How to End an Email: Sign-Offs and Closing Lines for Every Situation
To end an email, write a closing line that says what happens next, then add a sign-off and your name. Choose the sign-off by how well you know the reader. If you are unsure, “Best regards” works in almost any work email.
This guide shows how to end an email for every common reader and situation. To pick one quickly, find your reader in the first column.
| Who you are writing to | Sign-off | Example closing line |
|---|---|---|
| Someone new, senior or official | “Sincerely” or “Best regards” | “Thank you for considering my request.” |
| A client or colleague you know | “Kind regards” | “Does Thursday work for a call?” |
| A teammate | “Thanks” or “Best” | “I’ll send the draft by noon.” |
| Someone you are asking for help | “Many thanks” | “Any advice would help a lot.” |
| Customers, in a marketing email | “The [Brand] team” | “The sale ends Sunday.” |
How to End an Email in Three Steps
Every good email ending has three parts, in this order: a closing line, a sign-off, and your name with a short signature.
- Write a closing line that tells the reader what happens next.
- Add a sign-off that fits the reader, such as “Kind regards”, with a comma after it.
- Sign with your name, with a short signature block below it.
What’s a Good Closing Line for an Email?
A good closing line tells the reader, in one sentence, what you want to happen next. It sits right above the sign-off. In a formal email, “Thank you for your time and consideration” is a safe choice. Start with these email closing lines.
To ask for a next step
- “Could you confirm by Friday?”
- “Let me know which option you prefer.”
- “Can we set up a 20-minute call next week?”
To say thanks
- “Thanks again for your help with this.”
- “I appreciate the quick reply.”
To offer help
- “Let me know if you have any questions.”
- “I look forward to hearing from you.”
To close with no action needed
- “No need to reply. This is just for your records.”
Choose a Sign-Off That Fits the Reader
To sign off an email, choose the sign-off by how well you know the reader. Use “Sincerely” or “Respectfully” with someone new, senior or official. Use “Best regards” or “Kind regards” with clients and colleagues, and “Thanks” or “Best” with people you email every day.
Put the sign-off on its own line, capitalize only the first word and add a comma. When in doubt, copy the reader. If a client signs off with “Thanks”, you can too.
Add Your Name and a Short Signature
To sign an email, put your name on the line under the sign-off, then a short signature. Use your full name in a first email. Add your role, your company and one way to reach you, and leave out quotes and large images. Here is a complete email ending:
Could you confirm the delivery date by Friday? That gives us time to update the launch email.
Best regards,
Sam Carter
Customer Success Lead, Example Co.
sam@example.com
Understanding Email Sign-Offs
An email sign-off, also called a complimentary close, is the short phrase between your last sentence and your name, such as “Kind regards” or “Thanks”. People also call it an email closing. A formal sign-off, such as “Sincerely”, suits a first email, a job application or a message to someone senior.
What Makes a Good Email Sign-Off?
A good email sign-off fits the reader, fits the message, stays short and stays consistent.
- Match the relationship. Be formal with people you do not know and warmer with people you do.
- Match the message. A thank-you email ends with thanks. A request ends with the next step.
- Keep it short. One to three words is enough.
- Stay consistent. Use the same sign-off with the same person.
Best Email Sign-Offs
For most work email, “Best regards”, “Kind regards” and “Thank you” are the safest sign-offs. Use “Sincerely” for formal letters, and “Thanks” or “Best” with people you email often. These 26 ways to end an email are grouped by tone.
| Sign-off | Use it with | Avoid it with |
|---|---|---|
| Formal | ||
| Sincerely | Cover letters, first contact | Teammates |
| Yours sincerely | British letters to a named reader | Casual email |
| Yours faithfully | British letters to an unnamed reader | Named readers |
| Respectfully | Senior leaders, officials | Peers |
| Cordially | New business contacts | Friends |
| With appreciation | Someone who helped you | Routine updates |
| Thank you for your time | Job applications | Teammates |
| Semi-formal | ||
| Best regards | Anyone at work | Close friends |
| Kind regards | Clients you know | Casual chats |
| Regards | Quick replies | Thank-you notes |
| Best | Ongoing threads | Senior first contact |
| Warm regards | Clients you know well | First contact |
| Warmly | People you know well | Strangers |
| Best wishes | Holiday notes | Complaints |
| Thank you | Requests | Status updates |
| Many thanks | Anyone who helped | Formal letters |
| Thanks in advance | People who agreed to help | Favors not yet agreed |
| Looking forward to hearing from you | Emails that need a reply | Updates |
| Casual | ||
| Thanks | People you know | Formal first contact |
| Thanks again | Follow-ups | First emails |
| All the best | Goodbyes, contacts | Formal requests |
| Take care | Colleagues, friends | Formal emails |
| Talk soon | People you will speak to soon | First contact |
| Have a great weekend | Friday emails | Formal requests |
| Cheers | Teammates | Formal emails |
| Thx | Close teammates | Clients, managers |
Sign-Offs for Formal and Professional Emails
“Best regards” fits the most work situations, and “Sincerely” is the classic formal sign-off. These formal email endings suit new contacts, senior people and official requests:
- Best regards: fits almost any business email.
- Kind regards: a little warmer, still professional.
- Sincerely: for cover letters and official letters.
- Respectfully: for officials and senior leaders.
- Yours faithfully: the British close for a reader you do not name, as in a letter that opens “Dear Sir or Madam”. When you use the reader’s name, the UK convention is “Yours sincerely”.
Business Email Sign-Offs
The best way to sign off a business email is “Best regards”, followed by your full name, role and company. Two alternatives fit specific cases:
- Kind regards: for clients and partners you already work with.
- Thank you: when you ask for something, such as a quote or a decision.
Other good business email endings are “Looking forward to working with you” at the start of a project and “Thanks again” after someone has helped.
Sign-Offs for Friendly and Casual Emails
For a warm sign-off, use “Warm regards”, “Warmly” or “Take care”. With close teammates, “Thanks”, “Cheers” or “Talk soon” is enough.
- Warm regards: friendly but still professional, for clients you know well.
- Warmly: personal, for people you have a relationship with.
- Take care: caring and relaxed.
- All the best: positive and neutral, good for goodbyes.
- Cheers: casual, only for people you know.
Should You End Every Email with “Thank You”?
No, but thanking the reader is a good default when you ask for something or when someone has helped you. Boomerang’s 2017 study looked at more than 350,000 email threads. Emails with a thankful closing got a reply 62% of the time, against 46% for those without one.
To end an email with thank you, use “Thank you” or “Thanks again” as the sign-off, or thank the reader in the closing line. Skip the thanks on a status update with nothing to thank the reader for.
Sign-Offs for Promotional and Marketing Emails
In a promotional email, sign off as a real person or a named team, right after the call to action (the main button or link). Good examples are “Emma, founder of [Brand]” and “The [Brand] team”. The section on email sign-offs for ecommerce businesses shows more.
How Does Gen Z Sign Off Emails?
Gen Z most often signs off emails with “Thanks”. ZeroBounce surveyed nearly 1,400 people born between 1997 and 2012 in the US, Canada, the UK and other European countries. The survey ran from December 2024 to January 2025. Among those who use a sign-off, 53% use “Thanks” and 35% use “Sincerely”. Of all respondents, 14% use no sign-off and rely on their email signature. And 57% said the hardest part of work email is knowing how formal to be.
Funny or very casual sign-offs, such as “Thx”, “ttyl” (talk to you later) or “Later”, belong in chats with close teammates. Keep them out of first and client emails.
Which Email Sign-Offs Get the Most Replies?
Sign-offs that thank the reader got the most replies in Boomerang’s study of more than 350,000 email threads. Among sign-offs used at least 1,000 times, the top three were “Thanks in advance”, “Thanks” and “Thank you”.
| Sign-off | Reply rate |
|---|---|
| Thanks in advance | 65.7% |
| Thanks | 63.0% |
| Thank you | 57.9% |
| Cheers | 54.4% |
| Kind regards | 53.9% |
| Regards | 53.5% |
| Best regards | 52.9% |
| Best | 51.2% |
| All emails in the sample | 47.5% |
The threads came from the mailing-list archives of more than 20 online communities, and the data is from 2017. The study shows a link between sign-off and reply rate, not that the sign-off caused the reply. In practice, use “Thanks” with people you know and “Thank you” with people you do not. Use “Thanks in advance” only once the reader has agreed to help.
How to End an Email in Common Situations
Pick the closing line for what you need, then the sign-off. Each example shows both.
When You Are Asking for a Favor
When you ask for a favor, thank the reader for considering it and keep the request small and specific.
- Closing line: “Would you be open to a 15-minute call next week?”
- Sign-off: “Many thanks,”
When You Need a Reply or a Decision
When you need a reply, name the decision and the deadline in the closing line.
- Closing line: “Could you confirm by Thursday at 3 p.m. which option you prefer?”
- Sign-off: “Thank you,”
How Do You Sign Off an Email to a Professor?
Sign off an email to a professor with “Best regards”, “Thank you” or “Sincerely”, then your full name and course. The same rule works for an email to a teacher.
- Closing line: “Thank you for your time. I look forward to your reply.”
- Sign-off: “Sincerely,” then your full name, course and section.
After a Job Interview or Application
After an interview or with an application, thank the reader and restate your interest in the role.
- Closing line: “Thank you for your time today. I am very interested in the role.”
- Sign-off: “Best regards,” then your full name, phone number and LinkedIn profile link.
After a Complaint or an Apology
After a complaint or an apology, end with the fix or the next step and a calm sign-off. Leave out cheerful sign-offs like “Cheers”.
- Closing line for an apology: “We will send the replacement by Friday.”
- Closing line for a complaint: “Please let me know by Friday how you plan to fix this.”
- Sign-off: “Kind regards,” or “Respectfully,”
To a Client, Ending on a Positive Note
To end a client email on a positive note, look ahead to the next step or a shared win, then sign off warmly.
- Closing line: “It was great working with you on the spring launch. I will send the results on Tuesday.”
- Sign-off: “Warm regards,”
Best Practices for Effective Email Sign-Offs
To end an email professionally, match the reader’s formality, match the sign-off to the message, and use the same sign-off with the same person. Three habits help:
- Know your audience. Mirror the reader’s tone. When you write to someone in another country and do not know local habits, “Best regards” is a safe default.
- Stay consistent. A sudden switch from “Warm regards” to “Regards” can read as a change in mood.
- Test your sign-offs. In marketing emails, send two versions to two halves of a list and compare click rates.
Common Mistakes to Avoid in Email Sign-Offs
Four sign-off habits can backfire at work. They are being too casual, being too stiff, saying “Thanks in advance” too early and skipping the sign-off on a first email.
- Being overly casual. “Laters”, “Peace out”, “Cheers bro” and “Love” do not belong in a client or first email.
- Using overly formal sign-offs. “Your humble servant” and “Very truly yours” sound dated. “Best regards” is the modern formal choice.
- Saying “Thanks in advance” too early. It assumes the reader will help. Until they agree, write “Thank you for considering this.”
- Forgetting a sign-off. A first email with no sign-off can feel abrupt. In a fast back-and-forth thread, dropping it is fine.
Other sign-offs to avoid in work email are “xoxo”, “Yours truly” and “Sent from my iPhone” as your only ending.
Email Sign-Offs for eCommerce Businesses
A marketing email ends with one call to action, a short sign-off from a real person or team, and a footer with the unsubscribe link. Newsletters end the same way. Under the US CAN-SPAM Act, every marketing email must explain how to opt out and include a valid physical postal address. The Federal Trade Commission’s compliance guide lists both rules.
The Importance of Email Endings in eCommerce
In ecommerce email, the ending carries the click, so the call to action goes before the sign-off. Our guide to email CTA best practices covers how to write and place it.
In a story-led email, let the storyteller sign off, so the voice stays the same to the end. Our post on email storytelling shows how to build one. A P.S. line under the sign-off can repeat the offer or the deadline, such as “P.S. Free shipping ends Sunday.”
Crafting Memorable Sign-Offs for eCommerce Customers
Sign off as a real person or a named team, and match the sign-off to the type of email:
| Email type | Sign-off | Name line |
|---|---|---|
| Welcome or story email | Thanks for being here, | Emma, founder of [Brand] |
| Campaign or newsletter | Happy shopping, | The [Brand] team |
| Order or support email | We’re here to help, | Sam, [Brand] customer care |
| Sale or offer email | Enjoy your 10% off, | [Your name] at [Brand] |
Enflow Digital is an ecommerce email marketing agency that writes campaigns and automated flows like these for online stores.
Set the Sign-Off Once in Your Email Template
Save the sign-off in your email template, so every campaign and automated email uses the same one. In Omnisend, you can save an email as a template with its footer text, logo and address, then reuse it for later campaigns and automations. Update the template when the person who signs your emails changes.
Email Sign-Off FAQs
What Is the Most Professional Email Sign-Off?
“Best regards” is the most professional all-round email sign-off. It fits clients, managers and people you have never met, so use it whenever you are unsure. For a cover letter or an official letter, “Sincerely” is more formal.
What Is a Warm Way to Sign Off an Email?
“Warm regards”, “Warmly” and “Take care” are warm ways to sign off an email. “Warm regards” stays professional, so it suits clients you know well. “Warmly” and “Take care” are more personal and fit colleagues you already have a relationship with.
Is “All the Best” a Good Email Sign-Off?
Yes. “All the best” is a friendly, neutral email sign-off for colleagues, contacts and goodbyes, such as when someone leaves a job. For a first email to someone senior, or for a formal request, use “Best regards” instead.
How Do I Close an Email Instead of “Sincerely”?
Instead of “Sincerely”, close most work emails with “Best regards”, “Kind regards” or “Thank you”. These are less stiff but still professional. Keep “Sincerely” for cover letters, official letters and first contact with someone senior.
What Is Usually at the End of a Business Email?
A business email usually ends with a closing line that names the next step and a sign-off such as “Best regards”. Below that come your full name and a signature with your role, company and one contact detail. Marketing emails also have a footer with an unsubscribe link.
What Are the 5 C’s of Email Etiquette?
The 5 C’s of email etiquette are a checklist for writing a good email. In the version published by the email app Spark, an email should be clear, concise, complete, correct and courteous. A good ending covers the last two: a correct signature and a polite sign-off.
To end any email, write a closing line with the next step, add a sign-off that fits the reader, and sign with your name. For help with marketing emails, see our ecommerce email marketing services.
