Question: What’s the best way to sign off on a professional email and why?
Your Full Contact Details
"I receive so many emails that are signed off with just a name and no additional way to communicate other than the person's email address. My email signature has everything -- our office address, local and toll-free numbers and even my Twitter handle -- and it's set to attach to every single email I send. Often you can save time by picking up the phone rather than sending another email."
Whatever Feels Authentic
"I have a lot of different sign-offs that vary depending primarily on my mood and to some degree my audience. I use things like 'warmly,' 'cheers,' and 'have a great weekend' because they're all reflective of my personality. You need to find ways to not seem stiff or robotic over email and allow your personality to shine through. People do business with people, and generally with those they like."
A WiseStamp Personalization
"I use WiseStamp, an extension for Gmail, that integrates with my social media channels. Once the email is complete, I'll personalize the last words based on the level of comfort with the person I'm talking to, such as: best, sincerely, take care, etc. Then the signature contains my picture, links to social channels and sometimes even my latest tweet or blog post."
The Phrase 'Talk Soon'
"I almost always use 'talk soon' as the valediction of my emails. It's friendly, personable and also helps subtly plant the seed that a follow up is going to happen to at some point soon. "
Action Steps and a Thank You
"People skim emails. I'm guilty of it too so I'm not judging anyone. However, in knowing that, I sign off on emails by summarizing the action steps contain above. If there are no action steps, then I'll type a friendly 'FYI only' to be clear. Either way, this ensures that the last thing they read is what needs to be done. I finish with a 'Thanks!' so that no one thinks I'm always barking orders."
No Sign Off
"Not every email requires a formal sign off. If your email chain includes a quick back-and-forth conversation, it isn't necessary. Take advantage of the informal nature of email to save a little time."
A Call to Action
"I always like ending important emails with 'I'm looking forward to your reply.' I believe this ending sentence to be an influence strategy that indeed gets someone to promptly respond to your email. It has worked well for me thus far."
'Have a Great Day'
"Always sign off with 'have a great day' or 'have a great week.' Follow this up with thanks or thank you. I sign off with 'best' and my name in the signature line. It's simple, nice and professional."
"My favorite sign off is simply 'Cheers.' Regardless of how professional the email is, the recipient on the other end is a regular person with feelings. I find 'cheers' to be simple, unpretentious, positive and well received."
A Unique Sign Off for Each Situation
"The closing to any business email should be pretty specific to the content of your message and to your recipient (and should be consistent with your company’s voice). Keep a couple of short phrases you are comfortable with in your arsenal, and deploy them based on your discretion: Kind Regards (warm yet professional), Yours Truly (formal), Peace Out (informal, depends on company culture)."
A Quick Update About Your Company
"A quick, non-invasive update about the company helps keep the reader engaged with your business. For example, if you just raised a round, sign off by saying: 'We just completed our Series A raise and now are focussed on scaling operations. Thanks for your business so far!' It makes the user feel like part of your story -- something that can go a long way when it comes to fostering relationships."