How to end an email: the closing line, the sign-off and the signature, with examples for every reader.

How to end an email: the three parts

Knowing how to end an email comes down to three parts in a fixed order: a closing line that says what happens next, a short sign-off such as "Best regards," and a signature block that tells the reader who you are and how to reach you.

Most weak email endings fail on the first part, not the second. People spend time choosing between "Best" and "Kind regards" and then finish the message without saying what they need. The reader gets to the bottom and still has to work out whether a reply is expected.

Purdue OWL's email etiquette guidance describes the same pattern: a typical closing includes a sign-off phrase such as "best," "thanks" or "sincerely" and the sender's name, inside a signature block with the information someone needs to reach you if a reply is expected.

The rest of this guide goes through each part: closing lines grouped by purpose, sign-offs from formal to casual, the sign-offs to avoid, what belongs in the signature, and how to end a sales email without pressure.

Why the ending of an email matters

The end of an email is where the reader decides what to do with it: reply, act, file it or forget it. A clear ending makes the right action obvious. A vague one leaves the email sitting in the inbox, read but unanswered.

• It carries the ask. The closing line is usually where the request lives. If it is buried in the middle, the reader can miss it.
• It sets the final tone. A warm sign-off softens a firm message; a stiff one can make a friendly message feel cold.
• It makes you reachable. The signature saves the reader from searching for your phone number or your company name.
• It shows care. A consistent, correct ending, with the right name and no typos, reads as professional before the reader checks anything else.

Email closing lines by purpose

A closing line is the last sentence before the sign-off. It restates the purpose of the email and tells the reader what you need, or confirms that nothing is needed. Pick the group that matches your goal, then adapt the wording to your own voice.

The 48 closing lines below were written for this page. They are grouped by what you want the reader to do next, and each one is labeled with the situation it fits.

Closing lines that ask for a reply

Closing lines that set up a meeting or call

Closing lines that say thank you

Closing lines for sending information or files

Closing lines for deadlines and next steps

Closing lines after a meeting or interview

Closing lines that offer help or keep the door open

Closing lines for your own team

Closing lines for sales and outreach emails

Some closing lines are so common they have become set phrases. "Looking forward to hearing from you" and "Looking forward to working with you" each have their own entries: see looking forward to hearing from you and looking forward to working with you for alternatives and when each one fits.

Email sign offs from formal to casual

A sign-off is the short phrase between the closing line and your name. Choose it by your relationship with the recipient and the tone of the message, not by habit. The table runs from the most formal to the most casual.

If you are unsure, "Best regards" is a safe middle ground for professional email. You can move toward casual once the reader does, which is also how email greetings work: mirror the level the other person sets.

Best regards vs kind regards

Both are professional and safe. The difference is small and mostly about warmth: "Kind regards" sounds slightly warmer and more personal, while "Best regards" sounds neutral and businesslike. Neither is wrong in a work email.

Pick one default for business email and use it consistently. Changing sign-offs mid-thread, from "Kind regards" to "Regards," can read as a change in mood even when you did not mean one.

How to choose a sign-off by reader

The recipient decides the level. Match the formality of their emails, lean formal when you do not know them, and never go more casual than the person with more authority in the thread.

How to end a business email professionally

A professional email closing has the same three parts, written with a little more care. The ending of a business email should work even if the reader skims only the last three lines.

• State the next step plainly. "Please confirm the delivery date by Tuesday" is better than "Let me know your thoughts."
• Use one ask. Two or three requests in the closing line split the reader's attention; put secondary items in a list above it.
• Keep the tone of the whole email. A formal message with a "Cheers" at the end feels off, and so does a friendly note ending in "Respectfully."
• Use your full name the first time. After that, in an ongoing thread, a first name is enough.
• Keep the signature short and current. Old titles and phone numbers make you look careless.
• Proofread the last lines. The reader's name, dates and times are where typos cost the most.

For a first email to a new contact, the ending also needs to explain who you are if the opening did not. Our guide on how to introduce yourself in an email covers the opening and the ask together.

Email sign-offs to avoid, and why

A sign-off to avoid is not always rude; often it is just unclear, too familiar or out of place. These are the ones that most often send the wrong signal in professional email.

Context still matters. "Cheers" or an emoji can be fine with a teammate who writes that way. The test is whether the recipient would use the same sign-off with you, in their own communication with you.

Email signature block essentials

The signature is the part people copy from when they want to call you, add you to a contract or find your company. Keep it short, current and readable on a phone.

For formal letter-style emails, Purdue OWL's business letter guidance says to capitalize only the first word of the closing, as in "Thank you," and notes that open punctuation, with no comma after the closing, is also used.

Best regards,

{{fullName}}
{{jobTitle}}, {{company}}
{{phone}} | {{website}}

How to end a sales email

A sales email ending has one job: make the next step small, clear and easy to decline. Pressure at the end of a cold email usually costs more replies than it wins, because the reader who is not ready simply stops reading.

• One clear ask. A call, a reply or a resource, never all three. The reader should be able to answer in one line.
• Make "no" easy. A line such as "a quick not now is helpful too" gets honest answers and keeps the door open.
• No false urgency. Deadlines that are not real, or "last chance" lines in a first email, damage trust.
• Ask a question, not a favor. "Worth a look?" is easier to answer than "I would really appreciate a meeting."
• Keep the sign-off neutral. "Best," or "Thanks," fits most outreach; very formal sign-offs feel like a template.
• End the sequence politely. The last follow-up says you will stop, and means it.

What US law requires at the end of commercial email

The FTC's CAN-SPAM compliance guide says commercial messages must include a valid physical postal address and a clear, conspicuous explanation of how to opt out. It also says the law makes no exception for business-to-business email.

The same guide says opt-out requests must be honored within 10 business days, and your opt-out method must keep working for at least 30 days after you send. In practice, the footer of a sales email carries the address and the opt-out line, below your signature.

When a prospect does not reply, the next email needs a new reason to write. Our sales follow-up email templates are written for that, and the email marketing campaigns guide covers endings for newsletters and promotional email.

When to use a P.S.

A postscript under the signature draws the eye, which makes it useful for one extra detail that is not the main ask: a link, a reminder or a personal note. It is optional, and it should never hold the only important information.

• Good: "P.S. The recording from Tuesday is here if you missed the start."
• Good: "P.S. Congratulations on the new office."
• Weak: a second sales pitch, or a deadline that belonged in the closing line.

Ending replies, threads and internal email

Not every email needs the full ending. In a quick back-and-forth, repeating "Best regards" and a five-line signature on every reply adds noise.

• First email in a thread: full closing line, sign-off and signature.
• Replies in an active thread: a short closing line and your first name is usually enough.
• One-line internal answers: just the answer, or the answer and "Thanks."
• When the tone shifts: if a thread turns formal, such as an escalation or a complaint, bring back the full ending.

How to end an email, step by step

1. Decide what you need from the reader

   Before writing the ending, name the one outcome you want: a reply, a decision, a meeting, or nothing at all. If you cannot name it, the ending will be vague.

2. Write the closing line

   Turn that outcome into one or two sentences: the ask, the deadline if there is one, or a note that no reply is needed. Put it right above the sign-off.

3. Match the tone to the reader

   Check the relationship and how the reader writes to you. Lean formal with new contacts, mirror the reader's level with people you know.

4. Choose the sign-off

   Pick one that fits that tone, such as "Best regards," for most business email or "Thanks," for colleagues. Capitalize the first word and add a comma.

5. Add your signature

   Include your name, title, company and one way to reach you. In commercial email, add your postal address and an opt-out line.

6. Proofread the last lines

   Check names, dates, times and links, and read the ending on a phone. Then send, and follow up once if a reply was needed and did not come.

Email ending examples

Three complete endings, each written for this page, show how the closing line, sign-off and signature work together in different situations.

The revised timeline is attached. Could you confirm by Thursday that the new launch date works for your team?

Kind regards,

{{fullName}}
{{jobTitle}}, {{company}}
{{phone}}

Comments in the doc by Wednesday, please, so I can send the final version Friday.

Thanks,
{{firstName}}

Worth a 15 minute call to see if this fits {{company}}? If the timing is wrong, a quick "not now" is helpful too.

Best,
{{fullName}}
{{jobTitle}}, {{yourCompany}}
{{postalAddress}}
Not interested? Reply "stop" and I will not email again.

Common email ending mistakes

• Ending without a closing line, so the reader does not know what you need.
• Asking for three things in the last sentence instead of one.
• Using a sign-off that is more casual than the recipient's own emails.
• Switching sign-offs mid-thread in a way that reads as a change in mood.
• Leaving an old title, phone number or company name in the signature.
• Misspelling the recipient's name or getting the date wrong in the closing line.
• Putting the only important detail in a P.S. that busy readers skip.
• Sending commercial email without a postal address or a working way to opt out.

An email ending template you can adapt

The template below, written for this page, puts the three parts together for most professional emails: one closing line with the ask, a sign-off and a short signature. More ready-to-send emails are on the templates page.

{{closingLine}}

{{signOff}},

{{fullName}}
{{jobTitle}}, {{company}}
{{phone}} | {{website}}

Frequently asked questions