How Important are Email Sign-Offs?

Very! Keep in mind that those you communicate with will read your email in its entirety to determine your overall meaning and intent. Some assume that just typing your name is sufficient as a sign-off. But that approach is a lost opportunity to cement your intent and message.

Think of sign-offs this way—how you sign off your emails is the frosting on the cake. Your sign-off is your opportunity to ensure that your email’s overall intent and tone are solidified. Sign-offs are also critical to avoid assumptions arising from a lack of clarity.

Sign-offs Should Match Your Tone

For example, if you send a rude or angry email and sign off with “Have a nice day!” then it is clear that you intended to be sarcastic or snarky. This will most definitely affect how you and your message are viewed overall.

If you need someone’s help and sign-off, “Thank you in advance for all your help!” increases your chances of getting the help you want. Folks tend to want to help those who appreciate them.

Your sign-off can confirm, reinforce, and convey the overall demeanor of your message. To be efficient and save time, I have my sign-offs in the automatic signature file appended to my emails.

Most folks stick with these standards, followed by their first name as a “sign-off”:

Sign-offs Should Fit Your Personality and Goals

But your sign-off need not be standard! Nor does your sign-off have to be a word or phrase above your name, as shown above. You can include a phrase (or add it to the above) to solidify your email’s overall tone and intent.

For example:

How about when you are breaking bad news or are not able to give the answers you know the other side is looking for? Sign-offs can also include the very last “note” on your message:

Your sign-off is the last thing read before your name and provides an opportunity to ensure your email’s sentiment is clear. You can always add that additional statement to avoid any potential for misunderstanding.

Sign-offs are Worth the Effort

This effort ensures that your message is not open to interpretation or to the recipient’s speculation. Especially when making important requests or when you need the other side’s help. An effective sign-off can increase your chances of receiving the response you want and keep the door open to future positive communication.