11 Best Phrases to Close an Email, Plus the #1 Way You *Don’t* Want to End Your Message
You crafted an email, checked it twice and perhaps even asked a colleague for feedback to ensure it was just the right amount of nice. Ready to send it off?
Experts say there's one last step to making a lasting impression: the sign-off.
"If you’ve taken the time to construct the email, knowing how to close it is just as important," says communication coach Anjel McLaughlin.
But why? The email-ending phrase may be overlooked. It's not the often-stressed-over first impression—that's the greeting. It's not the meat of the message, either—the body has that distinction. But career and etiquette experts spill that the final phrase in an email is more than a cherry on top.
"Every communication we send is a reflection of ourselves, and the close of an email is the final impression you can give the recipient," says Andrew McCaskill, a LinkedIn career expert and the creator of The Black Guy in Marketing newsletter. "While it doesn’t have to be the most memorable portion of your email, you don’t want it to distract from or diminish the message you just delivered in the text above."
But what else is there to say? So little, yet so much. Experts share exactly how to end an email (and one thing to definitely avoid).
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Pitfalls of Not Knowing How to End an Email
Experts know people aren't intentionally closing an email incorrectly. But they highlight that swinging and missing on an email-ending phrase may be a sneaky thing holding you back in your personal or professional life.
"It can feel like you are trailing off or not utilizing some key strategies, like a call to action or declarative statement," says Elaine Swann, an etiquette expert. "You end up wasting time."
In a work setting, you may sound a bit too casual.
"While email sign-offs are becoming less formal, even in business settings, you should be cautious of not skewing too far towards the overly-informal phrases like later and TTYL," McCaskill says.
On the flip side, you may come off as a bit too much.
"[One risk] is sounding too demanding, needy...aggressive, pushy [or] cold," McLaughlin explains.
11 Best Phrases to End an Email, According to Communication Experts
1. I can’t wait to see you at the work event on [insert date/time] at [insert location or video call link]
McCaskill says this phrase is perfect for ending an email that involves scheduling a meeting.
"[It] provides the necessary details for your upcoming interaction, including time and location," McCaskill says. "Feel free to include links to digital meetings here too."
2. Thank you for your consideration
McLaughlin says this one is also ideal for professional settings, such as asking for a favor, pitching an idea to a boss or sending thank-you notes after job interviews.
"Respecting someone’s time and acknowledging that they indeed have no obligation to help you is important," McLaughlin says. "Reaching out with respect always wins."
3. I truly appreciate what you've done
So much is lost over email when you can't pick up tone or body language as you would in person, Swann says. This phrase wraps up an email with class and a welcome dose of gratitude.
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4. I look forward to your review of [insert specific project/assignment], especially your thoughts on Y [insert important topic]
This short phrase goes big on essential details.
"This closing clearly explains what you need, with instruction on the specific deliverables expected of the email recipient," McCaskill explains.
5. I’m excited to continue a conversation around how I can best help [company name] meet its [marketing, for example] goals
McCaskill loves this phrase for emails that double as cover letters.
"It's customized to the specific position with the company name and job function, such as marketing, and frames the close around what the company will gain from hiring you," McCaskill says.
6. I am open to dialogue and look forward to moving through this
Some emails can get tense. This closing phrase can help soften any blows.
"Regardless of how right you feel about the subject, getting to the bottom of anything requires dialogue," McLaughlin says. "Using this approach allows you to put your thoughts out there and invites continued communication versus potentially shutting them down, which rarely allows for progress."
Related: Please and Thank You! 50 Etiquette Rules To Live By—All Approved by Experts
7. I’m really impressed with your work on this to date and can’t wait to see how you keep up the momentum
Speaking of high notes, this phrase recommended by McCaskill is the epitome of one.
"Praise can go a long way, and this closing not only makes the recipient aware of your positive view of their work but also reinforces similar expectations for continued work," he says.
8. I look forward to catching up soon
McLaughlin recommends this phrase when RSVPing no to party invites from family and friends.
"Regardless of why you’re declining, you want to make sure your intentions are known that you desire to continue the relationship," she says.
9. Warm regards
McLaughlin believes this phrase sounds friendly but professional—ideal for office settings.
"It implies warmth but with professional boundaries," McLaughlin explains.
Swann says salutations at the end are short-and-sweet ways to close an email.
"They put a button on it and let a person know that this is the end of a message," Swann explains.
10. I’m optimistic we can move forward
McLaughlin says that discussing some topics via email can feel ominous and jarring to the recipient. Examples of these emails include looking for a new job or moving on unexpectedly. McLaughlin says it's a thoughtful gesture to end an email optimistically without veering into toxic positivity territory feels thoughtful,
Swann agrees that trying to end tough emails with a ray of hope is important.
"Maybe you had to share some information that is not the best or information or an update that is going to be a bit unsettling," Swann says. "Still, end that email on a high note.
11. Thank you again for all of your help—we couldn’t have completed the task without you
Gratitude goes a long way.
"Showing thanks is one of the most important things we can do," McCaskill says. "Sometimes, an email doesn’t require further action."
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The #1 Way Not to End an Email
By not closing it out at all.
"Just letting your thoughts trail off without a clear next step or call to action is a failed opportunity at clear communication and the worst way to close an email," McCaskill says.
Swann agrees.
"When you end and go with your name, it’s almost as if you trailed off and left," Swann explains.
Next up, 5 Ways to Politely Quit a Group Chat, According to Experts
