The way you end an email matters more than most people realize. Your email closing is the last thing your recipient reads, and it shapes their final impression of your message. A weak or mismatched sign-off can undermine an otherwise strong email, while the right closing can boost response rates, reinforce professionalism, and even improve deliverability.
This guide covers everything you need to know about how to end an email, from choosing the right sign-off for every situation to understanding how your closing affects spam filters and reply rates. Whether you are writing a cold outreach email, a job application, a client follow-up, or an internal team message, the right closing strategy makes a measurable difference.
What Is an Email Sign-Off?
An email sign-off is the closing phrase you place before your name at the end of an email. It signals that your message is complete and leaves a final impression on the reader. Common examples include “Best regards,” “Sincerely,” “Thanks,” and “Looking forward to hearing from you.”
A complete email closing typically includes three components: the closing phrase itself, your name, and optionally your contact information or email signature. The sign-off sets the tone for how your message is received and can influence whether the recipient takes the action you want.
The sign-off serves several functions. It provides a polite transition from the body of your message to your name. It reinforces the relationship dynamic between you and the recipient. And it can include a subtle call-to-action that encourages a reply or next step.
How to Choose the Right Email Sign-Off
Choosing the right email sign-off depends on three factors: your relationship with the recipient, the purpose of your email, and the tone of your message. Getting this right means matching your closing to the context rather than defaulting to the same sign-off for every email.
Consider the recipient first. A sign-off that works for a close colleague may come across as too casual for a new client or too familiar for a senior executive. Think about your existing relationship and how formal your communication has been so far.
Consider the purpose next. An email requesting a favor needs a different closing than one delivering bad news or one confirming a meeting. The sign-off should reflect the action you want the recipient to take and the emotional tone of the message.
Consider the medium and channel. A reply within an existing thread can use a shorter sign-off than a first-contact email. An email sent from a mobile device might benefit from a simpler closing that is easy to read on a small screen.
Professional Email Closing Examples
Professional email closings work best for formal communications, first contacts, client emails, job applications, and any situation where you want to convey respect and competence.
Best regards is the most versatile professional sign-off. It works for almost any business context and strikes a balance between warmth and formality. Use it when you are unsure which sign-off to choose.
Sincerely is the most formal option. Use it for job applications, formal complaints, legal correspondence, and communications with senior executives or government officials.
Kind regards is slightly warmer than “Best regards” while remaining professional. It works well for client communications and ongoing business relationships.
Respectfully conveys deference and is appropriate when writing to someone in a position of authority, such as a judge, a professor, or a senior executive you have not met.
Thank you works when the email is primarily about expressing gratitude or when you are asking for something. It combines the closing with a polite acknowledgment.
With appreciation is suitable for emails where you are genuinely grateful for the recipient’s time, help, or consideration.
Casual Email Closing Examples
Casual closings work for internal team communications, established working relationships, and informal contexts where you have already built rapport.
Thanks is the most common casual sign-off. It is short, friendly, and appropriate for most internal emails and follow-ups with people you know.
Best is a neutral casual option. It is shorter than “Best regards” and works for quick replies and ongoing conversations.
Cheers is common in UK, Australian, and European workplaces. It conveys friendliness without being overly formal. Use it only if you know the recipient is comfortable with it.
Talk soon works when you expect to continue the conversation. It is forward-looking and creates a sense of ongoing connection.
Have a great day adds a personal touch. It works well for internal emails and customer service communications where you want to leave a positive impression.
How Your Email Sign-Off Affects Deliverability
Your email sign-off can influence whether your message lands in the inbox or the spam folder. While the closing phrase itself is rarely the sole cause of deliverability problems, certain sign-off practices trigger spam filters or damage sender reputation.
Spam filters evaluate the entire content of your email, including the closing and signature. Emails with excessive links in the signature, large image files, or trigger words in the closing are more likely to be flagged. The ratio of text to links in your email signature matters: too many links with too little text looks like a spam pattern.
Email authentication protocols also interact with your sign-off and signature. When you include images in your email signature, those images are hosted on external servers. If those servers are not properly configured or if the image links break, it can hurt your sender reputation. Similarly, tracking pixels in email signatures can trigger spam filters if the receiving server detects hidden tracking.
The placement of unsubscribe links matters for compliance and deliverability. CAN-SPAM regulations require that commercial emails include a clear unsubscribe mechanism. If your unsubscribe link is buried in a cluttered signature or uses misleading language, it can lead to spam complaints that damage your sender reputation.
For cold email campaigns, consistency in sign-off style across your outreach helps build sender reputation. Frequent changes in sign-off format, name format, or signature structure can look like multiple senders using the same account, which may trigger spam filters. Using a consistent email signature across all your campaigns signals stability to receiving servers.
Email warmup plays a role here too. When you are establishing a new sending domain or email address, every element of your email contributes to your sender score. A clean, professional sign-off with a simple text signature and no broken images helps maintain positive engagement metrics during the warmup period. Using dedicated [email warmup tools](https://blog.mystrika.com/email-warmup-tools/) like DoYouMail can help establish consistent sending patterns that build sender reputation while you refine your email closing strategy.
Cold Email Sign-Offs That Get Replies
Cold email sign-offs require a different approach than regular business email closings. Your goal is to encourage a reply while maintaining professionalism. The right closing can significantly improve your response rates.
The most effective cold email sign-offs combine a clear call-to-action with a polite closing. Instead of ending with a passive “Best regards,” include a specific next step that makes it easy for the recipient to respond.
Effective cold email closing examples include:
Looking forward to your thoughts works because it implies you expect a response without demanding one. It is forward-looking and creates a natural opening for the recipient to reply.
Let me know if you would like to discuss further gives the recipient control over whether to engage. It is low-pressure and respectful of their time.
Happy to share more details if helpful offers additional value without requiring a commitment. It positions you as helpful rather than pushy.
Let me know what works for you is effective for meeting requests and follow-ups. It puts the recipient in control of the next step.
Appreciate your time and consideration works well for initial outreach. It acknowledges that you are asking for their attention and shows respect for their schedule.
The research supports specific approaches. A Boomerang study analyzing over 350,000 email threads found that emails ending with “Thanks in advance” achieved a 65.7% response rate, significantly higher than the 47.5% average baseline. However, context matters: “Thanks in advance” can feel presumptuous in some situations, particularly if you are asking for a significant favor from someone you do not know well.
For cold email sequences, vary your sign-offs across follow-up messages. Using the same closing in every email of a sequence can make your outreach feel templated and robotic. A natural variation across touchpoints signals that each email is individually written.
The length of your sign-off also matters in cold emails. Shorter sign-offs tend to perform better because they keep the focus on your value proposition rather than the closing. A simple “Best, [Name]” or “Thanks, [Name]” often outperforms longer, more elaborate closings in cold outreach contexts.
If you are running cold email campaigns at scale, using a [cold email outreach platform](https://mystrika.com) like Mystrika can help you manage sign-off variations across sequences, track reply rates by closing type, and maintain consistent sender reputation across all your outreach.
The Email Sign-Off Decision Matrix
Choosing the right sign-off does not have to be guesswork. Use this decision matrix to match your closing to your specific situation.
| Recipient Relationship | Email Purpose | Recommended Sign-Off | Why It Works |
|---|---|---|---|
| New contact / prospect | First outreach | Best regards | Professional and neutral; safe for any first contact |
| New contact / prospect | Follow-up | Looking forward to your thoughts | Forward-looking; encourages reply |
| Existing client | Status update | Kind regards | Warm but professional; maintains relationship |
| Existing client | Deliverable delivery | Thanks | Direct and appreciative |
| Team member | Task request | Thanks | Short and clear; respects their time |
| Team member | Quick update | Best | Efficient for ongoing conversations |
| Senior executive | Formal request | Respectfully | Conveys deference and professionalism |
| Senior executive | Introduction | Sincerely | Most formal option for important first contacts |
| Manager | Progress report | Best regards | Professional without being stiff |
| Manager | Asking for feedback | Appreciate your input | Shows respect for their opinion |
| Former colleague | Reconnecting | Hope you are well | Personal without being presumptuous |
| International contact | Cross-cultural | Best regards | Universally understood and safe |
| After complaint / issue | Apology | Thank you for your understanding | Acknowledges their patience |
| After interview | Thank you | With gratitude | Genuine appreciation for their time |
| Job application | Cover letter | Sincerely | Standard for formal job applications |
| Newsletter / broadcast | Mass email | Thanks | Short and universal for wide audiences |
This matrix covers the most common email scenarios. When in doubt, default to “Best regards” as the safest option for professional contexts and “Thanks” for casual ones.
How to A/B Test Your Email Sign-Offs
If you send a significant volume of email, testing your sign-offs can reveal which closings drive the best response rates for your specific audience. A/B testing removes guesswork and replaces it with data.
To run a sign-off test, create two versions of the same email that differ only in the closing phrase. Send version A to half your recipients and version B to the other half. Track reply rates, click-through rates, and positive response rates for each version.
Run the test for at least 100 replies per variant to get statistically meaningful results. Smaller sample sizes can produce misleading conclusions because random variation can mask real differences.
What to test:
Gratitude-based vs. action-based closings. Compare “Thanks for your time” against “Looking forward to your thoughts.” One expresses appreciation; the other prompts a specific action. Different audiences respond differently to each approach.
Length of sign-off. Compare a short closing (“Best, [Name]”) against a longer one (“Best regards, [Name], [Title], [Company]”). Shorter sign-offs often perform better in cold email, but longer ones can build credibility in certain industries.
Formality level. Compare “Sincerely” against “Best regards” for the same audience. The optimal formality level varies by industry, region, and recipient seniority.
Personalized vs. generic. Compare a standard sign-off against one that references something specific to the recipient or your interaction. Personalization in the closing can boost response rates but requires more effort to implement at scale.
Track results over time rather than making decisions based on a single test. Seasonal factors, industry trends, and changes in your audience can shift which sign-offs perform best. Re-test periodically to confirm your assumptions still hold.
Email Signature Best Practices
Your email signature is the full block of information that follows your sign-off phrase. A well-designed signature reinforces your professionalism and makes it easy for recipients to contact you or learn more about your company.
Include these elements in a professional email signature:
Your full name is the minimum requirement. Use the name format that matches how you want recipients to address you.
Your job title helps establish context for your email. It tells the recipient what role you play and why you are qualified to write about the subject.
Your company name provides organizational context. If your company is well-known, this builds immediate credibility.
Your phone number gives recipients an alternative way to reach you. Include it if you are open to phone calls.
Your email address is technically redundant since they are reading your email, but including it makes it easy for someone to forward your message or save your contact information.
Your website or LinkedIn profile provides a way for recipients to learn more about you. Choose one or two links rather than a long list.
A professional headshot or company logo can add visual recognition but keep the file size small. Large images in signatures can trigger spam filters and slow down email loading on mobile devices.
Format your signature for readability. Use a clean layout with consistent spacing. Avoid excessive colors, fonts, or formatting that can look unprofessional or render differently across email clients.
Keep your signature to four to six lines maximum. Longer signatures get cut off in email previews and can frustrate recipients who have to scroll past them to reply.
For mobile optimization, test how your signature renders on a phone screen. Over 60% of email opens happen on mobile devices. If your signature looks broken or requires horizontal scrolling on a small screen, simplify it.
Avoid including social media icons with tracking pixels unless you have a specific reason. These icons add visual clutter and can trigger spam filters. If you include them, use text links instead of image-based icons.
International and Cultural Email Closing Differences
Email sign-off conventions vary significantly across cultures. Using the wrong closing for a particular region can come across as rude, overly familiar, or confusing.
United States. Professional emails typically use “Best regards,” “Sincerely,” or “Thank you.” Casual closings like “Best” and “Thanks” are common in internal communications. “Cheers” is rare in US business email and can feel forced.
United Kingdom. “Kind regards” and “Best regards” are standard for professional email. “Cheers” is widely accepted in internal and semi-formal communications. “Yours sincerely” is used for formal letters but is less common in email. “Yours faithfully” is reserved for letters addressed to “Dear Sir/Madam” and is rarely used in email.
Australia and New Zealand. “Cheers” is very common and acceptable in most business contexts. “Kind regards” and “Thanks” are also widely used. Australian workplace culture is generally less formal than US or UK culture, so casual sign-offs are more acceptable.
Germany. Professional emails typically use “Mit freundlichen GruBen” (With friendly greetings) or “Hochachtungsvoll” (Respectfully) for very formal contexts. English-language emails from German professionals often use “Best regards” or “Kind regards.”
France. “Cordialement” (Cordially) is the standard professional closing. “Bien cordialement” is slightly warmer. “Sinceres salutations” (Sincere greetings) is more formal. In English emails, French professionals often use “Best regards.”
Japan. Email closings are more formal and structured. A typical Japanese email closing includes a phrase expressing gratitude or apology, followed by the sender’s name and company. “Yoroshiku onegai shimasu” (I look forward to your continued support) is a common closing that has no direct English equivalent. In English emails with Japanese contacts, “Best regards” is safe.
Brazil. “Atenciosamente” (Attentively) is the standard professional closing. “Abracos” (Hugs) is used among close colleagues but is too familiar for first contacts. In English emails, “Best regards” is widely understood and appropriate.
Middle East. Professional emails tend to be more formal and relationship-oriented. “Best regards” and “Sincerely” are appropriate. Including a warm closing that references the relationship or expresses well-wishes is common.
Scandinavia. Email culture is relatively informal. “Best regards,” “Thanks,” and “Best” are all common. “Mvh” (Med vennlig hilsen – With friendly regards) is the standard Norwegian closing. Danish professionals use “Med venlig hilsen” and often shorten it to “Mvh.”
When emailing international contacts, default to “Best regards” unless you know the local convention. It is the most universally understood and accepted professional sign-off across cultures.
Email Authentication and Your Sign-Off
Your email sign-off and signature interact with email authentication protocols in ways that can affect deliverability. Understanding these interactions helps you avoid common pitfalls.
SPF (Sender Policy Framework) authenticates the server sending your email. Your email signature does not directly affect SPF, but if your signature includes images hosted on a third-party server, that server needs to be properly configured for SPF to avoid authentication failures.
DKIM (DomainKeys Identified Mail) signs your email with a cryptographic signature. When you modify your email content, including your sign-off and signature, the DKIM signature should remain valid as long as the signing is done at the server level. However, if your email platform modifies the content after DKIM signing, the signature breaks and authentication fails.
DMARC (Domain-based Message Authentication, Reporting, and Conformance) tells receiving servers what to do when SPF or DKIM fails. If your sign-off or signature causes authentication failures, DMARC policies can cause your email to be quarantined or rejected.
Common sign-off and signature issues that affect authentication:
Third-party image hosting. If your email signature loads images from a third-party service, that service must be included in your SPF record. Otherwise, the image request can trigger SPF failures.
Tracking pixels in signatures. Hidden tracking pixels in email signatures can trigger spam filters and, in some cases, cause authentication issues if the tracking domain is not properly configured.
Signature injection by email clients. Some email clients automatically append signatures to outgoing messages. If the client modifies the email after DKIM signing, the DKIM signature breaks. This is why server-side signing is preferred over client-side signing.
Forwarded emails. When recipients forward your email, the DKIM signature typically breaks. This is normal and expected. But if your sign-off contains links that break when forwarded, it creates a poor recipient experience.
For cold email campaigns, using a consistent sign-off and signature across all emails from the same domain helps build authentication stability. Frequent changes to your signature format can trigger spam filters that flag the variation as suspicious. Using an email verification service like Filter Bounce to clean your list before sending also helps maintain a healthy sender reputation, which means your carefully crafted sign-offs actually reach the inbox.
Compliance and Unsubscribe Language in Email Closings
If you send commercial email or cold outreach, your email closing must comply with anti-spam regulations. The requirements vary by jurisdiction, but the core principles are consistent.
Under CAN-SPAM (United States), commercial emails must include a clear and conspicuous unsubscribe mechanism. This is typically placed in the email footer or signature area. The unsubscribe link must be functional for at least 30 days after sending.
Under GDPR (European Union), you need a lawful basis for sending commercial email. If you are relying on legitimate interest for cold outreach, your email should include a clear opt-out mechanism and respect unsubscribe requests promptly.
Under CASL (Canada), the requirements are stricter. Commercial emails require express or implied consent, and the unsubscribe mechanism must be easy to use. CASL also requires that your email includes your mailing address and contact information.
Best practices for compliant email closings:
Place the unsubscribe link in the signature area. This is the standard location and what recipients expect to find. Do not hide it in small text or use misleading language.
Use clear unsubscribe language. “Unsubscribe” or “Opt out” are the standard terms. Avoid phrases like “Manage preferences” or “Update settings” unless they lead directly to an unsubscribe option.
Include your physical mailing address. CAN-SPAM requires a valid physical postal address. This is typically placed in the email footer or signature.
Keep the unsubscribe process simple. One click should be sufficient. Do not require login, survey completion, or multiple steps to unsubscribe.
Process unsubscribes within 10 business days. CAN-SPAM gives you 10 days. CASL requires processing within 10 business days as well. Faster is better for maintaining sender reputation.
For cold email specifically, your sign-off should not include misleading language about why you are emailing. The closing should be consistent with the purpose stated in the email body. Misleading sign-offs that imply a pre-existing relationship when none exists can lead to spam complaints and legal exposure.
Sign-Offs to Avoid
Some sign-offs consistently underperform or create negative impressions. Avoid these closings in professional email.
Please advise can sound abrupt or demanding. It tells the recipient what to do without any polite framing. If you need guidance, use “I would appreciate your advice on this” instead.
Awaiting your response feels impatient and transactional. It puts pressure on the recipient without acknowledging their other priorities. Use “Looking forward to your thoughts” instead.
Regards on its own can come across as cold and abrupt, especially in short emails. “Best regards” or “Kind regards” are better options that add a touch of warmth.
Yours faithfully is too formal for modern email. It is appropriate for formal letters addressed to “Dear Sir/Madam” but feels outdated in email.
Sent from my iPhone is not a sign-off. It is a default mobile signature that adds no value and can make you look less professional. Replace it with a proper sign-off.
Yours truly can feel overly familiar or outdated depending on the context. It is rarely the best choice for professional email.
XOXO and other personal closings have no place in professional email. Reserve them for personal correspondence.
Cheers can work in some contexts but is not universally appropriate. Avoid it in US business email unless you know the recipient well.
With all due respect often signals the opposite of respect. It can come across as passive-aggressive, especially in emails addressing a disagreement.
Nothing – ending an email without any sign-off at all can feel abrupt or rude. Always include at least a simple closing like “Thanks” or “Best.”
Email Closing Checklist
Use this checklist before sending any important email to ensure your closing is optimized.
- [ ] Sign-off matches the tone of the email body
- [ ] Sign-off is appropriate for the recipient relationship
- [ ] Sign-off includes a call-to-action if a reply is needed
- [ ] Name is included after the sign-off
- [ ] Email signature is complete and up to date
- [ ] Signature includes phone number if appropriate
- [ ] Signature links are working and point to correct pages
- [ ] Signature images are optimized for mobile and email clients
- [ ] Unsubscribe link is present and functional (for commercial email)
- [ ] Physical mailing address is included (for commercial email)
- [ ] No broken images or missing assets in signature
- [ ] Sign-off is consistent with previous emails in the thread
- [ ] No trigger words or spammy language in the closing
- [ ] Signature is not longer than 4-6 lines
- [ ] Sign-off renders correctly on mobile devices
- [ ] No tracking pixels that could trigger spam filters
- [ ] DKIM signature is valid (check with your email platform)
- [ ] Sign-off does not contain misleading or false claims
Key Takeaways
- Your email sign-off shapes the recipient’s final impression and can influence whether they reply. Choose it deliberately, not by default.
- The three factors for choosing a sign-off are recipient relationship, email purpose, and message tone. Match your closing to the context.
- “Best regards” is the safest professional option. “Thanks” is the safest casual option. Use the decision matrix for specific situations.
- Cold email sign-offs should include a clear call-to-action. “Looking forward to your thoughts” and “Let me know if you would like to discuss further” are effective options.
- Your sign-off and signature affect email deliverability. Excessive links, large images, and tracking pixels can trigger spam filters.
- A/B test your sign-offs if you send significant email volume. Test one variable at a time and run tests until you have at least 100 replies per variant.
- Email signatures should be 4-6 lines maximum, include your name and contact information, and render well on mobile devices.
- International email requires cultural awareness. “Best regards” is the most universally understood professional sign-off.
- Email authentication (SPF, DKIM, DMARC) interacts with your signature. Third-party image hosting and tracking pixels can cause authentication failures.
- Commercial email must comply with CAN-SPAM, GDPR, or CASL requirements. Include a clear unsubscribe link and your physical mailing address.
- Avoid sign-offs that sound demanding, impatient, or outdated. “Please advise,” “Awaiting your response,” and “Regards” alone are common offenders.
- Use the email closing checklist before sending important messages to ensure your closing is optimized for your goal.
Frequently Asked Questions
What is the most professional way to end an email?
The most professional way to end an email is with “Best regards” followed by your full name. This sign-off works for almost any business context, from first-time outreach to ongoing client communications. It strikes a balance between warmth and formality that is appropriate for most professional relationships. For more formal situations like job applications or legal correspondence, “Sincerely” is the better choice.
What email sign-off gets the most replies?
Research from Boomerang shows that “Thanks in advance” achieves a 65.7% response rate, significantly higher than the 47.5% average baseline. However, the best sign-off for replies depends on your specific context. “Looking forward to your thoughts” and “Let me know what you think” also perform well because they include an implicit call-to-action. The key is matching the sign-off to the action you want the recipient to take.
Should I include my phone number in my email signature?
Include your phone number if you are open to receiving phone calls from the recipient. For client-facing roles, sales positions, and customer support, including a phone number builds trust and provides an alternative contact method. For internal communications or roles where phone calls are not expected, you can omit it to keep your signature shorter. If you include it, make sure you actually answer calls from that number.
How long should an email signature be?
An email signature should be four to six lines maximum. This typically includes your name, job title, company name, phone number, and one or two links. Longer signatures get cut off in email previews and can frustrate recipients who have to scroll past them. On mobile devices, long signatures are especially problematic because they take up a large portion of the screen.
Is it okay to use “Cheers” in professional emails?
“Cheers” is acceptable in UK, Australian, and European workplaces, particularly for internal communications and semi-formal contexts. In US business email, “Cheers” is less common and can feel forced or inauthentic. If you are emailing someone from a region where “Cheers” is standard, it can help build rapport. When in doubt, use “Best regards” or “Thanks” instead.
Can my email sign-off affect whether my email goes to spam?
Yes, your sign-off and signature can affect deliverability. Emails with excessive links in the signature, large image files, or trigger words in the closing are more likely to be flagged by spam filters. Tracking pixels in signatures can also trigger spam detection. Keep your signature simple with minimal links and optimized images to reduce spam score risk.
What should I avoid in a cold email closing?
Avoid demanding language like “Awaiting your response” or “Please advise” in cold email closings. These phrases can feel presumptuous when you have no existing relationship with the recipient. Also avoid overly long signatures with multiple links and images, as these can trigger spam filters. Keep cold email closings short, polite, and action-oriented with a clear next step.
How do I end a formal email to someone I have never met?
For a formal email to someone you have never met, use “Sincerely” or “Best regards” followed by your full name, job title, and company name. Include your contact information in the signature so the recipient can verify your identity and reach you. Avoid casual closings like “Best” or “Thanks” until you have established a working relationship.
Do I need an unsubscribe link in my email signature?
You need an unsubscribe link if you are sending commercial email or cold outreach. CAN-SPAM (United States), CASL (Canada), and GDPR (European Union) all require a clear and functional unsubscribe mechanism in commercial email. The unsubscribe link should be easy to find, typically placed in the email footer or signature area, and should work with a single click.
What is the difference between a sign-off and a signature?
The sign-off is the closing phrase at the end of your email, such as “Best regards” or “Sincerely.” The signature is the full block of information that follows the sign-off, including your name, title, company, and contact details. Together, the sign-off and signature form the complete closing of your email. The sign-off sets the tone, while the signature provides the practical information the recipient needs.