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How to End an Email
If you think about the thousands of emails you and your employees send out every year, each one represents a brand impression. These emails are going to your most important prospects, customers, partners, and stakeholders of your company or network. It’s important to be thoughtful with these messages and know how each component makes an impact. Elements within each of these messages, such as the greeting, the body of the email, and closing, all factor into whether this is a positive or negative brand impression. How to end an email is just as important as the subject line, and some might argue is the most important section of an email. Email closing remarks and the email closing sentence factor into this, and should be given some thought rather than writing something like, “K, thanks.”
What does the best email sign off usually include? A beautifully branded email signature and call-to-action banner! Sigstr can of course help with this valuable piece of digital real estate, but we’ll use this resource to focus on the few lines of text usually located just above the email signature. With that being said, if you’re curious about the significance of email signature marketing, feel free to browse around the Sigstr website (and especially the Sigstr Resource Hub). Just like the email sign off, the email signature can make or break an email.
There are many variables that go into ending an email. Who is the recipient of the email? What is the purpose of the email? Am I representing my entire company or just my personal brand with this email? Whether it be a coworker, professor, friend, or family member, an email sign off is always recommended. Knowing who your audience is, along with other context, will help influence what is appropriate or inappropriate to say. In this resource, we’ll first provide options on how to end an email professionally in a business setting. This includes emails to coworkers, subordinates, bosses, partners, customers, and even CEOs. Then we’ll list out guidelines to follow when emailing a professor or teacher in different situations. Finally, we’ll touch on emails to friends and how to properly end a thank you email.
How to End an Email Professionally
In a business setting, not only is each email sent an impression on you as a person, but also an impression on your company’s brand. That’s why it’s so important to know how to end an email professionally, amongst other email etiquette. Here are a few words to avoid with professional email closings:
- Talk to you later
- Later (just by itself)
- Peace! (or Deuces!)
Any of these phrases above may sound ridiculous, but all have been used in emails at the wrong time. Even for this resource, we thought we’d mention them as a little comic relief for you, our reader.
When closing an email professionally, relate it to formal letter ending phrases. After all, sending a letter to someone in the mail is like email in this day and age, so the same etiquette and guidelines can be applied. Not sure how to end a professional letter? Keep things formal, yet friendly. Here are a few phrases that have been used within the closing sentence in business letter examples.
- Take care
- Thank you for the opportunity
- Thank you for your time
- Regards (or warm regards)
- Let me know how else I can help
- Let me know if you have any questions
If you’re unsure on how to end a formal email or how to end an email to a company, these old school examples from business letters can definitely help. Of course some terminology, certain phrases, and a few commonly used words have changed throughout the years. So be mindful of what sounds natural and what doesn’t, and try to bring out some charm and personality with every email interaction.
As mentioned above, a professional email signature template consistently applied across your entire company also impacts email etiquette in a business setting. If you include the appropriate sign-off, but then have a horrendous looking email signature right below it, the email recipient is still left with a bad impression of your company or you as a business professional. So take the time to make sure both components are up-to-par with today’s email standards.
Whether it’s a regular letter being mailed, an email to the entire company, or even a face-to-face meeting with client, the goal remains the same. Business professionals look to communicate with others in a way that makes a positive impression on their personal brand and the brand of the company they represent. After all, interactions like this can make or break a deal, win over potential new customers, and build stronger relationships with key stakeholders in the company.
How to End an Email to a Professor
Just like emails with business professionals, digital interactions with education professionals also make an impact. Unfortunately, unprofessional emails to professors do exist and they probably haven’t helped those students get a grade raised or deadline extended. So don’t be that student! Use this resource to learn how to end an email to a professor, teacher, or any other professional related to education.
Wondering how to write an email to a professor about grades? Use this sample “email to professor asking for help” example as a starting point:
Professor [last name],
I hope your week is going well. I am in your [class name] class at [class time] and have enjoyed my experience so far. [topic name] is a specific topic I’d love to spend more time and effort on, as I realize it will have a big impact on my overall grade and I want to do all I can to ensure I am best prepared. Would you be willing to spend a few extra minutes with me before or after class? I have a few quick questions on how I can best learn this topic to improve my grade. Thank you for your time and looking forward to the next class!
Be sure to write a sample email to professor asking for appointment first, ask for feedback from a trusted friend or professional, then send it days (or even weeks) ahead of your requested time. This template can also be applied to students wondering how to ask a professor to review a paper sample. The main point here is to ask for help if you need it, and do it in a way that shows the professor you’re being proactive and doing all you can to excel in his or her class. Even if it’s an awkward situation like how to email a professor about missing class, he or she will appreciate your sincere communication much more than just missing the class with no explanation at all.
As for grade school teachers or high school teachers, the same logic applies! Communication is key. In addition to knowing how to end an email to a teacher, knowing the appropriate level of professionalism is key for the body of the email. If you write out a sample email assignment to teacher friends and get their feedback, you’ll be more confident in knowing how to write email to submit assignment and how to email a teacher about an assignment. Use the example above for a “how to write an email to a teacher” sample.
How to End a Friendly Letter
In some situations, you may not be emailing a teacher, professor, boss, or key customer. It could be a friend of family member. In these cases, the body of the email and sign-off can be more casual. If you’re wondering how to end an informal email or how to end an email to a friend, it’s simple! Don’t overcomplicate it and think about how you might talk to them face-to-face. More times than not, close friends won’t end a conversation with phrases like:
- With warmest regards
- I look forward to your continued business
- Sincerely yours
- Yours truly
Keep these types of interactions conversational and avoid business terminology or phrases that don’t sound natural. Knowing how to end a friendly letter applies directly to friendly emails. Whether it’s offline or online communication, knowing your audience will help dictate how to present your message. For friends, it requires less thinking and more natural conversation. This, of course, doesn’t imply that it can be vulgar or an inappropriate message! Use common sense, treat others how you would want to be treated, and be appreciative of their time or friendship. Just like business connections or those you look up to in the education field, friends and family are important!
Email Closing Lines Thank You
Among all of the email closing lines, thank you is the most popular. Think about the situations where you’re sending an email to say thank you. How can you express your appreciation through an email that shows the recipient you value their contribution? What is the best wording to achieve this? If it’s a friend or family member that helped with something, this should be pretty natural. But what about in a professional or business setting?
Especially when applying for a job, a “thank you” is very important. In addition to showing your appreciation in person and sending a letter in the mail, sending an email saying thanks is critical. Even in the beginning stages of the recruiting and application process, knowing how to end an email for a job interview can only help your chances in landing an interview and getting the job. Start the email off by saying thanks for the opportunity and end it with a message of thanks. Three times might be too much, but saying it twice is recommended!
Even if you’re not currently looking for a new role or company to join, knowing how to end an email for a job will only help you in the future. As your career evolves and new opportunities arise, you may find yourself in a situation where thoughtful email communication becomes important for your next move. So use it to your advantage to stand out from the other candidates, and carry all of these recommendations with you into your daily email habits.
Email Closing Remarks
When you’re writing an email for professional purposes, you should use a professional closing. Using professional email closing remarks is important if you’re emailing someone from your business or emailing your boss or a colleague. A formal closing also looks more professional if you’re emailing someone about buying a new vehicle, looking for a home, or taking out a loan.
If you’re not used to ending your emails formally, you’re probably wondering how to end an email professionally. Ideally, you should include your full name, your contact details, and possibly your job title or another role. For instance, if you’re in school and you’re wondering how to end an email to an advisor, you should put in your degree program and your student ID number.
Including these key details in your email signature shows people how to reach you. For instance, the reason you need to use this strategy when you’re trying to figure out how to end an email for a job is so that possible recruiters can see your phone number and email address. If they don’t know how to reach you, they won’t be able to set up interviews or contact you to offer you a job. Perhaps even more importantly, ending the email with a formal closing shows them that you understand the business world and how to be polite in that environment.
This process is different from what you do when you’re trying to figure out how to end an email to a friend. With a friend, you can simply sign your first name. Typically, with a fiend, you don’t have to include contact details. This is especially true with digital communication where they can just hit “reply” and reach you. However, if you want to know how to end an informal letter, you should probably include some contact details or at least put your return address on the outside of the envelope.
Finally, the way you sign off a professional email is not the same as how to sign off a letter to a friend. With a professional email, you should stick with a formal closing phrase such as “kind regards” but with a friend, you can skip the closing or use a term such as “sincerely” or “love” before your signature.
Email Closing Sentence
Emails between customers and customer service reps also follow special rules — namely, these emails need to be polite. This is true whether you are the customer or the customer service specialist, but this rule is especially important for customer service reps because they are representing their companies.
Customer service reps should be polite from the opening of the email to the email closing sentence. This can be hard when responding to complaints, and if you’re training a customer service team, you should provide them with a sample email reply to customer complaint issues so that they know the tone you want them to use.
Again, kindness needs to be at the heart of customer service email etiquette. For instance, the customer service email closing statements should always wish the customer well and thank them for patronizing your business.
You should also follow this email rule if you’re trying to figure out how to end an email to a client or how to write an email to customer requests. Always start with a polite salutation, represent your company in a positive light, and try to nurture the connection with your customer or client.
What if you’re the customer? What if you need to write a letter to a company? You may be wondering how to end an email to customer service. In all cases, include your full name and your contact details so that the customer service team can reach you for follow up.
Unfortunately, letters to customer service departments aren’t always positive, and if you’ve had a negative experience with a business, you may be wondering how to write a complaint email to customer service. Simply state your complaint and explain why you are dissatisfied with the company or its products and services. Be clear but don’t attack.
How to End an Email with Thank You
When you’re writing an email to ask for something, you should always end it with some version of thanking the recipient. Almost all emails have a request. You may be requesting a sales rep to tell you more about a product, you may be asking a client to buy a new service from your business, you may be asking your accountant to send you a special report, or you may be requesting countless other things.
This section covers how to end an email with thank you. You can always just type out “Thanks” or “Thanks a lot” and then put in a comma followed by your name and contact details. Alternatively, you can write “Thanks,” add an exclamation mark, and the transition into a closing with your signature.
If you have employees and you want to standardize how they speak with customers and clients, you may want to create a template to show them how to write an email asking for information sample. Cover every aspect of the email including the email subject asking for help examples, the body of the email, and the signature.
When you’re writing an email for help or a seek for your assistance email, you should thank the person in advance. Although they haven’t helped you yet, you should offer gratitude as if they have helped you. The right closing can also help you get a response. Wondering how to end an email if you want a response? Always be polite, but also give the recipient a deadline or a push to respond. Saying something like, “please respond to me by a certain time” or “I look forward to hearing back from you” can increase your chance of receiving a timely response.
How to End an Email Asking for Help
Email etiquette is not just important for the business world. You need to think about email etiquette when you are in college, and if you’re wondering how to email your teacher on Gmail or any other service, the main rule is to be polite.
This section explains how to write a sample email to professor asking for help. It covers the process from how to open the email to how to end an email asking for help when you are in school.
Your first question is probably about how to start an email to a professor or how to start an email to a teacher. In both cases, put the course and the main reason for your email in the subject line. For instance, you may want to say “Chemistry 101 — Deadline Extension Request” if you want more time on your chemistry assignment.
The next step in how to email a teacher about an assignment is to include a formal introduction. You can either open with the professor or teacher’s title and last name. For instance, you may write “Professor Price” or “Mrs. Brown”, and you can include “dear” for an extra bit of formality.
You may wonder how to end an email to a professor, and in this case, you should include your name, degree program, and student ID. You should also include the class you are referencing. Keep these same essential rules in mind when you’re trying to figure out how to end an email to a teacher as well.
So, now you just need to know how to end a letter to a teacher or how to sign off an email to a professor. Here is a how to end an email to a professor example:
Thank you for your help!
Student ID: 12345
If you’ve been out of touch for a while, you may want to look for a sample email to professor after long time. In this case, remind the professor who you are and which course you took from them. When looking for tips on how not to email your professor, don’t leave out details and don’t be overly casual. An opening like “Hey, girl, hey” is not right for this environment. When the teacher replies, they may be wondering how to end an email to a student, and when you see their response, you can follow suit in terms of tone and degree of formality.
Cool Sign-Off Phrases
Finally, this section looks at some of the different ways of how to end an email. There are a lot of cool sign off phrases you can use, and while they are not right for every situation, these 20 phrases for closing an email will help to get your creative juices flowing. Check out these email closing lines thank you:
- Kind regards
- Thank you for reading
- Looking forward to meeting you
- Please contact me for additional help
- Have a great weekend
- Can’t wait for your reply
- Warm wishes
- With gratitude
- Thanks in advance
- Best wishes
- My best to you and yours
- Lots of love
- Stay tuned…
As you can see, each of these closings work for different situations. For instance, you can use “love” to close an email to a friend or family member but not to a work colleague. Warm wishes and best wishes can work for both formal and casual emails. Phrases such as my best or respectfully are best for professional emails or for personal emails where you want to keep a more professional tone.
When you’re writing a sales email, you may want to pique interest so that the person responds to you or eagerly awaits your response, and a closing like “stay tuned” can help. A word like “cheers” is bright and somewhat casual, but it can strike the right tone in a business setting. Because it is British traditionally, it gives your email a slightly worldly flair.
Keep an eye on how other people close emails, and that will give you a good idea on the right direction to go. Then, consider saving a few different email signatures in your email settings so that you can choose the right signature for different scenarios.