10 Ways to End an Email Professionally: Sample Templates Included

Email communication has become a crucial aspect of our daily lives, and how we end an email can either make or break our reputation. How you end an email professionally sample speaks volumes about your personality and professionalism. It is essential to ensure that your email sign-off is appropriate and relevant to the nature of your communication.

In today’s world, where email etiquette is more critical than ever, it’s essential to pay close attention to how you end your emails. A poorly executed email sign-off can leave a poor impression on the recipient and even harm a potential business relationship.

To help you ensure that your email sign-offs are always professional, consider looking at examples of professional email endings. There are many examples available online that you can incorporate into your communications, and edit them as necessary.

In this article, you will find a compilation of some of the most effective and appropriate ways to end an email professionally sample. Whether you are corresponding with a colleague, client, or potential employer, this article is for you. So, buckle up and let’s explore the different ways to ensure your emails are polished, professional, and effective.

The Best Structure for Ending an Email Professionally

In today’s digital age, email has become one of the primary modes of communication for businesses. It is critical to maintain a professional tone throughout your email. This includes not only the body of the email but also the ending. The way you end your email can be just as important as the content of the email itself.

The following are some tips for ending an email professionally:

1. Sign Off with a Professional Closing

A professional closing is an essential element of any email. It shows that you recognize the importance of maintaining a professional tone and that you are respectful of the recipient’s time. Some examples of professional closings include:

  • Thanks,
  • Best regards,
  • Kind regards,
  • Sincerely,
  • Best,
  • Warm regards,

You can also include your name and title in the closing, depending on the context of the email.

2. Include a Call to Action

Before closing your email, consider including a call to action. A call to action is a prompt that encourages the recipient to take a specific action. This could be to respond to your email, set up a meeting, or review a document. Including a call to action can help ensure that your email is not lost in the recipient’s inbox and that your message is clear.

3. Express Gratitude

Finally, consider expressing gratitude in your closing. This can be a small gesture, but it can go a long way in building a positive relationship with the recipient. For example, you could say:

  • Thank you for your time.
  • Thank you for your consideration.
  • I appreciate your help.
  • Thank you for your attention to this matter.

Expressing gratitude also shows that you value the recipient and the work they do.


The way you end your email is just as important as the content of the email itself. By including a professional closing, call to action, and expression of gratitude, you can ensure that your email is clear, concise, and respectful of the recipient’s time. Remember that email is a reflection of your professionalism, so take the time to craft a professional and effective closing.

7 Professional Email Endings for Different Reasons

Thank you for considering my proposal

Dear Ms. Jones,

Thank you for taking the time to consider my proposal for the upcoming project. I have attached all necessary documentation and am happy to answer any questions you may have. The proposal is completely customizable to meet the specific needs of your organization, and I am confident that we can work together to achieve your goals.

Thank you for your attention to this matter, and I look forward to hearing from you soon.

Best regards,

John Smith

Scheduling a Meeting

Dear Mr. Johnson,

Thank you for agreeing to meet with me next week. I have reviewed your calendar and have tentatively scheduled the meeting for Wednesday at 10:00 a.m. If this date and time do not work for you, please let me know and I will do my best to accommodate your schedule.

I am looking forward to discussing the details of the upcoming project and establishing a timeline for completion. If there are any specific topics that you would like me to cover during our meeting, please let me know in advance.

Thank you, and I look forward to seeing you soon.


Jane Doe

Declining an Invitation

Dear Mr. Garcia,

Thank you for inviting me to your company’s annual event. While I would certainly enjoy attending, I am unable to do so due to a prior commitment. I appreciate your consideration and hope that the event is a great success.

Please keep me in mind for any future events, and do not hesitate to contact me if there is anything I can do to support your organization in the future.


Samuel Lee

Request for Information

Dear Ms. Kim,

I am writing to request additional information regarding the upcoming competition. Specifically, I am interested in learning more about the requirements for participation and any necessary registration processes.

If you are able to provide this information, it would be greatly appreciated. I am eager to learn more about this opportunity and take advantage of any resources available to me.

Thank you for your time and assistance.

Best regards,

Jenny Jackson

Submitting a Job Application

Dear Hiring Manager,

Thank you for considering my application to the open position at your company. I am extremely interested in the opportunity to contribute to your team and believe that my skills and experience make me a strong candidate for the role.

I have attached my resume and cover letter, and am happy to answer any additional questions that you may have. I look forward to the opportunity to discuss my qualifications further.

Thank you for your time and consideration.

Best regards,

David Kim

Following Up After a Meeting

Dear Ms. Chen,

Thank you for meeting with me earlier this week to discuss the marketing campaign. I found our conversation to be extremely productive and appreciate your insights and feedback.

As we discussed, I have drafted a proposal outlining the necessary steps to move forward with the project. I am attaching it here for your review and would appreciate any additional feedback you may have.

Thank you again for your time and expertise. I look forward to working together to achieve our shared goals.


Michael Zhang

Providing Feedback

Dear Mr. Davis,

Thank you for the opportunity to provide feedback on your company’s recent product release. Overall, I believe that the product shows a lot of promise and has the potential to be very successful in the market.

However, I do have some concerns regarding the product’s user interface, which I believe could be improved to increase ease of use. I would be happy to discuss this further if you would like.

Thank you again for your consideration, and I look forward to seeing future developments from your company.

Best regards,

Lisa Chen

Tips for Ending an Email Professionally

When it comes to email communication, how you close your message can leave a lasting impression on the recipient. Here are some tips to help you end your email professionally:

  • Use a polite sign-off: Avoid ending your email with just “thanks” or “regards”. Instead, use a more formal sign-off such as “Best regards” or “Sincerely”.
  • Add a closing line: Right after your sign-off, add a closing line that ties back to your email content. For example, “Thank you for considering my proposal” or “I look forward to hearing back from you”.
  • Include relevant contact information: If you’re expecting a reply or want to encourage further communication, include your contact information such as your email address or phone number at the bottom of your email.
  • Keep it concise: Don’t ramble on in your closing statements. Keep it brief and to the point, while still maintaining a professional tone.
  • Avoid using slang or abbreviations: Just because email is a somewhat informal form of communication, doesn’t mean you should use slang or abbreviations. Stay professional throughout the entire email.

Remember, the ending of an email can leave a lasting impression on the recipient. Make sure you take the time to craft a professional and courteous closing statement that represents you in the best possible light.

FAQs Related to Ending an Email Professionally

1. How do I end my email professionally?

To end your email professionally, you can use phrases such as “Best regards,” “Sincerely,” “Yours truly,” or “Thank you.”

2. What should I avoid using to end my email?

Avoid ending your email with phrases such as “Cheers,” “Take care,” “Later,” “Yours faithfully,” or anything that might come across as unprofessional.

3. Can I use emoji to end my email?

It’s best to avoid using emoji to end your email as it can come across as unprofessional and informal.

4. Should I sign off with my full name or just my first name?

It’s best to sign off with your full name, especially if you are communicating with someone for the first time or in a professional setting.

5. Is it okay to use a quote to end my email?

Using a quote to end your email can come across as unprofessional, especially if you don’t know the recipient very well. It’s best to stick with a professional sign-off.

6. How can I make my email sign off more personal?

If you want to add a personal touch to your email sign off, you can use phrases such as “Take care,” “Have a great day,” or “Looking forward to talking to you soon.”

7. Can I use multiple sign-offs in one email?

It’s best to stick with one sign-off per email to avoid confusion and maintain a professional tone.

8. Should I always end my email with a sign off?

Yes, ending your email with a sign off is a professional way to close the conversation and show respect to the recipient.

9. How important is my email sign off?

Your email sign off is important as it sets the tone for the entire email and can impact how the recipient perceives you and your message.

Sayonara for now!

And that’s about it! I hope this sample helps you end your emails in a more professional manner. Remember, it’s all in the details! Thanks for reading and I hope to see you again soon. Have a great day and take care!