Quick Answer: The most universally appropriate email sign-off is “Best regards” for formal contexts and “Best” or “Thanks” for everyday professional emails. Match your closing to three factors: your relationship with the recipient, the formality of the message, and whether you’re making a request. Use “Sincerely” for job applications and official correspondence, “Thank you for your time” after meetings, and “Warm regards” for established client relationships. Avoid “Love,” “XOXO,” “Thx,” and skipping the sign-off entirely — all of which undermine professionalism.
Your email sign-off is the last thing the recipient reads before deciding whether to reply, file your message, or ignore it. A weak or mismatched closing can undermine an otherwise well-crafted email, while the right sign-off reinforces your tone, professionalism, and intent.
This guide organizes 60+ email sign-offs by situation — formal, professional, casual, grateful, and more — so you can pick the right closing for every email you send.
What Is an Email Sign-Off?
An email sign-off is the closing phrase that appears just before your name and email signature. It serves as a transition between the body of your message and your identifying information.
A complete email ending typically follows this structure:
- Closing sentence — the final line of your message body (e.g., “Let me know if you have any questions.”)
- Sign-off phrase — the courteous closing (e.g., “Best regards,”)
- Your name
- Email signature — title, company, contact information, and branding elements
The sign-off phrase is short — usually two to three words followed by a comma. But those few words set the tone for how your message lands.
Why Your Email Sign-Off Matters
Research on communication suggests that the beginning and end of any message carry disproportionate weight in how the recipient perceives it. In email, the sign-off is your final impression. Here is why it matters:
- It signals your intent. “Looking forward to hearing from you” implies you expect a response. “No rush” signals flexibility. The sign-off frames what happens next.
- It establishes tone. “Warm regards” reads differently than “Thanks” or “Cheers.” The closing tells the recipient whether you view the exchange as formal, collegial, or casual.
- It reflects professionalism. Ending an email without a sign-off — or using one that is too casual for the context — can make you appear careless or disrespectful, even if unintentionally.
- It builds relationships over time. Consistent, thoughtful closings contribute to how colleagues and clients perceive you across dozens or hundreds of exchanges.
Formal Email Sign-Offs
Use these when writing to executives, clients you have not met, government officials, legal contacts, or in any situation where professionalism and respect are paramount.
| Sign-Off | Best Used When |
|---|---|
| Sincerely | Formal letters, job applications, official correspondence |
| Respectfully | Writing to senior leaders, government officials, or in hierarchical contexts |
| Best regards | The safe default for any formal professional email |
| Kind regards | Slightly warmer than “Best regards” while remaining formal |
| Yours sincerely | Traditional formal closing, common in British English |
| Yours faithfully | When you do not know the recipient’s name (British English convention) |
| With appreciation | When acknowledging someone’s help or contribution formally |
| Cordially | Formal invitations, diplomatic communication |
“Best regards” is the most versatile formal sign-off. It works across industries, cultures, and levels of seniority. If you are unsure which closing to use, this is the safest choice.
Professional Email Sign-Offs for Everyday Use
These sign-offs work for day-to-day business emails with colleagues, clients you have an established relationship with, and professional contacts.
| Sign-Off | Best Used When |
|---|---|
| Best | The most common professional default — short, neutral, universally appropriate |
| Thanks | After making a request or when the recipient is doing something for you |
| Thank you | Slightly more formal than “Thanks,” suitable for most professional contexts |
| Many thanks | When expressing genuine gratitude without being overly formal |
| Regards | Neutral and professional, though some find it slightly cold |
| Warm regards | Adds warmth to a professional email — good for client relationships |
| All the best | Friendly and professional — good for wrapping up projects or conversations |
| Looking forward to it | When you have agreed on a next step (meeting, call, deliverable) |
| Talk soon | When you expect to be in touch again shortly |
“Best” and “Thanks” dominate everyday professional email because they are brief, warm enough, and never inappropriate. If your email asks for something, lean toward “Thanks.” If it does not, “Best” is the default.
Casual and Friendly Email Sign-Offs
Reserve these for emails to close colleagues, friends, or contacts where you have a clearly informal relationship. Using these in formal contexts can undermine your credibility.
| Sign-Off | Best Used When |
|---|---|
| Cheers | Common in British, Australian, and international business culture — casual but not unprofessional |
| Take care | Friendly and warm, appropriate for colleagues you know well |
| Have a great weekend | Friday afternoon emails to team members |
| Enjoy your evening | Late-day emails to familiar contacts |
| Catch you later | Very casual — only for close colleagues |
| Stay well | A warm, health-conscious closing that gained popularity post-2020 |
| Happy [day of week] | Light and friendly — good for internal team emails |
| Onwards | Motivational tone — use after resolving a challenge or agreeing on a plan |
Grateful Email Sign-Offs
When someone has gone out of their way to help you, a standard “Thanks” may not feel adequate. These closings express deeper appreciation.
| Sign-Off | Best Used When |
|---|---|
| With gratitude | When someone has made a significant effort on your behalf |
| Thanks so much | Genuine appreciation in a professional but approachable tone |
| I really appreciate your help | When someone has solved a problem or gone above and beyond |
| Thank you for your time | After meetings, interviews, or consultations |
| Thanks in advance | When requesting something — use carefully, as it can feel presumptuous |
| Much appreciated | Short, warm, and appropriate for most professional thank-you emails |
A note on “Thanks in advance”: this sign-off assumes the recipient will comply with your request. Some people find it polite; others find it presumptuous. Use it with people you know well or when the request is routine.
Email Sign-Offs to Avoid
Some closings are widely considered inappropriate, confusing, or counterproductive in professional email. Avoid these unless you have a very specific reason and audience:
| Sign-Off | Why to Avoid It |
|---|---|
| Love | Too intimate for any professional context |
| XOXO | Romantic connotation — inappropriate in business |
| Sent from my iPhone | Not a sign-off — it signals you did not care enough to write a proper closing |
| Thx | Abbreviation reads as lazy, even in casual contexts |
| No sign-off at all | Omitting the closing entirely makes the email feel abrupt or curt |
| Yours truly | Reads as archaic in modern business email — appropriate only for very formal letters |
| Blessings | Religious connotation may not resonate with all recipients |
| V/R (Very Respectfully) | Military abbreviation that most civilians do not understand |
How to Choose the Right Email Sign-Off
If you are unsure which sign-off to use, run through this quick decision framework:
- Who is the recipient? The more senior, unfamiliar, or external they are, the more formal your sign-off should be.
- What is the purpose of the email? Requests and introductions call for more formal closings. Updates and replies to ongoing threads can be more casual.
- What is the established tone? Match the tone of previous emails in the thread. If the other person signs off with “Cheers,” you do not need to respond with “Respectfully.”
- Is this the first email or a reply? First emails deserve a more polished closing. As the conversation develops, sign-offs naturally become more relaxed.
- What is the cultural context? “Cheers” is standard in the UK and Australia but can feel odd in American business culture. “Respectfully” is common in military and government circles but stiff in startup environments.
When in doubt, “Best regards” for first-time contacts and “Best” or “Thanks” for ongoing professional communication will never be wrong.
Email Sign-Offs for Specific Scenarios
Job Applications and Cover Letters
Use “Sincerely” or “Best regards” when applying for jobs. These are universally expected in hiring contexts. Avoid anything casual — hiring managers form impressions quickly, and an overly informal sign-off can cost you consideration.
Following Up After a Meeting
Use “Thank you for your time” or “Thanks again for the conversation” as your closing. This reinforces appreciation and keeps the door open for next steps.
Cold Outreach and Sales Emails
Use “Best”, “Looking forward to connecting”, or “Talk soon”. Avoid overly formal closings in outreach — they create distance. But do not go too casual either, since you are writing to someone who does not know you.
Emails to Your Team
Internal team emails allow the most flexibility. “Thanks”, “Cheers”, “Have a great weekend”, or even just your name are all appropriate, depending on your team’s culture.
Delivering Bad News
When declining an invitation, rejecting a proposal, or delivering unwelcome information, close with empathy: “I appreciate your understanding” or “Thank you for your patience”. These acknowledge the situation without being apologetic.
The Role of Your Email Signature After the Sign-Off
Your sign-off phrase is just the beginning of your email closing. What follows — your email signature — provides the recipient with your full name, title, company, and contact details. A well-designed signature reinforces the professionalism that your sign-off establishes.
Key elements of an effective email signature include your full name, job title, company name, phone number, and relevant links (website, LinkedIn, scheduling). Keeping the signature consistent across your organization ensures every email represents your brand uniformly.
BulkSignature allows you to create, deploy, and manage professional email signatures across your entire Google Workspace organization from one dashboard. Pair a thoughtful sign-off with a polished, branded signature to make every email count.
Frequently Asked Questions
What is the most professional email sign-off?
“Best regards” is widely considered the most professional and universally appropriate email sign-off. It works across industries, seniority levels, and cultures. “Sincerely” is slightly more formal and better suited for letters, applications, and official correspondence.
Is “Best” an acceptable email sign-off?
Yes. “Best” is the most commonly used sign-off in everyday professional email. It is concise, friendly, and appropriate for nearly all business contexts. Some style guides consider it too informal for initial contact with senior executives, but in practice it is used everywhere.
Should you use “Thanks” as a sign-off?
“Thanks” works well when your email includes a request or when the recipient is doing something for you. Avoid using it when you have not actually asked for anything — in those cases, it can read as either empty or presumptuous.
Is it unprofessional to not have an email sign-off?
Omitting a sign-off entirely can make your email feel abrupt or impersonal. In ongoing threads where the tone is already established, dropping the sign-off is more acceptable. But for initial emails, external communication, and formal contexts, always include a closing phrase.
What sign-off should I use in a job application email?
“Sincerely” or “Best regards” are the standard choices for job applications and cover letters. These are expected in hiring contexts and convey respect and professionalism. Avoid casual alternatives like “Thanks” or “Cheers” in application emails.
How do I sign off an email to someone I have never met?
Use “Best regards” or “Kind regards” for first-time contacts. These are formal enough to show respect without being stiff. As the relationship develops and the tone becomes established, you can gradually shift to less formal closings.
