In email correspondence, a lot of attention is given to the body of an email, but the closing is just as important. A well-crafted email closing leaves a lasting impression and contributes to the overall effectiveness of your communication. It’s worth putting as much consideration into the closing as you do the rest of the email if you want to craft a professional, compelling email. In this article, we’ll explore the key elements of a successful email closing, so let’s jump right in.
Professional and Informal Closings
Email closings can be broadly categorized into professional and informal styles. Professional closings, such as “Sincerely”, “Regards” and “Best regards” are suitable for formal correspondence in professional environments. On the other hand, informal closings like “Best”, “Take care”, and “Cheers” are better suited for interactions with colleagues and acquaintances.
Choosing the Right Closing
Choosing the right email closing can be tough, so here are some tips to help you make the best choice:
- Match the Tone of the Email: The closing should align with the overall tone of your email. If your message is serious and business-like, a formal closing is more appropriate. In a friendly or casual email, an informal closing works well.
- Analyze the Recipient’s Style: If the recipient consistently uses a particular closing in their emails, consider mirroring their style.
- Consider the Purpose: The purpose of your email can help you make a choice. For formal requests or inquiries, a professional closing is recommended. When expressing gratitude, a warmer closing might be more suitable.
- Adapt to Cultural Norms: Different cultures have different expectations for email etiquette. Research the cultural norms of the recipient’s location to avoid misunderstandings.
- Think About the Industry: Some industries are more formal than others. For example, in legal or financial sectors, formal closings are preferred. In creative industries, a more relaxed approach is more acceptable.
- Keep it Consistent: Maintain consistency in your email closings, because changing them too frequently can appear indecisive or insincere.
- Consider the Recipient’s Title: If you’re writing to someone of a higher rank or position, a more formal closing may be appropriate. However, if the recipient is of a similar or lower rank, you should go for a slightly less formal closing.
- Personalize When Possible: If you have a personal connection or shared experience with the recipient, you can incorporate that into your closing. For example, “Looking forward to our coffee date next week.”
- Use Your Intuition: Trust your instincts when deciding on a closing. Consider how you would naturally close a conversation in person or over the phone, and apply a similar approach in your email.
Crafting Closing Signatures
Your closing signature should be consistent with the tone of your email. A formal email may require a full name signature while a more casual one can use just your first name. Business emails often include aspects of the sender’s professional identity, such as a full name, contact information, company/organization, and title/position. These details help the recipient easily identify you and your affiliation.
Closing an Email: Best Practices
- Double-Check Everything: Before sending, double-check your email for spelling and grammar mistakes. These seemingly small details can have a significant impact on the professionalism of your communication.
- Leaving a Positive Impression: Your closing words should leave a positive impression. Express gratitude if it’s appropriate and consider offering assistance if the situation calls for it. This contributes to building strong relationships with your recipient.
- Conciseness is Key: Keep your closing simple and to the point. Avoid redundant phrases and get directly to your closing remarks. Clarity and brevity are appreciated in the fast-paced world of email communication.
- Politeness and Respect: Polite language is essential in any communication. Acknowledge the recipient’s time and effort, and show respect through your words.
- Formatting Your Signature: Your signature should be formatted consistently, with a suitable font size and style. You should test out hyperlinked elements before sending the email to make sure they work seamlessly.