Email Sign-off Considerations Including Examples
The topic of how to sign off an email can perplex and concern many a Netizen. Quite a few are unsure what the best sign-off for some of the emails they send is.
If you worry about being perceived favorably, you probably wonder how to sign off with the appropriate tone and intended meaning. Some are also concerned about not appearing redundant by always including the same closing.
First things first.
All sign-offs need to include your name. Whether you have your first name alone or first and last name depends on your email’s level of formality.
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 be in the From field.
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 or personality, while others stick to the standards.
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 content of the email, could be perceived as an abrupt closing.
It is essential to take the time to choose a sign-off that indicates the overall tone of your email. A sign-off that does not match the essence of the email’s text 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 determine the best words to convey the exact tone and intent with clarity to avoid misunderstandings and ensure our sincerity is conveyed.
From how you open your email via salutation to the content and then the sign-off, each part of your email is a component that contributes to the overall interpretation of your message.
The truth is that many online users are not clear communicators. That is why working on your online communications 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, 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.
The above examples are not the end-all-be-all either. For example, your sign-off isn’t exclusively the words above your name separated by a comma. You can also use phrases that reflect the purpose of and close your email.
Additional Sign-offs and Closings
While very important, your closing is only the icing on the cake. First, it needs to be in line with your email’s overall tone and demeanor. Only then can you ensure that your message is received as intended, leaving no room for misunderstandings or incorrect perceptions.
By taking your time and choosing your words carefully, your sign-offs will be one more indicator of the pleasure of communicating with you.
