10 Closing Email Samples to Inspire Your Next Message

Are you struggling to find the perfect way to end an email? Look no further. As promised, this article includes a variety of closing email samples for you to choose from and edit as needed. Whether you’re closing a personal or professional email, these templates will help ensure you leave a positive impression with your recipient. From a simple and classic “Best regards” to a more creative and playful “Cheers to a great week ahead,” there’s something for everyone. So, without further ado, let’s dive into these closing email samples and give your emails a polished finish.

The Best Structure for Closing Emails

Closing an email appropriately is crucial as it leaves a lasting impression on the recipient. A well-structured closing can help establish a positive relationship and even open up opportunities for future communication. Here is the best structure for closing emails.

First, start with a polite and professional closing phrase. Options include “Regards,” “Best regards,” “Kind regards,” “Sincerely,” or “Thank you.” This sets the tone for the rest of the closing and leaves a positive impression.

Next, add a short sentence that summarizes the email’s content or highlights the action the recipient needs to take. This sentence acts as a reminder and ensures that the recipient doesn’t miss any critical information.

It’s essential to include a call-to-action in the closing section, which nudges the recipient to respond or take some action. The call-to-action can be as simple as “Looking forward to hearing from you” or “Please let me know your thoughts.” Keep it clear and concise, so that the recipient understands the next steps.

Finally, sign off with your name or your company’s name, followed by your contact details like phone number or email address. This information provides the recipient with all the necessary information to contact you if necessary.

In conclusion, a well-structured email closing is essential for effective communication. It should be polite, professional, and include a call-to-action, along with your contact information. Following these simple guidelines will help you leave a lasting and positive impression on your recipient and set the stage for further communication.

7 Closing Email Samples for Different Purposes

Job Rejection

Dear [Name],

Thank you for taking the time to apply for the position of [Job position]. I appreciate your interest in our company and the time you spent to send us your application.

After considering your application and qualifications extensively, we have decided to move forward with other candidates who closely match our requirements. Nevertheless, we appreciate your time and effort in applying for the position.

Please know that we will keep your application on file for future opportunities that may arise that match your qualifications.

Thank you, once again, for your interest in joining our team. We wish you the best of luck in your future endeavors.

Kind regards,
[Your Name]

Thank You for the Meeting

Dear [Name],

I would like to express my appreciation for taking the time to meet and discuss [Meeting Discussion/topic] with me. I was impressed with the insights you shared, and I am confident that our discussions will help shape our future interactions.

Your willingness to share your valuable experience and knowledge will go a long way in helping us achieve our objectives. As requested, I have attached the minutes of the meeting so that we can both have a clear understanding of our understanding of the topics.

Once again, thank you for making time to meet with me, and I look forward to our future interactions.

Best regards,
[Your Name]

Project Delivery Confirmation

Dear [Name],

I am delighted to announce that we have successfully delivered the [Project name] project as per the agreed-upon schedule. Our team worked tirelessly to ensure that we met the project objectives and exceeded expectations along the way.

I am confident that the final product meets the quality and specifications that we agreed upon, and I hope you share the same sentiments. We take great pride in our work and are committed to ensuring our customers receive the best service and products.

If there are any issues or concerns, please do not hesitate to reach out to me. I am always available to help you in any way that I can.

Thank you for trusting our company with your project, and we look forward to working with you again soon.

Warm regards,
[Your Name]

Recommendation for Employment

Dear [Name],

I am delighted to recommend [Name] for employment. Throughout our personal and professional interactions, I have been impressed with his/her hardworking and dedicated character. He/She is an excellent team player, always willing to lend a helping hand and go the extra mile to ensure deadlines are met.

[Name] has demonstrated a high level of professionalism in his/her various positions, and his/her communication skills are top-notch. His/Her exceptional problem-solving skills and ability to multitask make him/her an asset to any team.

I am confident that [Name] will be an invaluable addition to your team, and I highly recommend him/her for any employment opportunities that may come his/her way.

Thank you for your time and consideration.

[Your Name]

Invoice Reminder

Dear [Name],

I am writing to remind you that Invoice No [Invoice number] is still unpaid. We understand that oversight can happen, and therefore, we would appreciate it if you could make the payment promptly.

Please note that the payment is now due, and any delay in making the payment may incur late payment charges.

We hope to receive payment promptly and look forward to continuing our relationship.

Thank you for your attention to this matter.

Best regards,
[Your Name]

Contract Renewal

Dear [Name],

I am writing to inform you that your contract is set to expire on [Contract Expiry Date]. We appreciate the services you have provided to our company over the past [Contract Term] and are interested in continuing our fruitful affiliation.

We would like to extend your contract for another [Contract Term] starting from [Contract Start Date], and we hope you will consider this offer. If there are any changes or adjustments that you would like us to make to the contract, we would be happy to discuss them with you.

Please let us know if you are interested in renewing your contract, or if you have any questions or concerns that you would like us to address.

Thank you for your consideration, and we hope to continue working together in the future.

Warm regards,
[Your Name]

Customer Feedback Request

Dear [Name],

I hope this email finds you well. We value our customers and their opinions, and thus, we would appreciate your feedback on our services.

Your honest feedback will guide us towards providing better services in the future, and we take each review seriously. Your input will help us improve our products and services to better address your needs.

We appreciate your time and participation in this survey and look forward to hearing from you.

Thank you for your support.

Best regards,
[Your Name]

Tips for Effective Email Closings

When it comes to email communication, the way you close your messages is just as important as the content itself. Your closing statement can either leave a lasting impression or fall flat, so it’s essential to get it right. Here are some tips for crafting effective email closings:

  • Keep it brief and to the point. Your closing statement should be concise and straightforward. Don’t ramble on or include unnecessary information that might distract from the message. A simple “Thank you” or “Best regards” is often sufficient.
  • Be polite and professional. Even if you’re writing to a friend or colleague, it’s important to maintain a professional tone in your emails. Avoid using slang or casual language and always include a courteous closing statement, such as “Sincerely” or “Respectfully.”
  • Personalize when appropriate. If you have an established relationship with the recipient, a more personalized closing statement can be a nice touch. For example, “Looking forward to seeing you at the conference next week” or “Wishing you all the best for your upcoming project.”
  • Include a call-to-action. If you want the recipient to take a specific action, be sure to include a call-to-action in your closing statement. For example, “Please let me know if you have any further questions” or “I look forward to hearing back from you soon.”
  • Proofread carefully. A typo or grammatical error can undermine the effectiveness of your message, so always proofread your closing statement carefully before hitting send. Use a spellchecker and read your message out loud to catch any errors or awkward phrasing.

By following these tips for effective email closings, you can ensure that your messages are both professional and impactful. Remember that your closing statement is the last thing the recipient will read, so make it count!

FAQs about Closing Email Samples

What should I include in my closing email?

Your closing email should include a friendly farewell message, your signature, contact information, and any additional information you want to provide like links to resources or social media profiles.

What is the best way to end a closing email?

The best way to end a closing email is to use a closing phrase like “Best regards” or “Sincerely” followed by your name and title.

Is it necessary to add a postscript (P.S.) in the closing email?

No, it is not necessary to add a postscript in the closing email. However, if you want to emphasize a point or add some last-minute information, you can use a P.S. to draw attention to it.

Should I include my phone number and social media profiles in my closing email?

It is up to you whether or not to include your phone number and social media profiles in your closing email. However, if you want to make it easy for the recipient to contact you or learn more about you, it can be helpful to include this information.

How important is the tone of the closing email?

The tone of the closing email is important because it sets the tone for the entire email conversation. Make sure your tone is professional yet friendly, and that your message is clear and concise.

Should I include a call-to-action in my closing email?

If you want the recipient to take a specific action, it can be helpful to include a call-to-action in your closing email. However, make sure it is relevant to the email conversation and not too pushy.

Can I use the same closing email sample for all my emails?

While you can use a similar template for your closing email, it is important to tailor your message to each individual email conversation. This shows that you are putting effort into the email communication and are not sending generic messages.

Thanks for tuning in!

Well, there you have it! A sample of how you can end an email and leave a lasting impression. Remember, it’s important to always personalize your closing and maintain a friendly tone. I hope you found this article helpful, and I look forward to seeing you again soon. In the meantime, keep on writing those awesome emails!