The ultimate guide to email sign-offs: How to end your emails professionally

A sign-off is the final touch to your email. The closing line can be playful and friendly, or polite and formal. In any case, with it, your email looks complete and leaves a lasting impression.

Your sign-off is as essential to a good email as a neat email design, an eye-catching subject line, a clear tone, and a readable structure. Together, these details build credibility and trust among recipients.

Now let’s explore the different types of email sign-offs and when they work best. We’ll conclude our short journey with a selection of ready-made sign-off examples that you can copy and use for your needs.

Why your email sign-off matters

Do you think the end of your email is just a formality? This is a slight misconception. Email sign-offs actually say a lot about you. With them, you can change how your intended message is perceived and manage impressions.

An email sign-off is the word or phrase you use to end your email. Start the phrase with a capital letter and place the sign-off before your name. For example, you can add “Best regards”, “Warm wishes”, “Stay tuned”, or even “Stay awesome!” It’s that final impression you leave.

Sometimes your sign-off sticks longer than the email body itself.

Of course, a sign-off should be adjusted depending on the situation and how formal or friendly your relationship with a recipient is. 

An overly casual sign-off, such as “Talk soon,” works when emailing a colleague. It shows you’re friendly and approachable. A more formal email sign-off, such as “Sincerely”, keeps the tone respectful and polite. 

Sign-offs are surprisingly underappreciated tools for email communications because they really benefit you:

• show respect and your professionalism;
• build rapport and trust with clients;
• make your emails memorable and add a personal touch.

Your choice of email sign-off gives important psychological signals to your audience:

• formal email sign-offs demonstrate competence, reliability, and respect;
• casual email sign-offs demonstrate approachability, friendliness, and openness;
• creative or humorous phrases reflect confidence and shared culture.

Do you want to create an email campaign that lands exactly as you intend? Picking the right email sign-off will help you reach the hearts of your audience and leave the best impression.

Different types of email sign-offs

There are many types of email sign-offs, but we want to make things simpler for you, so we’ve divided these phrases into four categories.

1. Formal email sign-offs
Used for official or professional correspondence, in cases when you need to show your respect and adhere to formal settings.

2. Informal email sign-offs
For colleagues, team members, or less formal communication. For situations when you want to sound friendly and approachable.

3. Classic email sign-offs for business
Want to express gratitude or conclude follow-up emails? These email sign-offs work best for everyday professional emails and client communication. Concise, but less official than a formal sign-off.

4. Industry-specifiс email sign-offs
These sign-offs are used as professional email signatures across fields such as IT, legal, marketing, healthcare, and beyond. 

Best practices to enhance your email with the perfect sign-off

Maybe you’re wondering how to make your sign-off truly count. Below are a few tips for you:

• match a general tone: Keep your sign-off consistent with the email’s tone; 
• maintain your style and brand voice: Your area of work should guide the choice of an appropriate sign-off. If you’re writing for yourself or your own brand, your sign-off should feel authentic and align with your tone of voice. A creative agency might use a “Stay inspired” sign-off, while a law office might choose “Respectfully”;
• add your job title/relevant contact information: In this way, you’ll clarify your role and authority. This is especially important for client or external communications (“Best regards, Victoria Smith, Marketing Manager”). For internal emails, a job role in sign-off is usually optional, not necessary;
• include a call-to-action (CTA) when relevant: Your sign-off can serve as a prompt to take the next step. For example, “Let me know if you need anything else”, or “See you at the meeting”;
• quick tips: 1) Keep your sign-off concise, 2) stay consistent across your messages, and 3) avoid overly long or difficult-to-understand sign-off phrases (especially in professional contexts).

Common email sign-off mistakes to avoid

Steer clear of these common mistakes that marketers make when choosing a sign-off:

• wrong tone: Casual email sign-offs in formal emails can feel weird and hinder further communication;
• too generic sign-off: A “Thanks” or “Regards” sign-off every time sounds boring;
• overly long/overly playful phrases: Choose creative or playful email sign-offs only for people you know well;
• lack of information: Sometimes, including your name, job role, and contact details in a sign-off is necessary. For example, you’re representing the company for the first time and cannot use only the first word or a short phrase;
• mismatch with brand voice: Don’t use a sign-off that is inconsistent with your style.

30+ examples of email sign-offs for different situations

Now, it’s time to explore the collection of sign-offs you may use for different situations. Choose the right sign-off based on your field and intention, and leave a positive impression on future interactions with your recipients. 

1. Business and semi-formal emails

A sign-off for business emails invites, sets a respectful tone, demonstrates professionalism, and helps build trust and rapport. For everyday work emails, such as quick updates about a business meeting, your sign-off should be professional and concise yet approachable.

 

Be context-aware: adapt your sign-off to the situation. When you share info, follow up, express gratitude, or reply to clients, the tone of the email signature and level of formality change. 

2. Formal and professional

When you create an official email, choose a more formal, business-like, and respectful sign-off. Professional email sign-offs are perfect for corporate communications as they reflect your authority and attitude.

 

3. Friendly and warm

This positive sign-off will work well for colleagues, team members, and your everyday internal emails. Friendly with a warm tone that shows that you care.

 

4. Industry-specific

Use this industry-specific sign-off when you communicate with a specific audience. Such a sign-off can also highlight your expertise and familiarity with industry norms.

IT / tech

Marketing/creative

 

Now, let’s play around a bit! These unusual email sign-offs can be used to add a humorous touch.

 

Pay attention: These email sign-offs work when you know the audience and the tone allows it.

Finance/legal

Healthcare

 

How to choose the right email sign-off for your brand or personality

Before choosing a sign-off, start by asking yourself what kind of email you are sending and to whom.

Match the tone: use a formal sign-off for clients or management and a more casual and personal or creative email sign-off for teammates. Show your personality and be consistent. Keep your style across all messages. And finally, think about your audience when you plan to add funny email sign-offs. Not everyone will get your jokes or pop culture references.

Wrapping up

Want to create emails easier than ever? Check out our ready-to-use email templates! Sign in, pick a style that fits your brand with the ideal sign-off, and start sending professional, polished emails in no time.