Saying "Thanks" is a perfectly acceptable email closing, but sometimes you need a little more flair, a touch more professionalism, or a more fitting conclusion depending on the context. This guide provides easy-to-follow steps for crafting compelling email closings that go beyond a simple "thanks," helping you make a lasting impression.
Understanding the Context: The Key to a Perfect Email Closing
Before diving into alternative closings, consider the context of your email. The appropriate ending will vary depending on:
- Your relationship with the recipient: A formal closing is needed for clients or superiors, while a more casual tone works for colleagues and friends.
- The email's purpose: A sales email requires a different closing than a follow-up email or a request for information.
- Your desired outcome: Are you hoping for a quick response? A call to action in your closing might be beneficial.
Step-by-Step Guide to Crafting Compelling Email Closings
Here's a breakdown of how to choose and use effective email closings:
Step 1: Identify Your Goal
What do you want the recipient to do after reading your email? This will heavily influence your closing. Do you want them to:
- Respond immediately? Use a closing that encourages prompt action.
- Schedule a meeting? Suggest a specific time or propose a few options.
- Review attached documents? Kindly remind them of the attachments.
- Simply acknowledge receipt? A simple, yet professional closing will suffice.
Step 2: Choose the Right Closing Phrase
Here's a list of alternative email closings, categorized for different situations:
Formal Closings:
- Sincerely: Classic and always appropriate for formal communication.
- Respectfully: Shows deference and respect for the recipient.
- Regards: A polite and professional option.
- Cordially: Warm and friendly yet still maintaining professionalism.
- Best regards: A slightly warmer alternative to "Regards."
Semi-Formal Closings:
- Kind regards: Suitable for most professional contexts.
- Warmly, Adds a personal touch while maintaining professionalism.
- All the best: A positive and versatile option.
Informal Closings (Use cautiously with those you know well):
- Cheers,
- Best,
- Talk soon,
Step 3: Add a Call to Action (if needed)
Depending on your email's purpose, include a call to action in your closing. Examples include:
- "Please let me know if you have any questions."
- "I look forward to hearing from you soon."
- "I'm available for a call on [date] at [time]."
- "Please review the attached document at your earliest convenience."
Step 4: Proofread Carefully
Always proofread your email before sending it. A small typo in your closing can undermine the professionalism of your entire message.
Examples of Email Closings in Action
Here are a few examples demonstrating how to incorporate these steps:
Formal Email to a Client:
Sincerely,
[Your Name]
Semi-Formal Email to a Colleague:
Kind regards,
[Your Name]
Please let me know if you have any questions.
Informal Email to a Friend:
Best,
[Your Name]
Talk soon!
By following these simple steps, you can craft email closings that are both effective and professional, leaving a positive lasting impression on your recipients. Remember to tailor your closing to the specific context of each email for optimal results.
