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A professional email closing is a critical component of effective business communication, directly impacting how recipients perceive your professionalism and attention to detail. Based on our assessment experience, a well-crafted sign-off can enhance your credibility and ensure your key contact information is easily accessible. This guide provides a structured approach to ending emails correctly for job applications, client communication, and internal correspondence.
Every element of an email contributes to the overall impression you make. The closing, or valediction (the phrase used to say goodbye), serves four essential functions:
A survey by Ok.com found that 67% of hiring managers form an opinion about a candidate based on the professionalism of their application emails, including the sign-off.
Creating a professional closing involves a simple, five-step process that takes only moments to implement. You can use these steps to build a reusable email signature template.
1. Conclude with a Purposeful Closing Paragraph Before your sign-off, briefly summarize your email's intent or indicate the next steps. This paragraph should thank the reader and state what you expect or hope will happen next. For example, in a job application cover email, you might write: 'Thank you for reviewing my application. I am available for an interview at your convenience and look forward to hearing from you.'
2. Select an Appropriate Valediction Your choice of valediction sets the tone. The following table outlines common options suitable for most business contexts:
| Valediction | Best Used For | Level of Formality |
|---|---|---|
| Sincerely | Formal communications, first-time contact with senior management | High |
| Best regards / Kind regards | Standard professional emails; "Kind regards" is slightly warmer | Medium |
| Best | Internal communication with familiar colleagues | Low/Medium |
| Thank you / With thanks | When making a request or when the recipient has done you a favor | Medium |
3. Include Your Full Name and Job Title Always use your full name if the recipient doesn't know you well. Including your job title, especially when emailing externally, provides immediate context for your message (e.g., Sarah Chen, Marketing Manager).
4. Provide Relevant Contact Information Make it easy for people to reach you. Essential details often include:
The context of your email should guide your choices. Here’s how to tailor your ending for common scenarios.
When Sending a Job Application from a Personal Account Your goal is to be polished and accessible. A closing for an application might look like this:
Thank you for your time and consideration.
Sincerely,
David Lee
+1 (555) 123-4567 | linkedin.com/in/davidlee
When Emailing a Client or Customer You are representing your company, so completeness is key.
I am confident this meets your requirements. Please do not hesitate to contact me with any questions.
Best regards,
Maria Garcia
Account Executive, Ok.com
+1 (555) 987-6543 | www.ok.com
When Emailing a Colleague Internally With people you know, a less formal tone is acceptable, but maintain professionalism.
I'll get the report to you by EOD tomorrow.
Best,
Tom
Key takeaways for a flawless email ending every time:
By applying these structured steps, you can ensure your email communications consistently project competence and professionalism. Selecting an appropriate valediction, including your full name and title, and providing clear contact information are the most critical actions for making a positive final impression.
