A professional email is arduous to write because it must follow various rules and limitations to appear appropriate. Thus, an individual must pay attention to several factors that can destroy or decrease the professionalism of the content.
In most cases, the errors occur or become apparent at the end of the email. It may be because the writer becomes relaxed at the conclusion, thinking they have dealt with the brunt of the situation. However, they fail to realize that the considerations associated with a professional email do not terminate until sent to the recipient.
Suppose you are in a face-to-face meeting. In such cases, you will never turn your face and start walking away once your chat ends. It creates an impolite image that can hinder further interactions. Instead, we try to say something encouraging or positive like “Have a Good Day” or “Looking Forward to Working With You.”
A professional email is no different from a formal face-to-face meeting. It implies that a positive concluding note with a polite and welcoming tone becomes necessary. Moreover, it should have an appropriate call to action written professionally. Overall, it ensures a higher chance of receiving valuable and constructive responses in the future.
In this article, let us deliberate on ten ways a professional email can get concluded.
A “Thank You” or a “Thanks” are the most popular ways to conclude an email. They are highly suitable for almost all occasions and situations. On top of that, they have the lowest possibility of receiving backlash or negative feedback.
A “Thanks” helps convey the email writer’s gratitude to the recipient. It may be related to work, conversation, or joint effort in which the two parties had remained involved. It is a courteous and pleasant way to conclude an email. In addition, it increases the recipient’s likelihood of responding.
A few variations include “All My Thanks,” “Many Thanks,” “I Appreciate It,” and “Thank You So Much.”
“Regards” or “Best Regards” are the second most common sign-offs for professional emails. Generally, they get utilized for an exchange involving situations with close correspondences.
“Regards” is formal and sometimes semi-formal. In addition, it can get used even at the start of professional emails without any issues.
A few variations include “Warm Regards” and “Kindest Regards.” According to Grammarhow, “Have a Nice Day,” “Take Care,” and “Cheers” are also suitable alternatives.
“Sincerely” is a polite way to conclude an email. It can get used when exchanging emails with a recipient with whom the sender does not have regular or frequent communication. Nevertheless, it can get utilized in other situations as well. For instance, it is appropriate for use in proposals and cover letters.
A few variations include “Sincerely Yours” and “Yours Sincerely.”
“Respectfully” is an exceedingly formal way to conclude an email. Conventionally, it gets used when the recipient is a government official or holds a high-ranking post or position. Also, it gets utilized when the receiver has significant influence and does not have regular communication with the sender.
A few variations include “Yours Respectfully” and “Respectfully Yours.”
- Have a Great Time
Professional emails can get concluded with a friendly and informal tone. One such way is to use “Have a Great Time.” It offers a casual and amiable approach yet remains the basic minimum formal. Also, it ensures continued communication and conversation.
Overall, it can get used for emails sent to friends and colleagues from the same organization.
A few variations include “Enjoy the Week” and “Have a Wonderful Weekend.”
- I Appreciate the Feedback
“I Appreciate the Feedback” is a polite way to conclude an email that seeks assistance or feedback in the reply. Otherwise, it can also close an email that replies to another. The latter may have some remarks or points of consideration.
The sign-off is suitable when conversing with an individual who helps the sender frequently. The former can aid in reviewing some work or polishing the latter’s skill.
A few variations include “I Appreciate the Input,” “Thank You for the Response/Opinion,” and “I Appreciate The Help.”
- Looking Forward to Your Response
“Looking Forward to Your Response” is a polite way of indicating that the recipient should reply to an email with their inputs and ideas. However, it does not mean that the sign-off forces them to send an answer compulsorily and as soon as possible.
Generally, it gets used in emails that have something that requires a response or a clarification. Thus, it may get utilized in outreach emails sent to a potential or existing collaborator or client.
A few variations can include “Awaiting to Hearing From You” and “Anticipating Your Thoughts.”
- With Appreciation
“With Appreciation” shows gratitude for a specific matter associated with the sender and the recipient. It is the best sign-off when an individual wishes to express the sentiment in a straightforward and upright yet delicate way.
A variation consists of “Much Appreciated.”
- Contact Me for Any Queries
“Please contact me” is at the end of an email shows that the sender will always remain open and available should the recipient require them for something. It can consist of reviewing or clarifying an idea or follow-ups. In addition, it emphasizes that the sender would provide answers and assistance whenever necessary.
This sign-off can get used when conversing with clients, contractors, or any other person with whom frequent communication becomes necessary. It may be for a task or a project.
A few variations include “Do Not Hesitate to Ask Questions” and “Ready to Reply to Any Query.”
- With Gratitude
“With Gratitude” is similar to “Thanks” as both sign-offs show appreciation. However, the fundamental difference is that the former gets used regarding a specific incident or matter. On the other hand, the latter gets utilized in a general sense.
“With Gratitude” is appropriate when the sender wants to thank the recipient for some help or guidance they received. It may be between two colleagues or business associates who are not well-acquainted.
The variations include “Grateful for Your Advice/Support/Time/Effort.”