Billions of emails are sent each and every day (about 333.2 billion emails, to be precise, which works out at more than 3.5 million emails per second). Yet do we always use the correct sign off, for the right occasion? Apparently not! Here we look at how best to sign off your professional emails…
It seems such a simple task but signing off an email can be a bit of a minefield! Going from ‘Kind regards’ to just ‘Regards’ can make it look as if you’re very annoyed, and a simple ‘Cheers’ might imply that you’re just too relaxed.
Don’t overlook your sign off
We tend to put a lot of effort into writing our emails, so it’s a shame to stumble at the end with a sign off that’s rude, inappropriate or gives the wrong impression (I think we’ve all unwittingly put a little, inappropriate ‘x’ kiss and then recoiled in horror at the error!).
When you’ve finished your email, it should have a closing – to signal to the reader that they’ve reached the end – and shouldn’t just end abruptly or curtly.
Get into the habit of closing professional/important emails with these elements:
- A round-up/summary of the email, or a call to action. This will further cement the reason for the email in the recipient’s mind. For example: ‘I look forward to receiving your report,’ or ‘Let’s continue this conversation in our meeting on Friday.’
- Using an appropriate (and consistent) sign off, before your contact information. Use something that’s comfortable and natural sounding for you – and stick with it, especially if you contact the recipient a lot. Inconsistency in sign-offs can be misread and considered mood indicators!
- Use your full name and job title – just a first name, or even initials, can seem a little too casual. Also, if the email gets forwarded, or chopped, your name/title can drop off and then nobody knows who the initial email is from and context is lost.
- Include your contact information, including your email address. We know that the recipient will have our email address, as we’ve just messaged them on it – but don’t make them hunt for it! Make getting in touch with you as easy as possible 🙂
If we can help with anything email related, please get in touch!