How to End an Email Professionally6 minutes read

What you write at the end of your email can make or break your business. Ending your business emails in a professional way helps create a good impression of you and your business. And that would mean more business opportunities for you. So, learn here how to end an email professionally.

On the other hand, ending your email in a not-so-good way could potentially annoy your recipients. And your business would be relegated to the murky halls of shame – closing out.

So there are all the possibilities – either way.

So if you don’t want to rattle the nerves of (and possibly offend) your recipients, you need to learn the best practices for ending your emails professionally.

Here is your “How to become an email ninja” 101 – that will help you end professional emails in the right way.

How you can end emails professionally in different situations?

When you need feedback

Gratitude helps people feel positive emotions. Research confirms that being grateful for what other people are doing to you, helps you build stronger relationships and also makes people view you favorably.

You can also take advantage of this finding when you are expecting to get feedback. For example, you could write something like:

  • “I appreciate your help in resolving this challenge.”
  • “Thanks in advance for your time,”
  • “Looking forward to hearing from you.”
  • “Thank you for your time. Let me know whether we can meet for a cup of coffee.”

What if they are taking ages to reply to your email? Such a situation would need a second nudge. So you can set a reminder that tracks and notifies you when they reply and probably fires off a reminder if they delay replying in a few days.

Building a new relationship

Let’s say you have identified a fresh lead. You want to draw them closer to your brand. To show them that you care, end your message with phrases like:

  • “Keep fighting the good fight.”
  • Or, “Stay awesome,”

Besides, if you still want to add more ‘goodies’ to make the relationship even stronger, you might add something like:

“P.S. Here is [what you want to offer] you might find this interesting.” (Link the content in the braces with a blog post, or any other premium content – e-book, infographics, video, etc) they might enjoy devouring).

When you have that “lets over coffee” meet-up

Let’s say you are a sales rep for a company that offers email tracking and mail merging features, like, SalesHandy. You recently started a very spirited campaign to popularize your new Mail Merge and Auto follow-up feature. And, finally, someone just agreed to meet you over a cup of coffee to discuss the new interest. So how are you going to address them on the email to create room for the next discussion? Here is how you can end your emails:

  • “Look forward to meeting you soon,”
  • “Talk to you soon,”

You might even decide to pass more valuable information about SalesHandy:

You can do a quick line like::

  • “I hope {this} will help you understand the tool more.” [Link to the source of information].

What if you are requesting for a meeting?

What if you want to meet your client or even a prospect? You have to find a way to have them nod to your idea. So after yapping all your reasons, why you want to create some time for the meetup, add:

  • “Eager to work around your schedule,”
  • “Hoping for a hole in your calendar.”

Remember nobody wants to dish out their precious time for free. You must prove that you have something of value that they will be coming for. So how can you prove that?

Adding a P.S that reiterates what they will be in for and the amount of time you would love to spend with them.

So you can go like:

  • “P.S. Promising ROI for your 30 minutes with me; you’ll walk away with [write the tangible value here].

There are still a lot of such scenarios. But the bottom line is, always leave a parting shot that prompts the recipients for an action in the right way.

Professional email closing

So you have already ended your email with the best line(s) that reflects your situation. Then next thing that should come to your mind is how you should close it professionally.

It is important not only to have all elements of a professional email closing but to format them in the right way.

  • Closing remark – ensure you include a comma after your closing remark. And then include space before going to the next element.
  • Digital signature – embed your digital signature here if you have one. Otherwise, leave it blank.
  • Leave a space, and then type your full name.
  • Your title and company you work for.
  • Contact information
  • Or use an email signature generator

Now that you have learned the nitty-gritty of ending an email professionally, let’s take a second and deconstruct this email:

How to end an email professionally 1

Judging the email against all the ‘good email’ checklists out there, it almost passes off as just impressive – it’s concise, clear and on to the point. So what could be wrong with this email? Clearly, the author ignored the elements that make an effective email closing:

  • No closing phrase which makes it sound too casual for a professional email
  • The author only included his first name. What if the recipient knows more than one Steve?
  • The signature doesn’t bear any contact information. Here’s a blog that can refer to learn more about the anatomy of a compelling business email signature.
  • And finally, there is no call-to-action.

So – it’s a no-brainer. With this kind of sales emails, your business is likely to repulse potential clients.

After applying the tactics we’ve just learned, here is how we can end the above email professionally.

Summing it up

You don’t have to take chances when it comes to your email communications. A good ending is as good as a good introduction. It serves to project a professional image of you or your business.

Also, read “how to start an email” and check if you have started your email well

How do you ensure that you are ending your emails professionally? We’d love to hear from you.

By SalesHandy Editorial

A team of technophiles and marketing geeks who love to explore new market trends and follow emails everywhere. Making your emails work for you is their only goal!

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