Email Closing Phrases: How to End Your Emails Professionally

How you end an email matters more than you might think. The wrong closing can undermine an otherwise perfect message, while the right one leaves a positive lasting impression. Whether you're writing to a CEO or a colleague, here's your complete guide to email closing phrases.

Why Email Closings Matter

Your email closing is the last thing the recipient reads. It:

• Sets the tone for future interactions
• Shows your level of professionalism
• Indicates the formality of your relationship
• Can influence whether you get a response

A mismatched closing (too casual for a formal email, or too stiff for a friendly one) creates an awkward impression.

Formal Email Closings

Use these for professional situations: job applications, client communications, first-time contacts, or when you want to maintain a professional distance.

Top Formal Closings

Best regards,

• The safest choice for most professional emails
• Works across industries and cultures
• Neither too warm nor too cold

Sincerely,

• Classic and universally accepted
• Slightly more formal than "Best regards"
• Great for cover letters and official correspondence

Kind regards,

• Warm but still professional
• Good for ongoing professional relationships
• Popular in British English

Respectfully,

• Very formal, shows deference
• Use when writing to someone significantly senior
• Common in academic or government contexts

Example: Formal Email

Dear Mr. Johnson,

Thank you for taking the time to meet with me yesterday. I appreciate the opportunity to discuss the project timeline.

I look forward to our continued collaboration.

Best regards, Sarah Chen

Professional but Friendly Closings

For colleagues you work with regularly, clients you've built a relationship with, or semi-formal situations.

Top Professional-Friendly Closings

Best,

• Short, friendly, widely used
• The go-to closing for many professionals
• Works for most work emails

Thanks,

• Perfect when you're asking for something
• Casual but still appropriate for work
• Shows appreciation

Many thanks,

• Slightly more formal than "Thanks"
• Good when someone has helped you
• Warm and appreciative

Looking forward to hearing from you,

• Shows enthusiasm
• Great for follow-up emails
• Encourages a response

Example: Professional-Friendly Email

Hi David,

I've attached the report you requested. Let me know if you need any changes.

Thanks, Mike

Casual Email Closings

For colleagues who are also friends, internal team communications, or when the company culture is relaxed.

Top Casual Closings

Cheers,

• Friendly and upbeat
• Common in British, Australian, and increasingly American English
• Good for teams with casual culture

Talk soon,

• Implies ongoing communication
• Friendly without being overly familiar
• Good for people you interact with regularly

Take care,

• Warm and personal
• Shows you care about the recipient
• Good for colleagues you're friendly with

TGIF! (or similar)

• Only for very casual, friendly relationships
• Use sparingly and appropriately
• Shows personality

Example: Casual Email

Hey Lisa,

Just finished the slides for Monday's presentation. Mind taking a look when you get a chance?

Cheers, Tom

Closings to Avoid

Some closings are outdated, confusing, or inappropriate for professional settings:

Avoid	Why
Yours truly,	Outdated, sounds like a letter from 1950
Warmly,	Can seem too personal for business
Thx,	Too informal, looks lazy
Sent from my iPhone	Not a closing, remove this default signature
XOXO	Never appropriate for work
Love,	Reserve for personal relationships only
Best wishes,	Better suited for greeting cards

Choosing the Right Closing: A Quick Guide

Situation	Recommended Closing
Job application	Sincerely, / Best regards,
First contact with client	Best regards, / Kind regards,
Regular client communication	Best, / Thanks,
Your direct manager	Best, / Thanks,
Team members	Thanks, / Cheers,
Friend at work	Cheers, / Talk soon,
Formal complaint	Respectfully, / Sincerely,
Requesting help	Thanks in advance, / Many thanks,
Follow-up email	Looking forward to your response,

Action-Oriented Closings

Sometimes you want your closing to prompt a specific response:

Looking forward to your thoughts,

• Encourages feedback
• Shows you value their input

Please let me know if you have any questions,

• Opens the door for clarification
• Good for informational emails

I appreciate your prompt attention to this matter,

• Politely implies urgency
• Use sparingly to maintain impact

Please advise,

• Requests direction or decision
• Common in business communication

Cultural Considerations

Email closing norms vary by culture:

• American English: Tends toward shorter, more casual closings (Best, Thanks)
• British English: Often uses "Kind regards" or "Cheers"
• German business culture: More formal, longer closings expected
• Japanese business culture: Very formal closings, often with seasonal references

When in doubt, match the formality level of the person you're writing to.

Match Your Opening to Your Closing

For consistency, pair your greeting with an appropriate closing:

Opening	Closing
Dear Mr./Ms. [Name],	Sincerely, / Best regards,
Dear [First name],	Best regards, / Kind regards,
Hi [Name],	Best, / Thanks,
Hey [Name],	Cheers, / Talk soon,

Get the Right Tone Every Time

Not sure if your email strikes the right tone? ToneLang can help you see how your message sounds in different registers: formal, casual, or literal. This way, you can ensure your closing matches the overall tone of your email.

Whether you're drafting a message to a new client or a quick note to your team, getting the tone right from greeting to closing makes all the difference.

Conclusion

Email closings are small but significant. The right choice:

• Matches the formality of your relationship
• Aligns with your company culture
• Feels natural, not forced
• Leaves a positive final impression

When in doubt, "Best regards" is your safe bet for professional emails, and "Thanks" works great for most workplace communication. Save the casual closings for people you have genuine rapport with.

Master this small detail, and your emails will feel more polished and professional.