A good email ending does two things: it makes a clear ask or next step, then signs off in a tone that matches the message. The closing is the last thing the reader sees, so it shapes the impression you leave — get it right and you sound clear and confident.
End with a clear next step
Before the sign-off, tell the reader what happens next: “I’ll send the draft by Friday,” “Let me know if Tuesday works,” or “No reply needed — just keeping you posted.” A vague ending (“let me know your thoughts”) invites a vague response, or none.
Sign-offs by situation
Formal / professional:
- Best regards, — safe and professional almost anywhere.
- Kind regards, — warm but still formal.
- Sincerely, — for cover letters and very formal notes.
Friendly / familiar:
- Thanks, or Thanks so much, — when you’re asking for something.
- Cheers, — casual, common in some regions and industries.
- Best, — short and neutral.
Following up or grateful:
- Thanks for your time,
- Looking forward to hearing from you,
Sign-offs to avoid
- Sent from my phone as an excuse for sloppiness — proofread anyway.
- Thx, Rgds and other texting abbreviations in professional mail.
- Overly casual ones (Later!, XOXO) where they don’t fit.
- No sign-off at all — abrupt in most contexts.
Match the tone to the relationship
The same email to a new client and a close colleague should end differently. When you’ve drafted a closing and aren’t sure it fits, the paraphraser can shift it — Formal mode to firm it up, Casual to warm it. Writing in a second language? Draft in your strongest one and translate as a starting point, then adjust.
Proofread the closing too
The sign-off and your name are where typos are most embarrassing — a misspelled recipient name in the closing undoes a careful email. Run the whole thing through the grammar checker before you hit send. For more on the full message, see how to write a professional email.
A clear next step plus a fitting sign-off is all a good ending needs. Keep it simple, match the tone, and send.
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