How to End an Email (Examples Included)

By Mike Simpson

Sometimes, it’s not until you have a job search underway that you really stop and think about how you approach an email. After all, you want to come across as capable, professional, and, well, hirable. On occasion, that may leave you asking questions, “Do I really know how to end an email the right way?” or “What’s the best way to end an email?”

While it may seem like your email closing isn’t the biggest deal, it actually is. Every conversation you have during a job search matters. It’s part of your first impression, so it’s best to take it seriously.

So, if you are wondering which ways to end an email really are the bee’s knees, here’s what you need to know.

What Is an Email?

Alright, as a member of the 21^st century, you probably know what an email is. It’s that classic, quintessential form of digital communication that most of us are really accustomed to.

But that’s not necessarily what we’re focused on here. Instead, we want to talk about emails in the context of your job search or when you start working in a new position. In both of those cases, you’re trying to make a good impression, so you want to make sure you approaching email the right way.

So, in most cases, there are a few instances where you might send out emails during a job search. One of the biggies is when you apply for a position. Some hiring managers prefer email when they are on the hunt for resumes, so there’s a decent chance you’ll encounter this from time to time.

However, you’ll also probably need to write a thank you email or several during your job search, and might also need to craft a follow-up email after no response or other post-application communications.

In all of those, knowing how to end an email properly is crucial. Remember, you’re talking to a hiring manager, a person who gets a ton (if not all of) the say in whether you get a job. You want to finish strong.

But hiring managers aren’t the only people you may talk to via email. For example, you might get a chance to converse with future colleagues this way, causing the emails to serves as a kind of introduction. How those discussions go matters too.

Alright, now that that is out of the way, let’s move onto what makes up an email ending. Usually, if you’re focused on how to end an email, you’re looking at a few things, including:

• • Closing Paragraph
  • Closing Sentiment
  • Signature

Your closing paragraph is where you tie up the conversation or narrative. It lets you put a bow on what you wanted to share.

Usually, you have a few options for approaching your closing sentence. Two of the most widely used are the summary approach and the appreciation approach.

With the summary, you rehash what you discussed in the message briefly. You might also restate specific critical details, particularly if there is any kind of formal follow-up scheduled.

With the appreciation route, it’s all about saying “thank you” to the read. Exactly what you’re thanking them for depends on what the email covers, but appreciation ultimately takes center stage.

Alright, let’s move onto the closing sentiment. The closing sentiment – also known as the valediction (if you’re trying to win at Scrabble) or the complimentary close – is where you begin the final goodbye. One of the most widely used is “Sincerely,” but that certainly isn’t the only option on the table.

The last part of your closing is your email signature. The approach you use does make an impact. Plus, you may need to cover certain details again, like your contact information, depending on the kind of email you’re sending.

Common Mistakes When Ending an Email

Let’s take a second to talk about email closing mistakes. A few missteps can have a big impact, so it’s critical to avoid them.

One of the biggest is not having a closing paragraph. Sure, you can argue that the last paragraph is the closing one regardless of the content, but that isn’t true.

A closing paragraph brings your part in the conversation to a clear, comfortable end, at least until you get a reply. If your last paragraph doesn’t do that, your email ends about a subtly as walking off a cliff, and that’s no good.

Another major faux pas is using the wrong closing sentiment. Certain ones are by far more professional than others, and a few may be downright inappropriate.

Think about it this way; how would you feel if you got an email from someone who is pretty much a stranger that closed with “Love,” “Hugs and Kisses,” or something like that? What about “Toodles?” There’s a good chance you’d cringe a bit.

Even “Take Care” or “Best Wishes” may not be ideal. They are a bit familiar, so they might not be appropriate if you’re talking with people you don’t know well.

“Blessings” or “Have a Bless Day” are also off-limits. While your intention may be pure, those have religious undertones. So, unless you’re applying to work with a religious organization – and, even then, it may be risky, mainly because they aren’t the most professional options – it’s best to stay away from them.

What about “Looking forward to your reply” or “Looking forward to hearing from you?” Those are okay, right? Well, not exactly.

Either of the “looking forward to” options can seem a bit pushy. You’re implying that you expect them to write back, and it’s never good to close with an expectation like that.

Now, that doesn’t mean you can’t use those phrases in your final paragraph. That’s perfectly fine. You just want to make sure that the closing sentiment is different.

Overall, your closing sentiment should always err on the side of professional. Anything else could hurt your chances of moving forward in the hiring process.

When it comes to your signature, you need to make sure that you remove anything that automatically gets tacked on that isn’t your name or contact information. Now isn’t the time for “Sent from my iPhone” or anything along those lines to come popping up. The same goes for your favorite quote, song lyric, movie line, or anything else you may have added at some point.

Make sure your signature doesn’t go beyond your name and contact information. Anything else isn’t necessary and, in some cases, could work against you.

Finally, make sure you list your full name in your signature. Remember, you’re a new person in these people’s digital lives. Without your full name, they might not know who you are, so take the time to get both your first and last names on there.

How to End an Email

Deciding how to end an email doesn’t have to be a challenge. If you want to make sure you get your closing right, here’s a step-by-step guide for ways to end an email.

1. Wrap Up the Conversation

During your last paragraph, you usually want to provide a quick summary of what you discussed. Exactly how that unfolds depends on the purpose of your message and the topics you covered.

For example, if you were applying to a job, you may lead off with, “I feel that my skills, experience, and abilities make me a great fit,” or something similar. If you’re following up after an interview, you may touch on your continuing enthusiasm for the role instead.

Consider how to wrap up the main point of your email in a single thought. Once you have that, use that as the basis for your closing.

2. Showcase Appreciation

When you’re closing out a job search-related email – or any email where you ask someone for a favor, support, or help – it’s wise to be appreciative. Thanking someone for their time, effort, or consideration is simply polite. Plus, it ensures you have a positive note to end on, and that keeps the tone in a good place.

Again, your exact approach depends on what you’re hoping is going to happen. With a hiring manager, you’re usually thanking them for keeping you in contention, so express a thought that aligns with that.

3. Be Future-Focused

If you’re emailing during a job search, being future-focused is a smart move. You can combine this perspective with some of the tips above. For example, you can showcase your appreciation and mention that you’re excited to hear about the next steps. That means you’re looking forward to what’s to come, and it shows the hiring manager you are interested in advancing through the hiring process.

4. Choose the Right Closing Sentiment

Overall, you want to select a closing sentiment that makes sense based on the email you’re writing and how well you know the recipient.

If you’re sending a job application or interview follow-up to a hiring manager, you’ll usually want to go with:

• • Sincerely
  • Regards
  • Best Regards
  • Respectfully
  • Thank You

All of those options are professional and, well, safe. In this case, safe isn’t necessarily a bad thing, as it’s better to err on the side of caution until you develop a rapport.

5. Sign Off with Your Full Name

As mentioned above, you want to make it clear that you’re the one writing the email. By including at least your first and last name, you decrease the odds that the hiring manager will mix you up with another candidate or struggle to figure out who you are.

If your name is a bit common, you may also want to include a middle initial. If you prefer to go by your middle name – and that’s the name you list on your resume and use during interviews – then you might want to go with “[First Name Initial] [Middle Name] [Last Name]” instead.

6. Include Your Contact Details

Generally, you’ll want to include at least some contact details. If you’re applying for a job, the best way to end an email here is:

Name

Phone Number

Email Address

LinkedIn Profile Link

Usually, you don’t need your physical address, so skip that.

You can also use that approach if you’re emailing new colleagues for the first time. It gives them ways to reach out, as well as an option to learn a bit more about you. After all, it’s possible they haven’t seen your resume, so giving them a way to find your LinkedIn profile fast could be a good idea.

If you’re writing another kind of professional email, you may want to go with:

Name

Job Title

Employer/Company

Phone Number

Email Address

That covers all of the basics essentially.

3 Email Ending Examples

If you’re looking for good ways to end an email, you’re in luck. We’ve gathered up a few examples that can give you an idea of how to close out your message in a professional and polite manner.

As mentioned above, what you’ll need to say exactly does depend on what you discussed in the rest of the email. Still, these three examples – each focused on a different scenario – can give you a solid starting point.

1. Job Application Email

2. Interview Follow Up Email

3. Talking to New Colleagues Email

Putting It All Together

Ultimately, you should have a pretty good idea of how to end an email in a professional manner. Use all of the tips above to get you started, and refer to the examples if you get stuck. If you do, you’ll be able to churn out an amazing email closing in no time flat, ensuring you leave the best impression possible every time you send a message.

Good luck!