How to Write a Professional Email Sign Off

Everyone · Explainer · Updated October 1, 2026 · LearnLife Editorial

What is a professional email sign off?

A professional email sign off is the closing phrase or words placed just before your name at the end of an email. It acts as a polite goodbye, helping to bring closure to your message. Unlike casual emails where endings might be informal or absent, professional emails require sign offs that reflect respect, clarity, and the tone intended. Examples include “Sincerely,” “Best regards,” or “Thank you.” These phrases tell the reader that the email is finished and convey your attitude, whether formal, friendly, appreciative, or neutral.

For instance, when emailing a new client, the sign off is an opportunity to leave a positive impression beyond the main content. It’s a small but important part of email etiquette that can influence how your message is received. Think of it like a handshake or smile at the end of a conversation—brief but meaningful.

How does a professional email sign off work? (with example)

The sign off functions as the final sentence of your email, setting the tone for how the recipient remembers the interaction. It bridges the body of your message and your name, signaling completion and respect.

For example, imagine you are emailing a potential employer following a job interview:

Thank you very much for the opportunity to discuss the position with you. I look forward to hearing from you soon. Best regards, John Smith

Here, “Best regards” is a professional and courteous way to close. It balances warmth and formality, suitable for someone you want to impress but who you don’t know well. The phrase “Thank you very much” in the body paired with the sign off reinforces appreciation.

If the same email ended abruptly with just “John Smith” and no sign off, it might seem curt or incomplete. Conversely, a casual sign off like “Cheers” here could appear unprofessional. This example shows how the sign off reinforces tone, purpose, and relationship.

Why does using a professional email sign off matter?

Using a professional email sign off matters because it:

• Signals respect and positive intent toward the recipient
• Marks the end of the message clearly, preventing confusion
• Reinforces the tone you want to convey: formal, friendly, grateful
• Shows attention to etiquette, which can influence professional reputation
• Helps build or maintain good relationships in work or formal settings

Imagine sending an email asking for help with a project. Ending with “Thanks!” and your name shows gratitude and friendliness, making the recipient more willing to assist. On the other hand, no sign off or an inappropriate one can leave the impression that you’re rushed or disrespectful, even if unintentionally.

For job seekers, business professionals, educators, and anyone communicating in a formal context, the sign off is a small but powerful tool. It’s often overlooked yet can be the difference between a warm reception and a cold response.

What are some common professional email sign off phrases and when should you use them?

Choosing the right phrase depends on the relationship, tone, and purpose of your email. Here is a detailed table with examples and guidance:

Jane Doe” |

Michael Lee” |

Alex Johnson” |

Sara Kim” |

Tom Wilson” |

Emily Clark” |

Dr. Smith” |

Chris Brown” |

Tips for choosing your phrase:

• For new contacts or supervisors, stick to formal phrases like “Sincerely” or “Best regards.”
• For coworkers or ongoing relationships, “Thanks” or “Best” can work well.
• If the email is a thank-you note, use “Thank you” or “Thanks.”
• Avoid overly casual endings like “Cheers” or “Later” unless you know the recipient well.

What terms do people confuse with professional email sign offs?

Several terms are sometimes mixed up with sign offs:

• Email greeting: The phrase at the beginning of an email, e.g., “Dear Ms. Brown,” or “Hello John.” It sets the tone at the start.
• Email signature: Usually an automatic block of text after your name that includes your job title, company, phone number, or links. For example:

Best regards, Amy Lee Marketing Manager | XYZ Corp 555-123-4567

• Subject line: The email’s title that summarizes the content, appearing in the inbox.
• Closing statement: A final sentence or paragraph in the body before the sign off, often expressing thanks or next steps.

Using the right phrase in each part of your email helps clarity and professionalism. For example, you wouldn’t start an email with “Best regards” or end it with “Dear Sir” — the placement matters.

How do you choose the right professional email sign off for different situations?

To select the best sign off:

1. Assess your relationship: Formal for new contacts, more relaxed for colleagues or familiar clients.
2. Consider the email tone: Serious topics require formal sign offs; casual updates can be friendlier.
3. Reflect on the email purpose: A job application needs a formal close; a quick team check-in can use a casual sign off.
4. Match your personal style: Choose a phrase you can use consistently and sincerely.

For example:

• Email to a potential employer: “Sincerely” or “Best regards”
• Email to a coworker about a project update: “Thanks” or “Best”
• Email requesting assistance from a supervisor: “Thank you” or “Kind regards”
• Email to a client after a meeting: “Best regards” or “Kind regards”

If unsure, err on the side of formality. It’s always easier to be more formal than accidentally too casual.

What should you do after choosing your professional email sign off?

Once you’ve picked your sign off:

• Place it on its own line immediately after your final message sentence.
• Leave a blank line between the sign off phrase and your typed name for clarity.
• Capitalize only the first word of the phrase (e.g., “Best regards,” not “Best Regards”).
• If you use an email signature with your job title and contact info, add it below your typed name.
• Review the whole email for tone consistency—does the sign off match the rest of the message?
• Adjust your sign off depending on who you are emailing and the context.

Here’s how a complete closing might look:

Looking forward to your response. Kind regards, Jessica Chen Project Coordinator | ABC Company 555-987-6543

Finally, proofread your email before sending to avoid errors or awkward phrasing that might affect how your sign off is interpreted.

Frequently asked questions

Can I use emojis or informal language in a professional email sign off?

Generally, avoid emojis and informal language in professional emails unless you have a very casual relationship with the recipient. Emojis can seem unprofessional or confusing. Stick to polite, clear wording to maintain respect.

Is it okay to repeat “Thank you” in both the body and sign off?

Yes. Expressing gratitude in the email body and ending with “Thank you” or “Thanks” as your sign off is common and shows appreciation. Just avoid overdoing it to keep the message sincere.

How long should a professional email sign off be?

The sign off phrase should be brief—usually one or two words like “Sincerely” or “Best regards.” Keep it simple so it doesn’t distract from your name and signature.

What if I’m unsure about the recipient’s preferred formality?

When unsure, use a formal sign off like “Sincerely” or “Best regards.” It’s safer to be polite and formal than too casual, especially with new contacts or supervisors.

Does the sign off change if I’m replying to an email?

You can adjust your sign off based on the tone of the original email and your relationship. Replying to a formal email usually means keeping a formal sign off; for casual replies, a friendlier one may be appropriate.

Can I create a unique professional email sign off?

Yes, as long as it’s polite, respectful, and fits the situation. For example, “Warm regards” or “With appreciation” can work. Avoid slang or overly casual phrases that might confuse or offend.