The Best Way to End an Email: Terminus Email Signatures

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How to End an Email

If you think about the thousands of emails you and your employees send out every year, each one represents a brand impression. These emails are going to your most important prospects, customers, partners, and stakeholders of your company or network. It’s important to be thoughtful with these messages and know how each component makes an impact. Elements within each of these messages, such as the greeting, the body of the email, and closing, all factor into whether this is a positive or negative brand impression. How to end an email is just as important as the subject line, and some might argue is the most important section of an email. Email closing remarks and the email closing sentence factor into this, and should be given some thought rather than writing something like, “K, thanks.”

What does the best email sign off usually include? A beautifully branded email signature and call-to-action banner! Sigstr can of course help with this valuable piece of digital real estate, but we’ll use this resource to focus on the few lines of text usually located just above the email signature. With that being said, if you’re curious about the significance of email signature marketing, feel free to browse around the Sigstr website (and especially the Sigstr Resource Hub). Just like the email sign off, the email signature can make or break an email.

There are many variables that go into ending an email. Who is the recipient of the email? What is the purpose of the email? Am I representing my entire company or just my personal brand with this email? Whether it be a coworker, professor, friend, or family member, an email sign off is always recommended. Knowing who your audience is, along with other context, will help influence what is appropriate or inappropriate to say. In this resource, we’ll first provide options on how to end an email professionally in a business setting. This includes emails to coworkers, subordinates, bosses, partners, customers, and even CEOs. Then we’ll list out guidelines to follow when emailing a professor or teacher in different situations. Finally, we’ll touch on emails to friends and how to properly end a thank you email.

How to End an Email Professionally

In a business setting, not only is each email sent an impression on you as a person, but also an impression on your company’s brand. That’s why it’s so important to know how to end an email professionally, amongst other email etiquette. Here are a few words to avoid with professional email closings:

  • Talk to you later
  • Later (just by itself)
  • Aloha
  • Peace! (or Deuces!)

Any of these phrases above may sound ridiculous, but all have been used in emails at the wrong time. Even for this resource, we thought we’d mention them as a little comic relief for you, our reader.

When closing an email professionally, relate it to formal letter ending phrases. After all, sending a letter to someone in the mail is like email in this day and age, so the same etiquette and guidelines can be applied. Not sure how to end a professional letter? Keep things formal, yet friendly. Here are a few phrases that have been used within the closing sentence in business letter examples.

  • Sincerely
  • Take care
  • Thank you for the opportunity
  • Thank you for your time
  • Regards (or warm regards)
  • Let me know how else I can help
  • Let me know if you have any questions

If you’re unsure on how to end a formal email or how to end an email to a company, these old school examples from business letters can definitely help. Of course some terminology, certain phrases, and a few commonly used words have changed throughout the years. So be mindful of what sounds natural and what doesn’t, and try to bring out some charm and personality with every email interaction.

As mentioned above, a professional email signature template consistently applied across your entire company also impacts email etiquette in a business setting. If you include the appropriate sign-off, but then have a horrendous looking email signature right below it, the email recipient is still left with a bad impression of your company or you as a business professional. So take the time to make sure both components are up-to-par with today’s email standards.

Whether it’s a regular letter being mailed, an email to the entire company, or even a face-to-face meeting with client, the goal remains the same. Business professionals look to communicate with others in a way that makes a positive impression on their personal brand and the brand of the company they represent. After all, interactions like this can make or break a deal, win over potential new customers, and build stronger relationships with key stakeholders in the company.

How to End an Email to a Professor

Just like emails with business professionals, digital interactions with education professionals also make an impact. Unfortunately, unprofessional emails to professors do exist and they probably haven’t helped those students get a grade raised or deadline extended. So don’t be that student! Use this resource to learn how to end an email to a professor, teacher, or any other professional related to education.

Wondering how to write an email to a professor about grades? Use this sample “email to professor asking for help” example as a starting point:

Professor [last name],

I hope your week is going well. I am in your [class name] class at [class time] and have enjoyed my experience so far. [topic name] is a specific topic I’d love to spend more time and effort on, as I realize it will have a big impact on my overall grade and I want to do all I can to ensure I am best prepared. Would you be willing to spend a few extra minutes with me before or after class? I have a few quick questions on how I can best learn this topic to improve my grade. Thank you for your time and looking forward to the next class!

Be sure to write a sample email to professor asking for appointment first, ask for feedback from a trusted friend or professional, then send it days (or even weeks) ahead of your requested time. This template can also be applied to students wondering how to ask a professor to review a paper sample. The main point here is to ask for help if you need it, and do it in a way that shows the professor you’re being proactive and doing all you can to excel in his or her class. Even if it’s an awkward situation like how to email a professor about missing class, he or she will appreciate your sincere communication much more than just missing the class with no explanation at all.

As for grade school teachers or high school teachers, the same logic applies! Communication is key. In addition to knowing how to end an email to a teacher, knowing the appropriate level of professionalism is key for the body of the email. If you write out a sample email assignment to teacher friends and get their feedback, you’ll be more confident in knowing how to write email to submit assignment and how to email a teacher about an assignment. Use the example above for a “how to write an email to a teacher” sample.

How to End a Friendly Letter

In some situations, you may not be emailing a teacher, professor, boss, or key customer. It could be a friend of family member. In these cases, the body of the email and sign-off can be more casual. If you’re wondering how to end an informal email or how to end an email to a friend, it’s simple! Don’t overcomplicate it and think about how you might talk to them face-to-face. More times than not, close friends won’t end a conversation with phrases like:

  • With warmest regards
  • I look forward to your continued business
  • Sincerely yours
  • Yours truly

Keep these types of interactions conversational and avoid business terminology or phrases that don’t sound natural. Knowing how to end a friendly letter applies directly to friendly emails. Whether it’s offline or online communication, knowing your audience will help dictate how to present your message. For friends, it requires less thinking and more natural conversation. This, of course, doesn’t imply that it can be vulgar or an inappropriate message! Use common sense, treat others how you would want to be treated, and be appreciative of their time or friendship. Just like business connections or those you look up to in the education field, friends and family are important!

Email Closing Lines Thank You

Among all of the email closing lines, thank you is the most popular. Think about the situations where you’re sending an email to say thank you. How can you express your appreciation through an email that shows the recipient you value their contribution? What is the best wording to achieve this? If it’s a friend or family member that helped with something, this should be pretty natural. But what about in a professional or business setting?

Especially when applying for a job, a “thank you” is very important. In addition to showing your appreciation in person and sending a letter in the mail, sending an email saying thanks is critical. Even in the beginning stages of the recruiting and application process, knowing how to end an email for a job interview can only help your chances in landing an interview and getting the job. Start the email off by saying thanks for the opportunity and end it with a message of thanks. Three times might be too much, but saying it twice is recommended!

Even if you’re not currently looking for a new role or company to join, knowing how to end an email for a job will only help you in the future. As your career evolves and new opportunities arise, you may find yourself in a situation where thoughtful email communication becomes important for your next move. So use it to your advantage to stand out from the other candidates, and carry all of these recommendations with you into your daily email habits.

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