Most people spend a lot of time on the subject line and the body of their email, but knowing how to end a professional email is just as important. The closing is what the reader sees last. A wrong sign-off, too stiff, too casual, or just out of place, can leave a bad impression even if the rest of the email is perfect.
By the end of this guide, you’ll know exactly how to end a professional email in American English. You’ll learn which sign-off fits each situation, what to write in the final sentence before your name, and which mistakes to avoid. This guide is part of the professional English content at Your Daily American , where you can find lessons on every part of workplace communication, from writing a subject line to leading a meeting in English.
We’ll cover three levels of formality, how to match your closing to the person you’re writing to, and ready-to-use example closings you can start using right away.
Why your email closing leaves a stronger impression than you think
A professional email closing is more than just your sign-off. It has three parts working together: the closing sentence, the sign-off word or phrase, and your name or signature block. Here’s a quick example of all three in action:
“Please let me know if you have any questions. Best regards, Maria”
The closing sentence wraps up your message. The sign-off sets the tone. Your name ends it cleanly. Many ESL learners skip the closing sentence and go straight to the sign-off. In American professional culture, that feels abrupt, like ending a conversation without saying goodbye.
Tone mismatch is another common problem. Imagine sending “Cheers” to a senior client after a formal request, or using “Sincerely” in a quick message to a colleague you work with every day. Both feel off. The tone of your closing should match the relationship and the purpose of the email, not just the company you work for.
There are three levels of formality to know: formal, standard (also called neutral), and friendly-professional. Each level has its own sign-offs, and the right choice depends on who you’re writing to and why. The sections below go deeper into each one.
How to end a professional email: formal sign-offs for important and first-time messages
Formal closings are the right choice when you’re writing to someone you don’t know, sending an official document, or reaching out in a high-stakes situation like a job application or a formal request. Getting your business email endings right in these moments matters more than most people realize.
“Sincerely”, the classic formal choice
“Sincerely” is the most traditional formal sign-off in American English. Use it for cover letters, job applications, first contact with someone you don’t know, and official correspondence. Here’s a full example:
“I have attached my resume and cover letter for your review. Thank you for your consideration. Sincerely, David Kim”
One important note for ESL learners: “Sincerely” can be overused in everyday emails and may sound stiff in informal contexts. It’s best saved for formal situations. In a regular work email to a colleague or client you already know, it can create unnecessary distance. For tips on writing the documents that often accompany “Sincerely,” see How to Write a Cover Letter in American English.
“Respectfully”, for writing to authority figures
“Respectfully” signals deference. Use it when writing to a government official, a very senior executive, or someone in a position of high authority. It’s less common in everyday business emails, but when it fits, it sends a clear message of respect. For example:
“I appreciate your attention to this matter and welcome any guidance you can provide. Respectfully, Daniel Torres”
“Best regards”, your safe semi-formal bridge
“Best regards” is widely recommended as a versatile option that works across most formal-leaning situations. It sits between formal and neutral: warm enough to feel personal, but still polished and professional. Use it for new clients, external partners, and professional contacts you haven’t met before.
“Thank you for your time today. I look forward to speaking with you further. Best regards, Priya Sharma”
Standard closings that work in most professional situations
Most professional emails don’t need to be extremely formal. The middle tier covers daily workplace communication, and this is the range most ESL learners should feel comfortable using.
“Best”, short, modern, and widely accepted
“Best” is one of the most common sign-offs in American business emails today. It’s short, efficient, and broadly accepted across industries. Use it for ongoing professional relationships, internal teams, and clients you already know. If you work in a very formal industry like law or government, you may want something slightly more formal. But in most workplaces, “Best” is a safe, natural choice.
“Thanks for the update. Let me know if you need anything else. Best, James”
“Kind regards”, for a slightly warmer tone
“Kind regards” is a bit more personal than “Best regards.” It works well for customer-facing emails, thank-you replies, and messages to clients after you’ve helped them. The word “kind” adds a small amount of warmth without making the email feel informal. For example:
“It was a pleasure assisting you today. Please don’t hesitate to reach out if you have any other questions. Kind regards, Sara”
If you want to check the nuance behind “regards” and related sign-offs, see Grammarly’s guide to “regards”.
“Thank you” and “Many thanks”, for requests and follow-ups
These sign-offs do two things at once: they close the email and express gratitude. Use “Thank you” when you’re asking for something or when the reader did something helpful. One phrase to watch out for: “Thanks in advance” can sound presumptuous, as though you’re assuming the person will agree before they’ve said yes. “Thank you for considering this” is a more respectful alternative.
“I look forward to your thoughts on the proposal. Many thanks, Sofia”
Friendly closings for colleagues and casual work emails
Not every professional email needs to be formal. Internal messages, team check-ins, and emails with people you know well can use a lighter, friendlier closing. The key is reading the situation correctly.
When “Talk soon,” “All the best,” and “Take care” fit naturally
“Talk soon” works well for follow-ups and project check-ins because it implies the conversation is continuing. “All the best” is warm but still professional enough for most colleague relationships. “Take care” feels personal and friendly without crossing into territory that’s too casual for a work context.
Use these with people you communicate with regularly, where the relationship is already established. Here’s an example:
“Let me know your availability and we can find a time to connect. Talk soon, Marco”
For a longer list of common sign-offs you can choose from, see The Muse’s list of sign-offs.
Sign-offs to avoid in professional settings
Some closings can damage your professional image, even when you don’t mean them to:
- “Cheers”, works in creative, tech, or media environments, but can feel out of place in formal companies or with new contacts
- “Warmly” or “With love”, too personal for professional email
- “Thanks in advance” , can sound demanding; use “Thank you for considering this” instead
- No sign-off at all, always include something; ending with just your name feels abrupt and can come across as rude
How to read the email thread before choosing your closing
Here’s a practical tip: look at how the other person has been signing off. If they use “Best,” you can mirror that. If they write “Thanks,” you can match the casual energy. Mirroring the other person’s tone is a widely recommended practice in professional email etiquette, and it shows you’re paying attention to the relationship rather than applying a one-size-fits-all approach. For more on general rules, consult Email Etiquette Rules Every Professional Must Know.
Matching your closing to who you’re writing to
The fastest way to choose the right sign-off is to think about who you’re writing to. Here’s a clear guide by recipient type.
Emailing your manager or supervisor
Use “Best regards,” “Sincerely,” or “Respectfully.” Avoid “Thanks” alone, which can feel too casual, or “Cheers,” which is too informal for this relationship.
“I’ve attached the status report for this week. Please let me know if you’d like to discuss anything. Best regards, Anika”
Writing to a client or a new professional contact
Use “Best regards,” “Kind regards,” or “Thank you for your time.” These balance professionalism with warmth, which is important for building client relationships from the first email.
“I look forward to the opportunity to work together. Please don’t hesitate to reach out with any questions. Kind regards, Tom”
Connecting with a recruiter or hiring manager
Use “Sincerely,” “Best regards,” or “Kind regards.” Keep it neutral and polished. This is not the time for casual closings, email signature etiquette matters more in a job search context than almost anywhere else.
“Thank you again for your time today. I look forward to hearing about the next steps. Sincerely, Lucia”
Messaging a colleague you work with regularly
Use “Thanks,” “Best,” “Talk soon,” or “All the best.” These match the pace of internal communication: efficient, friendly, and natural.
“Let me know if the new timeline works for you. Thanks, Chris”
The closing sentence: what to write before your sign-off
The closing sentence is the line that comes before your sign-off. This is where many ESL learners make the biggest mistake: they go straight from the body of the email to the sign-off, with nothing in between. Skipping this line is a common faux pas in professional email writing, and it makes the email feel incomplete, like a conversation that stops mid-thought.
You can also strengthen that final sentence with useful connectors and transition phrases; see Top 20 Transition Words for Professional Emails in English for practical examples you can use.
Making a request or asking for a response
When you need the reader to act, your closing sentence should make that clear. Phrases that work well:
- “Please let me know if you have any questions.”
- “I look forward to your response.”
- “Could you let me know your thoughts by Friday?”
These give the reader a clear next step, which makes it easier for them to reply.
Following up after a meeting or call
After a meeting, your closing sentence shows that you’re organized and professional. Use phrases like “Thank you again for your time today,” “I look forward to the next steps,” or “I’ll follow up with the report by Thursday.” These phrases show accountability and move the project forward.
“Thank you again for the call today. I’ll send over the revised proposal by end of day Wednesday. Best regards, Nina”
Expressing gratitude in the closing line
When you want to thank the reader, be specific when you can. Compare these two examples:
Vague: “Thank you for your help.” Specific: “Thank you for walking me through the onboarding process.”
The specific version sounds more genuine. It shows you were paying attention, and it leaves a better impression than a generic phrase.
How to end a professional email: putting it all together
Every strong email closing has the same three parts: a closing sentence, a sign-off, and your name. The closing sentence gives the reader direction or expresses gratitude. The sign-off sets the tone. Your name closes the loop. When these three parts work together, the email ends well, regardless of the level of formality required.
The core rule is straightforward: match your tone to the relationship and the purpose of the email. You don’t need to memorize 20 different sign-offs. A small set of well-chosen closings, used in the right situations, is all you need to sound confident and professional in any American workplace email. Use these tips to confidently end a professional email every time, and the right closing will start to feel natural.
If you want to keep building your professional English skills, Your Daily American has lessons covering every part of workplace communication, from writing clear subject lines to handling difficult conversations in meetings. Start with the professional email section and work your way through the topics that matter most to you. Every lesson is built around real situations so you can apply what you learn right away. For additional practical tips specifically about email endings, check resources on how to end an email and a short guide to common email sign-offs to help you choose the right close.
