How to Finish a Letter Email Professionally and Confidently
Finish a Letter Email
Email has become an indispensable tool for communication. It is fast, convenient, and can be used to reach people anywhere in the world. However, there are certain etiquette rules that must be followed when writing an email, and one of the most important is to finish the email properly.
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There are four key elements to a proper email closing:
- A sign-off, which is a polite phrase that ends the email
- Your name, which should be typed out in full
- Your contact information, which may include your email address, phone number, and/or mailing address
- A call to action, which is a request for the recipient to do something, such as reply to the email or visit your website
Parting Ways
Just like emails have a go-to salutation like “Hi [Name],” they also have go-to closings. Here is what your email sign-off should look like:
Your closing should say something like “Thanks,” “Best,” “Regards,” or “Sincerely.” These phrases are the most commonly used and easiest to interpret.
If you have already clearly stated the action you want the recipient to take, then you may skip the call to action. If not, then it’s okay to use a soft call to action. For example, you might say something like, “Let’s schedule a time to chat” or “Please let me know if you have any questions.”
As an optional last step, you may want to add your contact information. If your name and email address are already part of your email signature, then there’s no need to repeat them at the end of your message. However, if you don’t have an email signature, then it’s a good idea to include your name, title, phone number, and email address at the bottom of your email.
Formal vs. Informal Closings
Depending on your audience and the tone of your email, you may choose to use a formal or informal closing. Here is a table that summarizes the differences between formal and informal closings:
| Formal Closings | Informal Closings |
|---|---|
| Sincerely | Best |
| Respectfully | Thanks |
| Yours truly | Regards |
Examples of Professional Letter Closing Phrases
With Anticipation
Thank you again for your time and consideration. I look forward to hearing from you soon regarding this exciting opportunity.
With Enthusiasm
I am eager to contribute my skills and experience to your organization. I am confident that I can make a significant contribution to your team.
With Gratitude
Thank you for your time and consideration. I appreciate your feedback and will take your advice into account as I continue my job search.
With Confidence
- I am confident that my skills and experience make me an excellent candidate for this position.
- I am eager to join your team and contribute to your organization’s success.
With Professionalism
Thank you again for your time and consideration. I appreciate the opportunity to discuss my application with you. I wish you all the best in your search for the ideal candidate.
With Hope
- I hope my application stands out and demonstrates my passion for this role.
- I look forward to the opportunity to further discuss my qualifications and how I can contribute to your organization.
- Sincerely,
- Respectfully,
- Best regards,
- Keep the closing concise.
- Use a single line break between the closing and your name.
- Avoid using contractions or slang.
With Best Wishes
Thank you for considering my application. I wish you all the best in your search for the perfect candidate. I am confident that you will find an individual who will be a valuable asset to your team.
How to Finish an Email Letter?
In formal email correspondence, it’s essential to end with a polite and professional closing. The closing should indicate the end of your message and convey your tone and intent.
1. Selecting an Appropriate Closing
The choice of closing depends on the formality of the email and your relationship with the recipient. Common formal closings include:
2. Adding a Personal Touch
After the closing, you may add a personal touch with a short note. This could be a note of appreciation, a call to action, or a wish for the recipient’s well-being.
3. Including Your Name
Always include your full name after the closing. This helps the recipient identify you and provides a sense of professionalism.
4. Formatting Considerations
Example of a Formal Email Closing
Sincerely,
Jane Doe
How to End an Email Letter with a Call to Action?
If you need the recipient to take a specific action, include a call to action in your email closing. The call to action should be clear and concise, and it should indicate the desired response.
1. Using "I" Statements
To make the call to action more personal, use "I" statements. For example:
I appreciate your time and consideration.
2. Keeping it Brief
The call to action should be brief and to the point. Avoid using complex sentences or lengthy phrases.
3. Including a Deadline
If there is a deadline for the requested action, specify it in the call to action.
Example of an Email Closing with a Call to Action
Sincerely,
Jane Doe
I would appreciate it if you could review the attached proposal by Friday.
How to End an Email Letter to a Superior?
When writing an email to a superior, it’s important to maintain a respectful and professional tone. The closing should convey this respect and acknowledge the recipient’s authority.
1. Using Formal Closings
Always use a formal closing when writing to a superior. Common formal closings include:
- Respectfully,
- With regards,
- Yours truly,
2. Including a Title
After the closing, include the recipient’s title and last name. This shows that you respect their position and authority.
3. Avoiding a Personal Touch
In general, avoid adding a personal touch to an email closing to a superior. Keep the closing professional and to the point.
Example of an Email Closing to a Superior
Respectfully,
Jane Doe
To: Mr. John Smith, CEO
That’s all folks! Thanks for sticking with me through this email writing adventure. I hope you found it helpful. If you have any more questions or need further assistance, don’t hesitate to drop me a line. In the meantime, keep writing those emails with confidence, and remember to come back for more tips and tricks in the future. Cheers!