Mastering Email Sign-Offs: The Best Ways to End Your Emails Professionally

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Your email sign-off is way more than just a closing phrase, as it leaves your last impression. It means that a weak, generic, or overly casual sign-off can make you really quickly forgettable (or worse, unprofessional). On the flip side, a strategic and well-crafted email closing will totally build trust with your recipients and boost engagement, while improving your response rates.

In this article, we will explain to you everything you need to know about email sign-offs, why they matter, the most common mistakes to avoid at all costs, and also how to pick the best closing line for every situation. Ready to level up your email game? More details coming!

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What are email sign-offs?

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Email sign-offs are the final words before your name—the closing phrase that wraps up your message. They signal the tone of your email, reinforce your professionalism, and also impact how the recipient perceives you (even if you don’t notice it!).

This is why a well-crafted sign-off leaves a positive last impression and can even encourage action. But using the wrong sign-off—or none at all—can make your email feel abrupt, impersonal, or unprofessional. The key? Simply choosing the right sign-off for the right context.

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What's wrong with a “Best,” sign-off in an email?

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"Best" is one of the most overused, uninspired email closings out there. While it’s safe and neutral, it lacks warmth, engagement, and personality.

Here’s why “Best” falls short:

• It’s too vague – What does "Best" even mean? Best what?
• It’s impersonal – It doesn’t express enthusiasm, gratitude, or a clear next step.
• It feels lazy – Because it's so common, it can feel like an afterthought rather than a deliberate closing.

Our tip: instead of defaulting to "Best," you can easily choose a sign-off that really reflects the intent of your message and aligns with your recipient’s expectations.

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What is the added value of a well-crafted sign-off?

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Your email sign-off is like the handshake at the end of a conversation—it can either leave a strong impression or make you forgettable:

• It makes your email more memorable – A personal, engaging closing ensures you’re not just another email in a crowded inbox.
• It sets the tone for future communication – If you want to make formal, friendly, or even persuasive impressions, it’s up to you! Your email sign-off will only even more reinforce your email message, that’s it. 
• It increases response rates – A well-chosen closing can nudge the recipient to take action, reply, or engage further.

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How to sign off on an email?

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Your email sign-off isn’t just about saying goodbye—it’s your final chance to leave a strong impression, set the right tone, and even encourage a response. Choosing the wrong one can make you sound robotic, disengaged, or even unprofessional.

So how do you pick the best closing? Follow these three essential rules and everything will be alright:

1. Your relationship with the recipient

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The level of familiarity you have with your recipient dictates how formal or relaxed your sign-off should be.

• Cold outreach or professional settings → Stick to safe, professional closings like Best regards or Sincerely. You don’t know them yet, so don’t be too casual.
• Existing clients or colleagues → You can be a bit warmer with Thanks again or Looking forward to our next call.
• Internal team or friendly contacts → Keep it light with Cheers or Talk soon.

If in doubt, always lean toward being slightly more formal. Why? Because you can always adjust your tone once the conversation becomes more familiar, and it will seem way more natural in this way. You’re welcome. 

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2. The tone of your email

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Your sign-off should match the intent of your email. That’s it. A mismatch can make your message feel inconsistent or confusing.

Here’s how to align your closing with your email’s goal:

• If you’re closing a deal or making a strong ask → Reinforce action with Looking forward to your response or Excited to hear your thoughts.
• If you’re sending an informative or neutral update → Use Best regards or Sincerely to keep it professional.
• If your email is friendly or relationship-based → Opt for Appreciate your time! or Hope to catch up soon.

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3. The action you want the recipient to take

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The last thing you write should guide the recipient toward the next step. This is why the main goal of your sign-off is to subtly push them toward responding or taking action.

• If you want a response → End with Let me know your thoughts! or Looking forward to your reply.
• If you’re confirming a meeting → Try See you on [date]! or Looking forward to our call!
• If you’re wrapping up a project → Use Thanks for your help on this! or Appreciate your time and effort!

Here, keep in mind that a good email sign-off is like a soft call-to-action—it makes it clear what should happen next while keeping things polite and natural. Nothing more. 

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What are the different types of email sign-offs?

Not all email sign-offs serve the same purpose. Some maintain professionalism, others add warmth, and other ones push for action. As you may understand, picking the wrong one can make your email feel cold, too aggressive, or even out of place. This is why understanding the main types of sign-offs helps you match your closing to the situation and leave the right impression.

Formal and professional sign-offs

These are the go-to choices for business communication, especially in cold outreach, client interactions, or emails to executives. They signal respect and professionalism without being overly friendly. Think Best regards, Sincerely, or Respectfully. They work well when you’re unsure about the recipient’s tone preference or need to maintain a polished image.

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Friendly and warm sign-offs

When you already have an established relationship, a more personal closing adds warmth and builds rapport. These include Thanks, Looking forward to our chat, or Appreciate your time!. They make emails feel less transactional and more engaging, helping you maintain positive connections with clients, colleagues, or business partners.

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Action-driven sign-offs

If your goal is to encourage a response or drive an action, your sign-off should subtly push for it. Here, phrases like Let me know your thoughts, Excited to hear your feedback, or Looking forward to your reply will allow you to keep the conversation open and also guide your recipient toward the next step without being too pushy.

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Casual and informal sign-offs

For internal emails or relaxed conversations, you can really ditch the formality. Sign-offs like Cheers, Take care, or Catch you later will be enough, as they will add personality in an interesting way and even make interactions feel way more natural. But remain cautious and use them carefully in professional settings, as overdoing it can make you seem too laid-back or unprofessional. 

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Best practices on email sign-offs

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Here are some best practices to optimize your email sign-offs and really reach your goals: 

• Keep it short and relevant – Your sign-off should complement your message, not overpower it.
• Match the tone of your email – Formal messages need professional closings, while friendly emails can be more relaxed.
• Avoid outdated or robotic closings – "Yours truly" or "Faithfully" can sound outdated or stiff in modern business emails.
• Make sure it fits your audience – A CEO might not respond well to "Cheers," while a creative professional might appreciate it.
• Don't forget your signature – Always follow your sign-off with your full name and professional details.

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Our best email sign-offs

Need some inspiration? Here are top-performing sign-offs for different scenarios:

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Formal business emails

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• Best regards
• Sincerely
• Kind regards
• Respectfully

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Networking emails

• Hope to stay in touch
• Thanks again
• Talk soon
• Looking forward to meeting you

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Cold outreach & sales

• Looking forward to your reply
• Looking forward to your thoughts
• Let’s connect soon
• Appreciate your time!

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Follow-ups

• Just checking in—let me know your thoughts!
• Any updates on this?
• Appreciate your time and insights!

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Conclusion: Your Sign-Off Can Make or Break Your Email

An email sign-off isn’t just a formality—it’s a strategic tool. Whether you want to increase engagement, sound more professional, or drive action, your closing line plays a role in shaping the recipient’s perception.

Please just avoid generic sign-offs like "Best" and choose one that matches your email’s tone, audience, and purpose. With the right approach, your emails will leave a lasting impression—and get the replies you need.

And remember, even the best email sign-off won’t matter if your emails land in spam. Want to make sure your emails hit the inbox every time? MailReach’s email warm-up and spam testing tools can help you optimize your deliverability and boost engagement.

FAQ

What is the best email sign-off for professional emails?

For formal business emails, sign-offs like Best regards, Sincerely, or Respectfully work best. They convey professionalism and respect, making them ideal for corporate communication, client interactions, and outreach emails.

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Should I always include a sign-off in my emails?

Yes! A sign-off serves as a polite and structured way to close an email. Skipping it can make your message feel abrupt or unprofessional, especially in a business setting.

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What’s the best sign-off for cold emails?

For cold outreach, a friendly yet professional sign-off like Looking forward to connecting or Excited to discuss further works well. It sets the right tone without being too formal or too pushy.

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Why do people say “Best” in emails?

Best is often used as a quick, neutral sign-off that maintains professionalism while keeping things short and to the point. However, it can sometimes come across as lazy or impersonal, which is why many opt for alternatives like Best regards or Thanks.

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Is it okay to use casual sign-offs in business emails?

Yes and no. It really depends on the context and your relationship with the recipient. For internal emails or conversations with colleagues, casual sign-offs like Cheers or Take care can be appropriate. However, in external communication, a more professional closing is usually a safer choice.

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What email sign-offs should I avoid?

Please avoid overly familiar, outdated, or robotic closings like Yours truly, Warmest regards, or Faithfully. Also, avoid aggressive sign-offs like Awaiting your response or Please reply ASAP, which can feel demanding.

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How do I make my sign-off more personal?

Personalization can be as simple as adding the recipient’s name (Looking forward to your thoughts, John) or tailoring it to the context (Excited to work together!). A personal touch makes emails feel more engaging and less generic.

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Should I match my sign-off to my email’s tone?

Yes absolutely! If your email is highly formal, use a formal closing. If it’s more conversational, a relaxed sign-off works better. Matching your tone ensures consistency and makes your message feel natural.

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