Emailing can be a powerful tool for networking, collaborating, and employment. When ending an email, choosing the right sign-off could enable you to close emails accordingly. Learning more about how to sign off an email could help you manage your professional relationships and strengthen the quality of your email correspondence.
In this article, we explain why expressing gratitude in your sign-off can be important, explain how to sign off an email, and list “with gratitude” alternatives to use in email closings.
Why is it important to express gratitude in a sign-off?
Many people choose to include an appreciative closing when signing off an email. Including a message of thanks to signal readers that you appreciate them spending their time reading your note. Showing respect when ending a professional message, like a request for an informational interview, might strengthen your relationship with the recipient and increase your chances of success.
The appropriate language can differ depending on the context of your message and the closeness of your relationship with the reader. For this reason, it may be helpful to have a diverse library of closings you could use to sign off your messages.
How to sign off an email
Here are steps that may help you choose the right sign-off:
1. Consider your relationship with the recipient
It’s important to determine if you should use a formal or informal closing to end your message. Reflect on your relationship with the reader to help you narrow your options. If you’re emailing a person you haven’t yet met or corresponded with, it’s typically best to write in a formal business style. Formal closings may also be appropriate when emailing an authority figure, such as a senior executive or a professor.
2. Think about the purpose of the message
The contents of your email may guide you when selecting the right sign-off. If you’re sending a brief message to a colleague asking a question, a simple closing could suffice. Alternatively, a request for a significant favor, like a letter of recommendation, might benefit from a more formal expression of gratitude. Consider choosing an alternative that’s proportional to the request you make in your message.
3. Be specific if you can
While sometimes it’s appropriate to use a recognizable sign-off, in some cases, a personalized closing might help you make a lasting impression. Consider referencing a conversation you’ve had with the recipient or including a personal detail about their background. This could help you solidify your connection and demonstrate an interest in them.
For example, when emailing an alum of your university requesting to shadow them at work, consider signing off the email with a reference to your school mascot. You could also thank prospective clients for their time by mentioning the project for which they’re considering using your services.
4. Potentially offer a favor in return
If you’re hoping to show the recipient that you appreciate their time, you could sign off by offering your time in return. Consider your relationship with the recipient to determine if this is a suitable way to end your message. For example, when asking a colleague for help with a project, you could let them know you’re open to answering any questions.
5. Format it appropriately
Formatting your email correctly can help you project professionalism. After you finish the body of your message, add a blank line. Next, type your sign-off followed by a comma. Add another blank line then write your name. Underneath, you can write your job title and contact information or an email signature so the recipient knows how to follow up with you.
5 informal “with gratitude” alternatives
Here’s a list of alternative closings you could use to express gratitude if you’re writing an informal message:
If you’re writing a brief email to request a quick favor, “Thanks” can be a simple and efficient closing. This sign-off can be appropriate for established colleagues or people you email often. If your messages have a fun, casual tone, you could add an exclamation point in place of a comma after the word to express energy and appreciation.
2. “Much appreciated”
You may want to share sincere gratitude while adjusting the tone to address a more familiar colleague. “Much appreciated” is a friendly way to offer thanks. This can be a suitable sign-off for an email confirming details, delegating a task or approving an assignment.
3. “You’re the best”
“You’re the best” is a casual and kind way to express appreciation for somebody. If a friend offers to give you a personal reference for an opportunity or a teammate covers your shift when you’re sick, this sign-off may help you show them you notice their generosity. Offering somebody praises can be an effective way to show gratitude.
4. “Loved chatting with you about [specific project, event or detail]!”
You can indirectly thank someone for their time by reiterating the contents of your last meeting. This can be a functional sign-off for a follow-up email after meeting with a prospective client, a new vendor or a professional connection you met through networking. Including a detail about your conversation could show them you were listening, solidify your interaction in their memory and set expectations for your next conversation.
5. “I owe you!”
If a close colleague supported you on a project, covered a responsibility at the last minute or offered you a positive reference, you could show gratitude with a sign-off like “I owe you!” This informal promise could show them that you appreciate their efforts so much that you plan to do something kind in return. Follow up with a small gift or an offer to cover one of their responsibilities.
16 alternative examples to “with gratitude” for informal emails
Here’s a list of other closings you could use to end a casual email:
Always a pleasure,
Have a good one,
Thanks a million,
You’re a lifesaver!
Congratulations on [accomplishment]!
Glad we connected,
Let me know if you have any questions,
See you soon,
Thanks again for everything,
Excited to see what you come up with!
5 formal “with gratitude” alternatives
Here are alternative closings that could be appropriate in a formal email:
1. “Thank you for your assistance in this matter,”
If you’re corresponding with someone you haven’t met who’s helping you with a particular request, this sign-off can be an appropriate way to address their contributions. “Thank you for your assistance in this matter,” may be best for circumstances in which the person you’re writing fulfills a unique need. For example, if you’re writing a coordinator at a government agency requesting a permit application for an event you’re planning, it may be appropriate to use this sign-off.
If you want to vary your sign-off while maintaining the style of “with gratitude,” “gratefully” is a simple alternative that can accomplish the same intention. This closing can be respectful and professional when writing an email to a new colleague, a potential employer or a supervisor. Consider using “gratefully” to close an email requesting information or deliverables.
3. “Warmest regards,”
If you’re writing a professional thank-you email to acknowledge a gesture from someone in your network, “warmest regards” could be a fitting sign-off. This formal closing is kind in tone, so it might be appropriate for business emails with a familiar contact. Consider using it when writing to a manager or a colleague at your company who works on another team.
When drafting a professional email to someone new, choosing to use formal language may be best. A sign-off like “cordially” could replace “with gratitude” when ending a business message to someone with whom you plan to build a professional relationship. While the word implies warmth and kindness, many people associate it with formal communications, so it might be useful when speaking with new members of your professional network.
Using an email sign-off like “respectfully” could help you establish a positive relationship with the reader. This may be a suitable closing when corresponding with a recruiter or hiring manager during an interview process. For example, if you’re writing to confirm the time and date of an interview, ending your message this way might be fitting.
16 additional alternative examples to “with gratitude” for formal emails
Here’s a list of additional email closings you might use when writing a more professional message:
Thank you for your time,
All the best,
Thank you for your consideration,
All the best,
Thank you in advance,
I will follow up with more details soon,
Looking forward to your reply,
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