How to End an Email: Closing Lines and Sign-Offs
To end an email well, finish with a closing line that states the next step, then a sign-off that matches the relationship, then your name. "Could you send the signed contract by Friday? Best regards, Priya" does all three. The closing line does the real work: it tells the reader what you need. The sign-off sets the tone. Your signature tells them who you are and how to reach you.
Below are closing lines and sign-offs for different situations, plus the endings that quietly weaken an otherwise good email.
The three parts of an email ending
- Closing line. The last sentence of the body. Usually a request, a next step, or a thank-you tied to something specific.
- Sign-off. "Best regards," "Thanks," "Sincerely," and so on, followed by a comma.
- Signature. Your name, plus job title, organisation and contact details for professional email.
Many weak endings skip the first part entirely. The email trails off after the information, and the reader isn't sure whether they need to do anything.
Closing lines that move things forward
When you need an action
Could you confirm the delivery address by Wednesday? Please send the revised figures when you have them, ideally before Thursday's meeting. If this looks right to you, I'll book the venue tomorrow morning.
Specific dates and clear asks get faster replies than "let me know your thoughts."
When you're offering help
If any of the numbers look off, reply here and I'll check them. Happy to walk through this on a quick call if that's easier.
When no reply is needed
No need to reply; this is just for your records. I'll follow up next week once the supplier confirms.
Saying "no need to reply" is a small kindness in a busy inbox.
When you're thanking someone
Thanks again for fitting this in at short notice. I really appreciated your detailed notes on the draft.
Specific thanks reads as sincere. Generic "thanks in advance" can sound like you're assuming the answer.
Sign-offs by situation
Formal
Use for job applications, official requests, first contact with senior people, legal or financial matters.
- Sincerely, the classic formal sign-off.
- Kind regards, formal but warmer.
- Respectfully, for very formal contexts, such as government officials or legal correspondence.
- Yours sincerely, / Yours faithfully, mostly in UK formal letters sent as email (see the note below).
Professional, everyday
Use for colleagues, clients and suppliers you deal with regularly.
- Best regards,
- Best,
- Regards, (can read as slightly cool on its own; "Kind regards" is warmer)
- Thanks, when the email includes a request
- Many thanks, when someone has helped or will help
Friendly and casual
Use for colleagues you know well, friends and informal communities.
- Cheers, common in the UK and Australia, friendly elsewhere
- Talk soon,
- Have a great weekend,
- Speak tomorrow,
- See you Thursday,
Follow-ups and reminders
- Thanks for your help with this,
- Appreciate your time,
- Looking forward to hearing from you, (useful when you genuinely need a reply)
UK vs US conventions
In UK formal correspondence, "Yours sincerely" goes with a named recipient ("Dear Ms. Patel") and "Yours faithfully" goes with "Dear Sir or Madam." In US English, "Sincerely" covers both. In everyday email in either country, "Best regards" and "Kind regards" are standard and safe.
Sign-offs to use with care
- Thanks in advance, can feel presumptuous, as if the reader has no choice. "Thanks for considering this" is softer.
- Love, and xo, belong in personal email only.
- Warmly, fine for some industries and relationships, odd in others.
- Sent from my phone isn't a sign-off; it's a default you may want to switch off for work email.
- No sign-off at all is normal in quick back-and-forth threads, but abrupt in a first email.
- Rgds or Thx look rushed in professional mail.
Example endings
Job application:
I'd welcome the chance to discuss how my experience could support your team. I'm available for an interview at your convenience.
Kind regards, Daniel Mensah 07700 900456 | daniel.mensah@example.com
Client request:
Could you approve the final design by Tuesday so we can send it to print on Wednesday?
Best regards, Ana Ruiz Account Manager, Harbourline Studio
Colleague update:
That's everything from my side. I'll share the slides before the meeting.
Thanks, Sam
Following up after no reply:
I'm following up on my note from last week about the venue booking. If Friday's no longer convenient, could you suggest another date?
Best, Priya
Thank-you after an interview:
Thank you again for your time yesterday. I enjoyed learning about the team's plans for next year and would be glad to contribute.
Kind regards, Leah Okoro
Your email signature
For work email, a short signature helps the reader respond:
Name Job title, Organisation Phone number Website (optional)
Keep it to three or four lines. Skip inspirational quotes, oversized logos and long legal disclaimers unless your organisation requires them. Many people add pronouns, working hours or a note about time zones, which can help international teams.
Matching the ending to the email
A useful rule: mirror the formality the other person uses, but don't go more casual than they do first. If a client signs off "Cheers," you can relax a little. If they write "Kind regards," stay there. When in doubt, "Best regards" works almost everywhere.
If an email's tone is off overall, not just at the end, a tone changer can show you more formal or more relaxed versions to compare. For replies that need a careful closing, an AI email responder can suggest drafts you then edit in your own voice. And for email where the ending is a strong call to action, such as sales or outreach, our sales email generator offers starting points.
Common mistakes
- Ending without a clear ask. If you need something, say what and by when.
- Two sign-offs. "Thanks! Best regards," doubles up. Pick one.
- Mismatched tone. "Cheers" at the end of a formal complaint feels flippant.
- A missing name. Even in casual email, a name after the sign-off looks finished.
- Over-apologising. "Sorry for the long email, sorry to bother you" weakens your request. A simple "Thanks for reading" is enough.
FAQ
What is the most professional way to end an email?
"Kind regards" or "Best regards" followed by your full name and signature suits almost any professional email. For very formal messages, "Sincerely" is the safest choice.
Is "Best" too casual?
"Best" is widely used in professional email and generally reads as friendly and neutral. For a first contact with someone senior or a formal application, "Best regards" or "Kind regards" is a little more polished.
Should I put a comma after the sign-off?
Yes, in standard usage: "Best regards," then your name on the next line. Some writers drop it in casual email, but the comma is the conventional form.
How do I end an email when I need a response?
Make the request specific and give a time frame: "Could you let me know by Thursday whether you can attend?" Then use a sign-off like "Thanks" or "Looking forward to hearing from you."