In the professional world, the way you end an email is just as important as the content you include, even though this crucial element of electronic communication is sometimes overlooked. A good sign-off leaves a positive impression, conveys the appropriate tone, and helps maintain a sense of professionalism. The right closing can set the tone for future interactions and even reflect your personality or position within a company. Here’s a guide to the best email sign-offs for professionals in various situations.  

What Professional Email Sign-Off Has The Highest Response Rate?

If you’re sending emails internally, getting a response highly depends on who you’re emailing, what you’re emailing about, and what the other party’s usual email habits are. However, there is a little bit of science to back up that some professional email sign-offs get more traction than others.

According to a survey conducted by Boomerang, using messages from mailing lists across 20 different online communities, sign-offs that show gratitude get the most replies. ‘Thanks in advance’ has a 65.7% response rate, followed by ‘Thanks’ and ‘Thank you.’

1. Regards

“Regards” or “Best regards” is one of the most common and widely accepted professional email sign-offs. It strikes a balance between formality and friendliness, making it suitable for a wide range of professional scenarios. Regards is formal and respectful, without being too personal or ‘silly’, making it ideal for people you’re not entirely familiar with. Whether you’re writing to a colleague, a manager, or a client, it’s a safe option that ensures your message is well-received.  

2. Sincerely

“Sincerely” is a classic sign-off that works well for formal emails, especially in more traditional industries. It shows respect and professionalism, making it ideal for official correspondence, cover letters, or job applications. This sign-off is best used when you want to convey a formal tone.

“Sincerely” is also an ideal professional email sign-off for messages sent in thanks or appreciation. It conveys one final time that you truly mean what you’re saying. However, some industry professionals might find ‘sincerely’ a bit too generic or old-fashioned.

3. Best Wishes

If you want to convey a slightly warmer, more personal tone, “Best wishes” is a good option. It’s still professional but a bit more informal than “Best regards” or “Sincerely.” This works well for colleagues you know well or when you’re wishing someone success on a project.  “Best wishes” is also handy when you’re letting the office know you’ll be out of office, especially for holidays or special events.

6. Thank You

Straight to the point and classic, one of the best email sign-offs for professionals is a simple “Thank you.” If you’re asking for a favor, expressing gratitude, or requesting something from someone, ending your email with “Thank you” can be highly effective. It’s a polite, appreciative way to close an email and leaves the recipient with a positive impression. You can also expand this to “Thank you in advance” when you’re making a request.  

7. Cheers

“Cheers” is a more casual and friendly sign-off. It’s typically used in emails with colleagues you have a good rapport with or in industries where a more relaxed tone is acceptable. It also doubles as a show of gratitude, an additional way of saying thanks to the other party you’re emailing. It’s welcoming and well, cheerful. While it’s not the most formal choice, it can work well in certain contexts where you want to convey friendliness without being too stiff.

6. Warm Regards

“Warm regards” is a slightly more personal variation of “Best regards” and is ideal when you want to convey warmth and friendliness without crossing into overly informal territory. It works well in professional emails where a more personal connection has been established or in client relationships. If you’re just getting to know a client through a cold email outreach campaign, you might want to save ‘warm regards’ for another time.

7. Looking Forward…

If you’re writing an email to confirm the next steps, express anticipation, or highlight upcoming work, ending a professional email with “Looking forward” is a great option. It shows eagerness and professionalism, making it suitable for both formal and informal emails. You can follow it up with “Looking forward to hearing from you” or “Looking forward to our meeting,” depending on the context.  

It brings to mind a ‘call to action,’ essentially putting the metaphorical ball in the other person’s court. You’re reminding them that there might be actionable steps. “Looking forward to your contribution,” “looking forward to what you come up with,” and the like can be a light, professional nudge in the right direction.

8. All The Best

“All the best” is a more casual yet professional sign-off that conveys positive wishes. It works well in emails where you’ve established a rapport with the recipient, and it’s commonly used when you’re wishing someone success or goodwill.  

9. Take Care

“Take care” is a warm, informal sign-off suitable for close colleagues, teams, or when you want to convey a friendly tone. It is not ideal for formal situations but can work well when you have an established personal connection with the recipient.  

Ideally, “take care” should be used at the end of a professional exchange, but only when the rapport of that relationship calls for it. For example, a coworker who is leaving the company soon, a last email to a client before a winter break or vacation, or the final email in a long exchange of information when all bases have been covered can be ended with “take care.”

10. Let Me Know…

Another professional email sign-off that requires a bit of legwork from you, but gives the feeling of a call to action for the recipient, “Let me know…” can be filled in with any number of responses. For example, you can encourage the recipient to let you know if they have any questions. Or, if you are awaiting feedback, “let me know your thoughts” shows that you’re eager to learn what the other party has to say about an assignment or idea.

The Right Sign-Off For Every Situation

The best email sign-off largely depends on the tone of your message and your relationship with the recipient. Whether you’re sending a formal job application, a casual check-in, or a client update, it’s important to choose a sign-off that aligns with the message you want to convey. By selecting the appropriate closing, you ensure that your email leaves the right impression and fosters positive communication going forward.