Email Sign-off Considerations, Including Examples
Apparently, the topic of how to sign off an email can perplex and concern many a Netizen. I get it. You want to control the perception of your intent and tone as much as you can. Quite a few are unsure what the best sign-off is for emails they send that cover sensitive or emotional topics.
If you worry about being perceived favorably, as most folks do, you probably wonder how to sign off with just the right tone and intended meaning. In addition, some are concerned about appearing redundant by always using the same closing.
First things first.
All sign-offs need to include your name. Whether you use your first name alone or your first and last name depends on the level of formality of your email.
You can include your last name for first-time contacts, but that isn’t necessary for subsequent communications. For example, if your email program is set up correctly, your last name could appear in the From field if you like. Still, it is not necessary when signing off emails to people we have communicated with regularly.
Not only does how you display your name set the tone of an email, but so does how you choose to sign off. Some have a way of signing off that reflects their individuality, while others stick to the standards. It’s all about perception.
For example, I am known for signing off my emails with “At your service.” So, if you see anyone else using that closing, you know where they got it. 😉
Most Popular Email Sign-offs
Tone and Discretion
As with anything to do with email, use your discretion as to what is best for that particular message. For example, you wouldn’t use “I remain yours truly” in business communications.
However, you would use that closing with someone you admire, like, or have a friendly email relationship with. There is a difference between personal relationship emails and strictly business ones.
Whereas “Regards” is at the other end of the scale. It is very professional and unemotional, and depending on the email’s content, could be perceived as an abrupt closing.
It is essential to take the time to choose a sign-off that wraps up the overall tone of your email. A sign-off that doesn’t match the email’s tone can be perceived as sarcastic or rude.
For example, I doubt that if you sent a professionally stern email, you would sign off with “Warmly.” That would be viewed as sarcastic.
Sign-off In Line with Context
That is the dilemma we all face when writing and closing our emails—using our discretion to choose the best words to convey the exact tone and intent with clarity, to avoid misunderstandings and ensure our sincerity comes across.
From the salutation you use to open your email to the content and the sign-off, each part of your email contributes to the overall interpretation of your message, like it or not. So why not do our best to compensate for that?
The truth is that many online users are not clear communicators. We all have to work on our writing skills.
That is why working on your online communication skills is so important. Just a mere century ago, people wrote letters daily. This meant choosing their words carefully and thoughtfully to communicate the emotion and intent of their writings.
Fast-forward to this century, and many emails appear to have been written by people who didn’t make it out of grade school. Even after email became mainstream, many have yet to hone their writing skills. A skill that can enhance every single person’s business and personal life.
The above examples are not the end-all, be-all either. For example, your sign-off isn’t just the words above your name, separated by commas. You can also use phrases that reflect the purpose of your email and close it.
Additional Sign-offs and Closings
While very important, your closing is only the icing on the cake. First, it needs to align with the overall tone and demeanor of your email. Only then can you ensure your message is received as intended, leaving no room for misunderstandings or misperceptions.
By taking your time and choosing your words carefully, your sign-offs will be one more indicator of how much of a pleasure it is to communicate with you.
