When crafting an email, the opening lines may capture attention, but it’s the closing that determines how the conversation continues. In sales, where every word can either foster trust or diminish interest, a strong email sign-off becomes even more critical. The final phrases aren’t just formalities—they shape how your recipient feels about your message and your intent.
A well-executed sign-off can leave a positive impression, open the door for further communication, and even increase the likelihood of conversion. Whether you’re aiming to follow up with a potential lead, close a deal, or establish a relationship, the right closing language can influence how you’re perceived and how swiftly your recipient responds.
Email endings are more than a simple goodbye. They set the tone for the next steps, express gratitude, and keep the exchange on a professional and positive note. In business communication—particularly in sales—your email’s tone and the way you sign off play key roles in building rapport and securing deals.
With that in mind, let’s explore the specific strategies and sign-off types that can elevate your emails, making them not just professional, but powerful tools for closing deals.
The Power of a Good Ending: Why It’s Not Just About ‘Best Regards’
Not all email sign-offs are created equal. While phrases like “Best regards” or “Kind regards” may be commonly used, they often lack the impact needed to close a deal or encourage further communication. In the world of sales, every part of your message counts—including how you end it. A good email sign-off doesn’t just tie things up; it reinforces your message and sets the stage for what comes next.
Effective email sign-offs do more than wrap up a conversation—they shape the overall tone of the email and leave a lasting impression on the recipient. A well-chosen sign-off can highlight professionalism, show warmth, or create a sense of urgency, depending on the context.
On the other hand, an ineffective or mismatched sign-off can break the flow of the email and leave your recipient unsure of how to proceed.
It’s also crucial that your sign-off aligns with the relationship you have with the recipient. In professional emails, a formal tone with a sign-off like “Best regards” or “Kind regards” may be appropriate, while with close colleagues or clients, a slightly more casual sign-off such as “Warm regards” might feel more natural.
Misjudging the tone can make the ending feel awkward or forced, which undermines the rapport you’ve built throughout the email.
Beyond just closing, your email’s ending is a subtle opportunity to prompt action. Adding a polite nudge like “Looking forward to your feedback” or “Please feel free to reach out if you have any questions” can encourage a follow-up or next step without sounding pushy. It’s about guiding the recipient toward continued engagement and setting up the next point of contact. When done well, your email sign-off can be the final push toward conversion.
Seven Types of Email Endings That Close Deals
1. The Warm Sign-Off
Examples: Warm regards, Best wishes
Warm sign-offs are perfect for scenarios where you want to nurture the relationship and maintain a polite, personable tone. These are especially useful in ongoing conversations, follow-ups, or when you’ve already established a positive rapport with the recipient. Sign-offs like Warm regards add a touch of friendliness while still keeping the communication professional. This type of ending shows that you value the relationship and want to keep it moving in a positive direction.
2. The Call-to-Action (CTA)
Examples: Looking forward to hearing your feedback, Let’s schedule a call
A CTA-based sign-off is direct and action-oriented, which is essential in sales emails. It subtly urges the recipient to take immediate steps, whether it’s responding with feedback, setting up a meeting, or moving the conversation forward. Including a clear next step at the end of your email can remove any ambiguity about what happens next and encourage the recipient to engage without hesitation. This type of closing keeps the momentum and makes it easy for the recipient to know how to proceed.
📜 Read more: List of 50+ CTA Examples to Boost your Emails.
3. The Alternative Contact Info
Examples: Feel free to call me at [phone number], You can reach me at [email]
Including additional contact information in your closing shows openness and eagerness to continue the conversation. It invites the recipient to get in touch through another channel, giving them flexibility on how they prefer to communicate. This approach is especially effective when you’re aiming for further communication but want to provide an alternative to email. It also conveys professionalism by making yourself easily accessible.
4. Expressing Gratitude
Examples: Thanks in advance, Appreciate your time
Gratitude-based sign-offs are powerful because they foster goodwill and reinforce the positive tone of your email. By thanking the recipient for their time or input, you acknowledge their efforts, which can strengthen your relationship. This is particularly useful in sales when you want to express appreciation for their consideration without pushing too hard. It also sets a positive tone for the next stage of communication, leaving the recipient feeling appreciated and valued.
5. Building Anticipation
Examples: Stay tuned, I’ll follow up next week
This type of sign-off works well when you want to keep the conversation alive and generate curiosity about what comes next. Building anticipation with phrases like Stay tuned or I’ll follow up next week encourages the recipient to stay engaged and look forward to hearing from you again. This approach can be especially effective in longer sales cycles, where you want to keep the deal warm without being overly aggressive.
6. Formal and Respectful Closings
Examples: Respectfully yours, Kind regards
Formal closings are ideal for more traditional business emails, such as cover letters, formal proposals, or professional emails to senior executives. Sign-offs like Respectfully yours or Kind regards convey professionalism and respect, ensuring you maintain a formal tone that’s appropriate for the context. These are also great for emails where the relationship is still developing, and you want to ensure that your communication is polished and professional.
7. The Friendly Close
Examples: Have a great day, Wishing you a great weekend
Friendly closings add a touch of personality to your email while still maintaining professionalism. These sign-offs are perfect for clients or colleagues you have a good rapport with but want to keep the tone light and conversational. Using phrases like Have a great day or Wishing you a great weekend humanizes your message, showing that you’re not just about business but also value the relationship on a personal level even in a general email sign off.
Power Phrases to Use and Avoid in Sales Emails
Phrases to Avoid
Overly Casual Closings Instead of Warm Regards
While it’s important to be friendly, phrases like Blessed day or Cheers can come off as too informal in professional emails, particularly in sales contexts. These closings might work in personal correspondence or with close colleagues, but they lack the professionalism required in sales communication, especially when dealing with new leads or prospects.
Religious Overtones in Email Sign Offs
Avoid sign-offs like God bless unless the relationship or context calls for it. Religious overtones in email endings can make some recipients uncomfortable, especially if the relationship isn’t close enough to warrant such familiarity. Keep your sign-offs neutral and inclusive unless you know the recipient shares the same views.
Vague Closings of Email Sign Off
Phrases like Talk soon or Catch you later lack clarity and don’t encourage any particular action. These types of closings can leave the recipient unsure of what to do next, which isn’t ideal in sales communication where you want to maintain momentum. Opt for specific sign-offs that direct the recipient toward the next step.
Closing Phrases That Inspire Action
Motivating the recipient to take immediate action often hinges on the closing phrases you use. Here’s how to craft them effectively:
Encouraging Immediate Steps
Phrases like I look forward to your feedback or Please let me know if you have any questions work well because they prompt the recipient to respond. These closings encourage interaction and subtly guide the recipient toward the next stage of the sales process. By offering a clear action (responding or asking questions), you keep the conversation alive and moving forward.
Tailoring Your Email Signature and Final Lines
A well-crafted email signature and a clear, concise closing line can encourage the recipient to follow up. Phrases like Feel free to reach out at [phone number] or I’m available for a quick call if needed make it easy for the recipient to take the next step. Including additional contact information in your email signature also makes it convenient for the recipient to continue the conversation on their preferred terms.
Using Power Words
Words like let’s, discuss, and forward encourage assertive action without being overly aggressive. For example, Let’s schedule a call next week or Looking forward to discussing this with you not only imply action but also convey a sense of collaboration. Power words make it easier for the recipient to respond and engage with you.
How Strong CTAs Can Close Deals
A well-placed CTA in your closing line can directly influence whether or not you close the deal. Phrases like Let me know when you’re ready to proceed or Looking forward to finalizing this with you can create a sense of urgency while keeping the tone polite. By incorporating a strong CTA, you make it clear what the next steps are and make it easier for the recipient to take action.
📜 Read more: How to End a Cold Email (So It Gets Answered).
Conclusion: Sign Off with Confidence and Close the Deal
Knowing how to end emails effectively is a key factor in sales success. The email closing isn’t just a formality; it’s a strategic tool that can leave a lasting impression, encourage follow-ups, and drive action. Whether you’re nurturing leads or closing a deal, the way you end an email can impact how the recipient feels about you and your message.
Using the right email sign offs—from a personalized email sign off to a thoughtful formal email closing—can maintain a positive tone and ensure your professional email leaves the recipient with a sense of trust and professionalism. This can be especially important in job search emails or formal business settings, where even the smallest details like a professional email signature and polite sign-offs such as Warmest regards or Kind regards make a big difference.
To maximize the impact of your emails, you need to pay attention to the last line. Whether you’re using warm wishes in a more relaxed conversation or a formal sign-off in cover letters and formal emails, the closing phrase should match the overall tone of the email and the relationship with the recipient. A well-thought-out sign-off, paired with a personalized email sign off, can subtly prompt the recipient to take action, respond with further questions, or schedule a follow-up call.
It’s important to write your email with the intention of fostering a close relationship, using professional ways to communicate while keeping the tone respectful and clear. Whether the situation calls for informal email endings or a more formal email closing, your final words should align with the goals of your message and the expectations of the company or person you’re communicating with.
As you move forward, take a moment to review your current email endings and experiment with the power phrases and strategies discussed throughout this article. Make sure your email closings not only sound polite and professional but also makes sense for the context. Consider how each closing phrase sets the tone for future communication and whether it invites the recipient to hit send in response.
By paying attention to your email closing and adjusting your sign offs based on the context—whether it’s for business, job search, or more casual interactions—you can elevate your sales communication and close deals more effectively. Experiment with different phrases, from well wishes to more assertive CTAs, and find the combination that works best for you.
In the end, the perfect email closing could be the final push you need to turn a prospect into a client or to foster lasting professional relationships.
FAQ
How to end an email politely?
Use polite ways like “Kind regards” or “Best wishes” in your email ending to leave a good impression. Ensure your closing matches the casual tone or formality of the message, and always include your full name for professionalism.
What is a good closing line for an email?
A strong closing line could be “Looking forward to your feedback” or “Please feel free to reach out with questions”. This creates engagement and aligns with professional closings that encourage further communication, leaving a good impression.
How to end a professional letter?
Use formal email closings like “Respectfully yours” or “Sincerely” when writing a cover letter or other professional communication. Always include your full name and possibly your LinkedIn profile for a professional touch in your email professionally.
What is a sincere way to end an email?
End with “Thank you for your time” or “I appreciate your insights” to express genuine gratitude. Following email sign offs like “Best regards” maintains sincerity while leaving a good impression and encourages further communication.
How do you officially close an email?
For official emails, use formal email closings such as “Sincerely” or “Kind regards”. Include your full name, job title, and optionally your LinkedIn profile to ensure you close the email professionally and maintain a formal tone.
How do I write the last line of an email?
In the email ending, use phrases like “Please let me know if you have further questions” or “Looking forward to hearing from you”. This keeps the communication open and professional, ensuring your email professionally encourages a response.
What is a warm email closing?
A warm email closing could be “Warm regards” or “Best wishes”. These maintain a friendly, polite tone without being overly formal, which works well when you’re building rapport in a casual tone or professional closings.