How to end an email: a guide to professional sign-offs and closings

Whether you’re writing to a client, a colleague, or a professor, the final line and sign-off can wrap up your email neatly and reinforce your professional image. If you’ve ever wondered how to end an email professionally or what the best email sign-off really is, you're not alone. The answer is simple: it depends on your relationship and your objective.

This guide will show you exactly how to end an email in any professional, academic, or high-stakes scenario.

Formal and professional email sign-offs

Use these options when communicating with senior executives, new business contacts, in legal correspondence, or when you’re requesting a formal action. They convey respect and seriousness.

Sign-Off	When to Use It	Key Takeaway
Sincerely / Yours sincerely	The most formal and traditional choice. Best for formal business, legal, or official correspondence.	Classic, highly professional, and respectful.
Respectfully / Yours respectfully	Ideal for communication with senior government officials, professors (how to end an email to a professor), or high-ranking executives.	Expresses a high degree of deference.
Best regards / Kind regards	A safe, professional, and widely accepted sign-off for most business contexts.	The go-to professional choice — always appropriate.

Sign-offs that show action and gratitude

These closing lines are highly effective because they encourage a specific action or express appreciation, making the recipient feel valued and understood. This is a great way to end an email that requires a response.

Sign-Off	When to Use It	Key Takeaway
Thank you / Thanks	Use when the email is about a request or when the recipient has provided you with something. It’s one of the most effective sign-offs.	Highly versatile and proven to increase response rates.
Thanks in advance	Use when asking for a favor or information. Use with caution: Some perceive it as presumptuous.	A clear request for action, but ensure your tone is polite.
Looking forward to hearing from you	Use when a response or action is clearly expected.	A direct way to prompt a reply without being demanding.
I appreciate your help	Use when help or assistance is required.	A humble and polite way to ask for assistance.

Friendly and semi-formal email sign-offs

These are great for regular colleagues, existing clients, or within internal company communications where a professional yet slightly warmer tone is desired.

Sign-Off	When to Use It	Key Takeaway
Best	The most common, neutral, and versatile professional sign-off today.	Safe, simple, and excellent for daily correspondence.
Best wishes	A more traditional, formal yet friendly option than just "Best."	Suitable for slightly less frequent communication.
Warm regards / Warmly	A good way to add a warmer tone to professional or semi-casual emails, especially with long-term contacts.	Adds a personal, cordial touch.
Cheers	Highly common in the UK, Australia, and certain corporate cultures, it implies a friendly 'thank you' or goodbye.	Use only if you know your audience is comfortable with it.
Have a great day	A simple, positive closing when no immediate response is expected.	A kind, generic sign-off for well-wishing.

Quick email sign-off summary

Situation	Best Sign-Offs
Formal or New Contact	Sincerely, Respectfully
General Professional	Best regards, Kind regards, Best
Making a Request	Thank you, Thanks in advance, Looking forward to hearing from you
Internal/Friendly	Best, Cheers (culture permitting), Take care