Starting an email with "Dear Sir/Madam" can feel impersonal and outdated. While it's a safe bet, it doesn't exactly scream professionalism or build rapport. This post explores easy techniques to improve your email closings and leave a lasting positive impression. We'll cover alternatives to the generic salutation and offer actionable steps to enhance your email communication.
Beyond "Dear Sir/Madam": Finding the Right Opening
Before we tackle the ending, let's briefly address the beginning. "Dear Sir/Madam" should be your last resort. Always try to personalize your emails by addressing the recipient by name. If you don't know their name, research it online or ask a colleague. This simple step dramatically improves professionalism and engagement.
Mastering the Art of the Email Closing
The closing of your email is just as important as the opening. It's your final chance to make a good impression and set the tone for future communication. A weak closing can undo all the good work you've done in the body of the email.
Alternatives to "Sincerely" and "Regards":
Instead of relying on tired closings, consider these alternatives, tailoring them to the context and your relationship with the recipient:
- For formal emails: "Respectfully," "Cordially," "Kind regards," "With appreciation,"
- For semi-formal emails: "Best regards," "Warmly," "Thanks," "Thank you,"
- For informal emails (with existing relationships): "Cheers," "Best," "Talk soon,"
Choosing the Right Closing: The best closing depends heavily on the context. A formal business proposal warrants a different closing than an email to a colleague you frequently interact with.
Adding a Professional Touch:
Beyond the closing phrase itself, consider these additions to make your email endings even stronger:
- Your Full Name: Always include your full name – it adds a level of professionalism.
- Your Title (If Relevant): Include your job title if it adds context or is necessary for the recipient to understand your role.
- Contact Information: If your email address isn't easily found in the header, include it again, along with your phone number (if appropriate).
Crafting a Powerful Closing Sentence:
Your final sentence should summarize the key takeaway or desired action. Avoid vague or ambiguous statements. Be clear and concise. For example:
- Instead of: "Let me know if you have any questions." (Too vague)
- Try: "I look forward to hearing from you by [Date] to discuss this further." (Clear and action-oriented)
Avoiding Common Mistakes:
- Overly casual closings in formal emails: Avoid overly informal closings in professional contexts.
- Inconsistent closings: Maintain consistency in your email closings to project professionalism.
- Missing a closing altogether: Always include a closing to show respect and professionalism.
Boosting Your Email Effectiveness:
By paying attention to detail in your email closings, you significantly improve your overall communication effectiveness. It’s a small detail that speaks volumes about your professionalism and attention to detail. Mastering this skill helps build stronger professional relationships and increases the likelihood of positive responses. Remember to always proofread your emails before sending them!
