Knowing how to end a business email is just as important as knowing how to send an email. In our professional lives we have to deal with a lot of emails – especially from clients, colleagues and management. Accidentally closing an email can easily tarnish your professional image. For example, you may lose a potential client because he or she included you too casually in a business relationship. The risk of losing management’s confidence in your business opportunities is another possibility. In this post, I want to give you tips on how to close a professional email, as well as some of the best examples of professional email closures that impress!
What is an email closure? And why would you turn it on?
Closing an email is what it literally means – it’s the last part of your email. What you write in the last part of your business correspondence can have a significant impact on the recipient’s reaction – whether they react positively or negatively or ignore you completely!
At the end of your professional email correspondence, you should include a clear call to action. A call to action is a short paragraph that asks your recipients to perform a desired action. For example: Close a deal, buy a product or simply confirm recognition.
But closing an email is not just the last line of the conversation. After this last paragraph, you should add a professional closing statement followed by an email signature. So there are three parts at the end of the business correspondence: Part 1) Communication line, Part 2) Professional email signature, and Part 3). Professional email signature.
Part 1: Communication line
The last few lines of your email depend on your relationship with the recipient. Here are a few examples to understand it better:
Example 1 : You write a potential client to close the deal.
I’m very motivated to work with you. Please confirm if you want us to make this deal at the agreed price? If you have any questions, please reply to this email address or schedule an appointment at a time that is convenient for you.
Call to action : Confirmation of the completion of the transaction OR answer the question.
Example 2 : You write to your management team to update them on your monthly progress.
My hard work, along with your support and advice, has allowed me to achieve these goals. I would like your opinion on my monthly progress.
Call to action : Ask for feedback on monthly progress
Example 3 : You send certain documents by e-mail to a colleague (of the same level).
Let me know if there is anything else I can help you with.
Call to action : This scenario is not necessary. However, in a more professional tone, we may ask for additional support.
Part 2: Business e-mail subscription
We now know how to include the last paragraph as a call to action when closing a business email. What’s the next step? Professional degree or email signature.
8 Professional business e-mail subscriptions
Here are 8 official email closures and a brief description of how and when to use them:
- Best -> Short and professional. Universally applicable in all commercial letters.
- Thanks -> Official signature of an email to express your thanks or appreciation.
- Thanks -> Slightly less informal than thanks, but it works!
- Best reviews -> Universal platform for almost all business emails.
- Honestly -> A little more informal than yours. Use it in business communication when you and your recipient know each other well.
- Really? -> A little more informal than yours. Use it if you and your recipient are friendly business partners.
- Sincere -> Show your sincerity and honesty. It is therefore more convenient to use when you first enter into an agreement.
- Respectful -> Speak to a faculty member, professor, or person of high rank/department.
8 signatures to avoid in business emails
Some email subscriptions are not suitable for business correspondence. Due to their semi-formal and occasional nature, they should only be used for personal emails. Here are a few:
- Kind regards
- Kind regards / Truly yours
- With love.
- Kind regards
- Enjoy it.
Part 3: Professional e-mail signature
Adding an electronic signature is the final part of business correspondence. Ideally, your email signature should include your full name followed by your title, company address and primary contact information. Find the ideal format to create a professional electronic signature:
If you want to know more, I invite you to read my article on electronic signatures to learn how to create great signatures easily and for free!
Benefits of adding an electronic signature to business e-mail
You may be wondering: What do you need to do to create an email signature if you can simply write your name, title and contact information after signing an email? You can certainly do it, but you will miss out on the following benefits:
- Email signatures look more professional.
- With your company logo and the right combination of colors in the design, it conveys a strong brand image directly to your recipients.
- Social media buttons in email signatures make it easy for your recipients to connect with you.
- Possibility to add a call button to an action
How does a business letter end?
Do you often have to write business letters? What is your strategy for closing email? Please share it in the comments below.
More advice by e-mail :
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