces your message, prompts action, and leaves the recipient with a clear impression of you.

Most email endings have three parts: a sign-off phrase like "Best regards," your signature with your name and title, and contact information so recipients can reach you through other channels.

Why your email ending matters

Your closing is the last thing someone reads before deciding what to do next. A weak or missing ending can undermine an otherwise well-crafted message.

The right ending does three things: it signals the conversation is complete, reinforces the tone you've set throughout the email, and makes it easy for the recipient to respond or take action.

Think of it as the digital equivalent of a handshake. A confident, appropriate closing leaves people with a positive impression, while an abrupt cutoff or overly casual sign-off can undo the goodwill you built in the body of your message.

Professional email sign-offs

When emailing clients, prospects, or anyone you don't know well, stick to established professional closings.

• Best regards works in nearly any business context
• Sincerely fits formal correspondence like proposals or first-time outreach
• Thank you shows appreciation when you've made a request
• Regards keeps things neutral and efficient
• Looking forward to hearing from you prompts a response without being pushy

Match your sign-off to the relationship. "Sincerely" in a quick Slack-style exchange with a close colleague feels stiff, while "Cheers" in a cold email to a potential investor feels too casual.

Casual sign-offs for colleagues and established relationships

Once you've built rapport with someone, you can relax your closing. These work well for internal emails and ongoing client relationships:

• Thanks for quick requests
• Talk soon when you expect to connect again shortly
• Cheers in creative or tech environments
• Have a great weekend to add warmth on a Friday

The key is mirroring. If your recipient signs off casually, you can match their tone. If you're unsure, err toward professional.

What to include in your email signature

Your signature should make it easy for people to identify you and reach you. Include:

1. Your full name
2. Your title and company
3. Phone number
4. Email address
5. Website or relevant social profile

Keep it clean by avoiding multiple fonts, colors, or inspirational quotes. Test how it looks on mobile, since most emails get read on phones.

If you use email marketing automation, your signature should be consistent across campaigns. ActiveCampaign lets you save branded templates so every message ends with the same professional touch.

Sign-offs to avoid

Some closings create the wrong impression:

• Love or XOXO are too personal for business
• Thx or Rgrds look lazy
• No sign-off at all comes across as abrupt or careless
• Sent from my iPhone suggests you didn't give the email full attention
• Thanks in advance can feel presumptuous, though it does get responses

Also skip emojis in formal contexts. A smiley face after "Best regards" might work with a close teammate, but it's risky with new contacts.

Matching your ending to the situation

Different scenarios call for different approaches.

Sales outreach: End with something action-oriented like "Looking forward to your thoughts" or "Happy to jump on a call whenever works."

After a meeting: "Thank you for your time today" acknowledges their investment and keeps the door open.

Internal updates: "Let me know if you have questions" invites dialogue without demanding it.

Delivering difficult news: Keep it professional and empathetic. "I appreciate your understanding" works better than anything too casual.

Your business emails should feel intentional from subject line to signature. The ending is your last chance to reinforce that.

FAQs

What's the difference between a sign-off and a signature?
The sign-off is the closing phrase like "Best regards." The signature is the block of information below it, containing your name, title, and contact details.

Is it okay to skip the sign-off in a long email thread?
In rapid back-and-forth exchanges with someone you know well, you can drop the formal sign-off. But always include your name so the thread stays clear.

What's the best sign-off for a cold email?
"Best regards" or "Thank you for your time" strike the right balance. They're professional without being stiff, and they don't assume familiarity you haven't earned.

Should I include my phone number in every email?
If you want people to call you, yes. If email is your preferred channel, you can leave it out of casual internal messages but include it for external contacts.

Ready to send emails that get responses? Start your free ActiveCampaign trial and build professional templates that make every message count.