10 Professional Ways to End an Email: Sample Templates for Ending an Email Professionally

Good communication skills are essential in today’s world, whether it’s in the workplace or in personal interactions. Indeed, there are times when we send out emails for various reasons, such as sending feedback or giving updates on a project. Regardless of the intention, the body of the email can only be beneficial if it’s accompanied by a professional, courteous, and appropriate closing. In this article, we’re going to explore the art of ending an email professionally. I’ll provide you with some examples that you can edit as needed to fit your specific context and readers. So, stick around, and let’s dive into the world of email ending etiquette.

The Best Structure for Ending an Email Professionally

Emails are an essential part of business communication, and they are often the first point of contact between colleagues, clients, or potential customers. As such, it’s crucial to make a positive and lasting impression, not just with the body of the message, but also with the closing. Here’s the best structure for ending an email professionally, according to Tim Ferris’ writing style.

1. Use a Polite and Personalized Sign-Off

After you’ve written your message, it’s essential to wrap it up with a polite and personalized sign-off that shows appreciation, respect, and a definitive closing. It should convey a sense of gratitude, whether you’re expressing gratitude for a work opportunity or a friendly conversation. Examples include:

– Best regards,
– Thank you for your time,
– Sincerely,
– Warmly,
– All the best,
– Regards,

2. Add a Professional Signature

Always add a professional signature below your sign-off. Your signature should include your:
– Full Name
– Company Name
– Job Title
– Contact Information, such as email address, phone number, and website.

Also, consider adding a brief call to action and a link to your work portfolio or social media accounts.

3. Include a Professional PS Line

After your signature, include a professional postscript (PS) line, especially when you want to add some extra information after your sign-off. It can be an important detail that you don’t want the recipient to miss or a casual touch that can build rapport. Examples include:

– PS: Looking forward to hearing back from you soon.
– P.S: Here’s a link to the article I mentioned.
– PS: Have a great weekend!

Wrapping Up

In summary, the best structure for ending an email professionally is to use a polite and personalized sign-off, add a professional signature with contact information, and include a professional postscript line. By applying these strategies to all your emails, you can ensure that you create the right impression and build long-lasting relationships with your colleagues, clients, or potential customers.

7 Professional Email Endings for Different Occasions

Ending Email to a Prospective Employer

Dear Hiring Manager,

Thank you for considering my application for the position of [JOB TITLE]. I am excited about the opportunity to join your team and contribute my skills and expertise to your organization’s success.

In my previous role at [COMPANY NAME], I successfully [ACHIEVEMENT 1] and [ACHIEVEMENT 2]. I am confident that my experience and abilities make me a strong candidate for this role.

Thank you for your time and consideration, and I look forward to discussing this opportunity further.

Sincerely, [YOUR NAME]

Ending Email to a Colleague


Thank you for your assistance with [PROJECT NAME]. Your contributions were invaluable, and I could not have accomplished this without your support.

I appreciate your dedication to our team and your willingness to go above and beyond to ensure the success of our projects.

Thank you again for your hard work and commitment.

Best regards, [YOUR NAME]

Ending Email to a Supervisor


Thank you for taking the time to meet with me and discuss my performance evaluation. I appreciate your feedback and insights, and I am committed to using this information to improve my work and contribute more effectively to our team and the organization as a whole.

Thank you for your leadership and support, and please let me know if there are any additional steps I can take to further improve my performance.

Best regards, [YOUR NAME]

Ending Email to a Client


Thank you for your business and the opportunity to work with you on [PROJECT NAME]. We are committed to your success, and we appreciate your confidence in our abilities.

We are excited about the potential opportunities for collaboration and look forward to partnering with you on future projects.

Best regards, [YOUR NAME]

Ending Email to a Business Partner


Thank you for your collaboration and partnership on [PROJECT NAME]. Your input and expertise have been instrumental in achieving our shared goals, and we appreciate your commitment to excellence.

We look forward to continuing our partnership and exploring new business opportunities together.

Best regards, [YOUR NAME]

Ending Email to a Friend


Thank you for your support and encouragement during this challenging time. Your friendship means the world to me, and I am grateful for your kindness and understanding.

I look forward to catching up soon and spending time together.

Warmest regards, [YOUR NAME]

Ending Email to a Mentor


Thank you for your guidance and wisdom throughout my career. Your insights and advice have been invaluable, and I am grateful for your mentorship and support.

I look forward to continuing to learn from you and working together to achieve our goals.

Best regards, [YOUR NAME]

Tips for Ending an Email Professionally

At the end of an email, the closing should leave a positive and professional impression on the recipient. Here are some tips to help you end emails professionally:

  • Use an appropriate closing: Choose a suitable closing to match the tone and context of the email. For example, Best regards, Sincerely, or Yours faithfully are more formal closings, while Cheers, Thanks, or Warm wishes are more casual closings.
  • Include your signature: Always include your name and contact information in your email signature. This makes it easy for the recipient to contact you if they have questions or need to follow up with you later.
  • Express gratitude: Gratitude goes a long way in building relationships. Consider adding a line or two expressing your appreciation for the recipient’s time, insights, or help, depending on the nature of the email.
  • Refer to next steps: If applicable, provide an indication of what the next steps are. For example, you could say, “I’ll follow up with you next week to discuss how we can move forward” or “Let me know if you have any questions, and I’d be happy to schedule a meeting to discuss in further detail.”
  • Avoid using slang or jargon: While it might be tempting to inject some personality into your email, be mindful of your tone and word choice. Slang or jargon might come across as unprofessional or confusing, especially if the recipient is not familiar with the terms you are using.
  • Proofread: Always proofread your email before hitting the send button. Typos, grammatical errors, or incomplete sentences can detract from the professional tone of your email and leave a negative impression on the recipient.

Overall, the way you end your emails can leave a lasting impact on the recipient. By following these tips, you can ensure that your email is professional, effective, and leaves a positive impression.

FAQs on Ending an Email Professionally

What are some common ways to end an email professionally?

Some common ways to end an email professionally are “sincerely”, “best regards”, “kind regards”, “yours truly”, and “thank you”.

When should I use “sincerely” to end my email?

“Sincerely” is a formal and professional way to end an email. Use it when you want to convey respect and a serious tone.

Is it okay to use an abbreviation like “BR” instead of “best regards” in an email?

It’s best to avoid using abbreviations in a professional email. Stick to the full phrase to avoid any confusion or misinterpretation.

Do I need to include a signature at the end of my email even if my name is in the “From” field?

Yes, it’s best practice to include a signature with your name, title, and contact information at the end of your email to make it easy for the recipient to get in touch with you.

Can I end my email with just my name?

While it’s not incorrect to just end your email with your name, it can come across as abrupt. Adding a closing phrase such as “best regards” or “thank you” shows a level of courtesy and professionalism.

What is an appropriate closing for a more casual email?

If the email is more casual in nature, you can use “cheers”, “take care”, or “talk soon” as a closing phrase. However, be mindful of the recipient and the context of the email.

Are there any sentence starters to avoid when ending an email professionally?

Avoid using sentence starters like “love” or “XOXO” in a professional email. They may come across as too casual and can be inappropriate for a professional setting.

Signed, Sealed, and Delivered

Congratulations, you made it to the end and now have a few email closing templates to play around with! Just remember to keep it professional, concise, and don’t forget to proofread before hitting send. Thanks for reading and feel free to visit our website again for more tips and tricks! Happy emailing!