How you end an email shapes the last impression you leave. A strong closing makes the next step clear and matches the tone of your message. This guide covers sign-offs, CTAs, and what to avoid.
How to Write a Strong Email Closing
1. State the next step clearly
The closing should tell the reader exactly what you want to happen next: "Can we meet Thursday at 2pm?" or "Please review the attached doc and reply by Friday." Vague closings produce no action.
2. Match the sign-off to the tone
For professional but warm: "Best," or "Thanks," For formal: "Regards," or "Sincerely," For casual: "Cheers," or "Talk soon," Avoid "Yours truly" in business unless you are writing a formal letter.
3. Include your full contact details in the signature
Name, title, company, phone, and website. Keep the signature concise — 4–5 lines maximum. Long signatures with legal disclaimers and social icons distract from the message.
4. Proofread before sending
Check that the recipient name is correct, attachments are attached, and there are no typos in the closing. A typo-filled sign-off undermines the professionalism of everything above it.
Sign-Offs to Use and Avoid
- Use: Best, Thanks, Regards, Kind regards, Cheers (informal), Sincerely (formal)
- Avoid: "Yours truly" in B2B, "Warmly" in cold outreach, "XOXO" professionally
- Never end without a sign-off — it reads as abrupt or unfinished