May 27, 2021

How Do You Close Your Emails?

Angela's Tweet about email sign-offs is laugh-out-loud funny. The subject clearly resonates with people, as more than 150K Twitter users liked or shared the message.

Many business writers—including yours truly—habitually close work emails with the same handful of pleasantries. Judging from Angela’s joke, we all should put more care into how we finish emails. 

Consider the Hidden Meaning 

While a polite closing is always appropriate, some people may “read into” your words in unexpected and unwanted ways.  

For example, “Best,” is one of the most common closings for routine messages. It is seemingly safe and neutral. Yet Angela's joke lands because some readers may perceive "best" as terse or passive-aggressive in certain circumstances.

If you believe all closings are one-in-the same, compare these similar sign-offs. Which conveys a warmer tone?

Both are professional, but "Kind regards" is probably the warmer of the two. Subtle differences in meaning can shift the way your message is read. 

Am I being overly finicky? Perhaps.

Just remember this: When choosing a closing, make sure it aligns with the subject, purpose, and context of your message. Don’t, for instance, end with “Cheers!” in an email about pay cuts. Similarly, avoid overly casual sign-offs, such as "Thanks a bunch," for formal messages.

Adjust for Your Communication Situation

If you’re having trouble deciding on a sign-off for your message, refer to this table:

Make It Correct

Create a strong final impression by correctly formatting your closing.

• After the body of your email, leave a blank line.
• On the next line, place the closing flush left.
• Capitalize the first letter of the first word.
• Place a comma after the closing.
• On the next line, provide your name, flush left.
• Leave a blank line before your signature block.