How to End an Email: Ultimate Guide to Professional and Friendly Sign-Offs in 2025

Every email ends with a sign-off – and that final line leaves a lasting impression. In today’s world of remote and hybrid work, your closing is often the last “handshake” you give. It signals professionalism and clarity, and it makes it clear your message is complete . As Grammarly notes, using an appropriate sign-off is a key part of good email etiquette . In fact, research shows that remote and hybrid work models are mainstream in 2024 , meaning most of our workplace connections happen via email. So whether you’re emailing a colleague in another time zone or a client you’ve never met, the way you sign off can reinforce your tone and build trust.

Why Email Endings Matter

The sign-off is your final impression. A strong closing lines up with your greeting and tone, leaving the recipient with a clear sense of how to proceed. As one writing coach puts it, the right email ending can confirm the next steps and reinforce your relationship .For example, ending a business email with a warm “Thank you” after asking a favor shows appreciation and goodwill. On the other hand, a mismatched or missing closing can confuse the reader or appear abrupt. In multicultural teams, especially, a courteous closing is a safe way to show respect across cultures . Simply put, the email sign-off is the final note you leave – make it count.

Key Tips to Choose the Right Sign-Off

When picking a sign-off, start by asking yourself: who am I writing to, and what’s the context? Always consider context: a formal report to a supervisor needs a different tone than a quick note to a coworker. Pay attention to how you opened the email and mirror that tone. For example, if you started with “Dear Dr. Chen,” it’s wise to end with a formal closing. SparkMail advises matching your closing to your greeting and the overall tone .

• Context is king. Are you emailing a long-time colleague or a new client? A friend or a government official? Let the relationship guide your formality .
• Match your greeting. If you opened with “Hi [Name],” an “All the best,” or “Cheers” might work. If you wrote “Dear Ms. Patel,” use something more formal like “Sincerely” or “Kind regards” .
• Err on formality if unsure. When in doubt, a professional closing is safest . It’s always better to be slightly too formal than accidentally too casual (especially in a first email or job application).
• Be clear and concise. Sign-offs should be short. For instance, one survey found “Thanks” was the most common sign-off (62% of respondents) and even increased reply rates . Using full words instead of abbreviations (e.g. “Thank you” instead of “Thx”) takes only a fraction of a second more but looks much more polished .

Formal vs. Friendly Closings

Formal closings are appropriate for business emails, cover letters, or any professional communication where respect and clarity matter. Some common formal sign-offs (and when to use them) include:

• Sincerely: A classic choice. It’s positive and polite, often used in job applications or formal letters .
• Regards / Kind regards / Best regards: Very common in the business world. “Regards” is neutral; “Kind regards” adds warmth; “Best regards” is slightly less formal. All convey a professional tone .
• Best: The Business Insider “etiquette experts” agree “Best” by itself is a very safe, inoffensive option . It’s concise and works in almost any situation .
• Thank you: If your email includes a request or gratitude, ending with “Thank you” (or “Many thanks”) ties it all together . This shows appreciation without sounding demanding. Grammarly specifically recommends “Thank you” when you’ve asked for help or received it .
• I appreciate your…: You can even personalize it. For example: “I appreciate your help,” or “Thanks for your input” can make the message more sincere . In follow-up emails, explicitly expressing gratitude (e.g. “Thank you for taking the time”) can actually increase response rates .

Friendly or informal closings work when you know the recipient well (a colleague, teammate, or casual acquaintance) and the email tone is relaxed. Examples:

• Cheers: Warm and friendly, common in British and some international workplaces. It conveys goodwill in a relaxed tone . (Note: some Americans find “Cheers” too casual, so use judgement.)
• Take care / All the best: These are personable and optimistic. “Best wishes” is a bit more personal (and appropriate for saying goodbye or good luck). Use these if you know the person and want a friendly sign-off.
• Talk soon / Catch you later: Only if you truly plan to connect again in person or online soon. “Talk soon” implies an upcoming conversation; “Catch you later” is very informal – good for teammates or friends. (Don’t use “TTYL,” “TAFN,” or other texting acronyms in professional emails .)
• Cheers: (Yes, again – it’s popular!) It’s casual, but many teams use it internally to keep tone upbeat.
• Have a great day (or weekend): This adds a nice, friendly touch at the very end. For example, sending an email on Friday can end with “Have a great weekend.” It’s upbeat and polite .

Remember: formal vs. informal isn’t just about exact words—it’s about the feeling. A formal closing shows respect, while a friendly one shows warmth. Match it to how you’d speak in person.

Email Sign-Offs to Avoid

Not all sign-offs are created equal. Some can confuse the reader or leave a poor impression. Avoid these pitfalls:

• “Thanks in advance.” This implies you demand a reply, which can feel presumptuous . Instead, be direct in your request and thank afterward if appropriate.
• “Yours truly” / “Yours faithfully.” These sound outdated or overly personal. You’re not literally “theirs,” so it can come off insincere . Similarly, steer clear of “Respectfully yours” – it’s ultra-formal (even stuffy) unless you’re writing to a very high official .
• No sign-off at all. Skipping a closing can seem abrupt or careless . Always include some closing unless it’s an extremely informal thread.
• Overly personal closings: Do NOT use “Love,” “XOXO,” hearts/emojis, or anything from a personal letter unless you truly have that relationship (like family or a close friend) . Even a seemingly innocent emoji after your name (♥, 😊) can confuse the tone. Save that for texts with friends.
• Abbreviations or slang: Avoid short forms like “Thx,” “BR,” or acronyms like “TTYL” . They’re fine in chat, but look unprofessional in email. Same with “Pls” or “FYI” in the sign-off – they’ll undermine a polished tone.
• “Have a blessed day” or religious references: Even well-intentioned phrases like these can be inappropriate at work . It’s best to stick to neutral sign-offs that everyone can accept.
• “Hope that makes sense.” This can sound passive-aggressive (blaming the reader if there’s confusion) . Instead, keep clarity in your body text, and perhaps say “Let me know if you have any questions” or something proactive.
• “Good luck.” This can be tricky – does it imply their situation needs luck? It can seem awkward or pessimistic . Better to use genuine well-wishes like “All the best” if you mean encouragement.

In short, skip presumptuous or overly casual closings. Stick to clear, respectful endings.

Sign-Off Templates by Email Context

Different situations call for different endings. Here are practical templates you can adapt:

• Job Application / Cover Letter: Always formal. After your thank-you or next-step line, sign off with: “Sincerely, [Your Name]” For example: “Thank you for your time and consideration. I look forward to hearing from you. Sincerely, Alice Martin.” This is classic and courteous .
• Interview Follow-Up: Show gratitude and optimism. For instance: “Thank you again for meeting with me today. I appreciate your insights on the role and company. Best regards, [Your Name]” Or simply: “Best,” or “Kind regards,” if the tone was more casual. If you do expect to talk again soon (e.g. a second interview), you might say “Talk soon” informally, but only if true.
• Thank-You Email (After a Favor or Gift): Explicitly say thanks and end on that note. Example: “Thank you so much for your help with this project – it really made a difference. Many thanks, [Your Name]” Or “Thanks again, [Your Name].” This is heartfelt yet professional; research even suggests sign-offs like “Thanks” can boost response rates .
• Customer Service / Support: Always appreciative and clear. For example: “Thank you for contacting [Company Name]. We appreciate your business. Best regards, [Your Name] [Position]” Or if closing a support case: “Thank you, [Name] (Customer Support).” Even “Cheers,” can be okay internally, but with customers stick to “Regards” or “Thank you.”
• Networking or Informal Outreach: Friendly but polite. Example: “It was great meeting you at the conference yesterday. I’m excited to connect and collaborate. Best, [Your Name]” Or “Looking forward to staying in touch, Cheers, [Your Name].” You can mention the context (“it was great meeting you”) and then end with a warm sign-off.
• Internal Team Updates: Casual, team-oriented closings are fine. For example: “Thanks team for your hard work on the project. Keep it up! Cheers, [Your Name]” Or simply “Thanks, [Your Name]” after bulleting next steps. The exact sign-off depends on your company culture: startups might use “Cheers” or “Thanks,” while a more formal firm might stick to “Best.”

No matter the scenario, include your name (and title if needed) after your sign-off, especially in professional or first-time emails. If you have a full email signature, that usually follows the sign-off automatically.

Communication Trends: Remote and Multicultural Etiquette

In our global, hybrid workplaces, written tone is more important than ever. With many teams split across offices and home offices, emails often replace face-to-face cues. Experts note that hybrid work is a permanent trend , so everyone needs to be clear in email. Write sign-offs that feel respectful regardless of location. For instance, using a concise closing like “Regards” or “Thank you” is understood worldwide.

Be especially careful with cultural differences. Some cultures expect formality: in many Asian businesses, it’s polite to use titles (Mr./Ms./Dr.) and formal closings. In contrast, others (like much of Europe) often use first names and friendlier sign-offs even for colleagues . If you’re emailing internationally, keep language simple and neutral to avoid misunderstandings . Avoid idioms, humor, or slang that might confuse a non-native speaker. And never assume anything about religion or personal life in a sign-off. In short, err on the side of politeness and clarity: a brief “Thank you” or “Best regards” will usually do the trick in diverse settings.

Conclusion

Ending an email well is a small step with a big impact. A good sign-off reinforces that you’re professional, thoughtful, and clear. By matching your tone to the situation and using one of the trusted closings above, you’ll leave the recipient feeling respected and informed. Whether you work in a buzzing office or from home halfway around the world, a clear email closing is your last word—make it count!

Now go ahead and craft that perfect final line. Your reader will thank you for it. (And if they don’t email back immediately, at least you ended things on a high note.)

Key takeaways: Always consider context, match your tone, and avoid clichés. Use formal closings like “Sincerely” or “Best regards” in professional settings and friendlier ones like “Cheers” when appropriate. Steer clear of things like “Thanks in advance” or emojis. With these tips (and the example templates above), you’ll have the right sign-off ready for any 2025 email.