Starting a business, applying for jobs, or making simple enquiries, emails have become a part of our daily activities. Like most things, it also has guidelines for the use of grammar, format for composing mail bodies, and of course, how to sign off or end the mail before hitting send!
Most often than not, you’ve seen or sent ‘Kind Regards’ at the bottom of your mail body. While that is the most common way to sign off, here are some tips on how to properly sign off and end an email.
Professional, Semi, or not?
The first trick to signing off correctly on emails is to gauge the level of professional relationship between you and the recipient(s). If it is strictly professional, stick to the standard ‘Best regards, Kind regards, Excited to…, Looking forward to…, With gratitude.’
If it’s less rigid and semi-professional, you can try out ‘Warmly, Later, Sent from my (device), Cheers, Thanks.’ For very casual emails, you can literally freestyle with any type of signoff, including ‘X.O’
Call-to-action?
The next determinant of email sign offs is the type of Call-to-action that is required from the recipient. If you are responding to a Call-to-action or sending one out, it is best to indicate that you are ‘Awaiting a response’ or ‘Looking forward to feedback’ or ‘Satisfactory’ or ‘Will review and revert’.
As it applies to the context of the mail. The point is to either leave room for continuity or close the thread.
Get personal (with boundaries)
When closing your mail, try to include some personalization depending on the level of cordiality you have with the recipient. If it’s a Call-to-action, you can add the person’s name to the required task in your ending.
Personalizing your sign off makes the electronic nature of the message less non-human, adding the personal touch.
Add your Full name
When signing off an email, always include your full name. If it is within the same organization (you and the recipient), you may also include your official title.
When writing your full name for the sign off, remember that your first name comes first, then your last name.
Switch it up
Using the same signoff for your emails can be off-putting for some recipients.
The ending and sign off have to relate to the content and context of the email. Be sure to switch it up within reason.
Now, you can stop using ‘Kind Regards’ for all your emails!