If you’re ending emails with “Best,” you’re using one of the lowest-performing sign-offs for response rates. “Best regards” and “Sincerely” remain the safest professional email sign-offs for formal contexts, while “Thanks” works well for established relationships. The right choice depends on your relationship with the recipient, the stakes of your message, and the cultural context.
This guide covers 33 email sign-offs for professional business communication, stakeholder relationships, high-stakes scenarios, and cross-cultural teams.
Why your email sign-off matters more than you think
An analysis of 350,000 email threads found that emails ending with gratitude-based sign-offs saw a 62% response rate compared to just 46% for emails without thankful closings. “Thanks in advance” delivered the highest response rate at 65.7%, while the popular “Best” got answered 51.2% of the time. Your closing signals your understanding of professional hierarchy, relationship status, and cultural awareness in every message you send.
The patterns in this guide will help you choose closings that strengthen relationships and ensure your messages land as intended.
Professional email sign-offs by scenario and relationship
Choosing the right sign-off depends on your relationship with the recipient, the context of your message, and the stakes involved. This section organizes 33 sign-offs by the situations you’ll encounter most frequently in professional communication.
Sign-offs for formal first contacts
When contacting someone for the first time or emailing executives, err on the side of formality. Your closing signals respect for hierarchy and professional boundaries before you’ve established a relationship.
1. Best regards
The gold standard for formal correspondence and the safest default across contexts. “Best regards” combines friendliness with professionalism, appropriate for first contact with executives, formal proposals, and uncertain situations.
2. Sincerely
“Sincerely” signals maximum formality for cover letters, job applications, and initial contact with significantly senior executives. Reserve it for situations requiring the highest professional distance, then shift to “Best regards” once you receive a less formal response.
3. Respectfully
Reserve “Respectfully” for rare high-formality situations with significantly senior executives. It ranks as the most uptight email sign-off in modern workplaces, so shift to “Best regards” once you’ve established initial contact.
4. Kind regards
“Kind regards” offers a warmer variation when emphasizing helpfulness in first contact. This closing injects friendliness and empathy without crossing into casualness, effective for client communications where you want to establish yourself as approachable.
Sign-offs for ongoing professional relationships
Your sign-offs should evolve as relationships develop through multiple exchanges. Watch for signals that formality can decrease, like when your recipient starts using “Best” or “Thanks,” then mirror that level of casualness.
5. Best
Short and cheerful, “Best” has become standard between colleagues in tech, startups, and consulting. Reserve it for established relationships rather than first contacts.
6. All the best
“All the best” offers a warmer variation than “Best,” particularly effective for wrapping up successful collaborations while maintaining appropriate boundaries.
7. Best wishes
“Best wishes” combines friendliness with professionalism across most business contexts. It’s slightly warmer than “Best regards” but maintains professional distance.
8. Thanks
“Thanks” works when genuinely thanking someone for specific help they’ve provided. Avoid overusing it for every email since it can seem insincere when no actual thanks is warranted.
9. Thank you
“Thank you” usually sounds softer than “Thanks,” particularly from managers or senior colleagues. Cultural differences influence how these variations land, with “Thank you” generally perceived as more genuine.
10. Thank you so much
“Thank you so much” works when someone has put significant time and effort into helping you, recognizing substantial assistance like detailed feedback or going beyond normal responsibilities.
11. Regards
Brief and neutral, “Regards” works for frequent back-and-forth communications. It signals efficient work without overthinking relationship dynamics.
12. Warm regards
“Warm regards” adds personal connection for long-term clients and collaborative relationships where you’ve built genuine rapport while maintaining professional boundaries.
Sign-offs for casual workplace communication
Close colleagues don’t require the same formality as external contacts, but casual doesn’t mean unprofessional. Match your closing to both the relationship and the content of your message.
13. Talk soon
“Talk soon” works for colleagues you communicate with frequently, conveying expectation of continued dialogue. Use it for team members you interact with daily on ongoing projects.
14. Have a great day / Have a nice weekend
These closings sound friendly and human while staying professional. Time-specific phrases add a personal touch appropriate for colleagues and established business relationships.
15. Cheers
Common in Australia and the UK but reads as very informal elsewhere. Skip “Cheers” unless your recipient uses it first, signaling casualness is appropriate.
16. Take care
This closing works for colleagues with established friendly relationships, particularly well for the final email before someone goes on leave or faces a challenging situation.
Sign-offs that include calls to action
Effective action-oriented sign-offs combine a clear directive with a professional closing. State the required action before your sign-off rather than burying your request in the closing itself.
17. Looking forward to hearing from you
“Looking forward to hearing from you” works when your email explicitly asks a question or proposes a next step requiring feedback. Pair it with “Best regards” or “Thanks” depending on your relationship.
18. Thank you for your time
“Thank you for your time” works effectively after meetings or when requesting consideration. This closing is particularly appropriate after someone reviews materials or considers a proposal.
19. Thanks in advance
This sign-off expresses gratitude while setting expectations that you need action. Use carefully since it can seem presumptuous if messaging someone senior to you.
Sign-offs expressing appreciation and gratitude
Gratitude-based tend to generate higher response rates than other popular sign-offs. Match your appreciation to what the person actually provided rather than saying a generic thank you.
20. Thank you for your consideration
“Thank you for your consideration” works for proposals where someone is evaluating your work. This closing is formal and deferential, appropriate when addressing upper management or clients deciding whether to move forward.
21. I appreciate your help
“I appreciate your help” directly acknowledges the effort someone has put into supporting you. Use this after someone provides information, makes introductions, reviews your work, or takes action on your behalf.
22. Grateful for your time and expertise
“Grateful for your time and expertise” provides dual acknowledgment of time commitment and professional value. This works well after consulting with subject matter experts or receiving detailed feedback.
Specific appreciation always outperforms generic thanks.
Sign-offs for high-stakes professional scenarios
When the stakes are high, your closing must match the gravity of your message while preserving relationships. The wrong sign-off in a difficult conversation can escalate tension, while the right one keeps communication channels open.
23. Best regards (for sensitive topics)
For performance issues or conflicts, pair “Best regards” with language that invites dialogue, such as “I’m happy to discuss this further at your convenience.” Email strips out tone and body language, so choose closings that preserve professionalism without seeming cold or final.
24. Respectfully (for upward communication)
When emailing C-suite executives on urgent matters, “Respectfully” works for initial contact. For urgent requests, pair deadlines with this formal closing like “I’ll need your sign-off by end of day Thursday. Respectfully.”
25. Regards (for brief, difficult messages)
For shorter, direct, or difficult conversations where you need professional distance, “Regards” works effectively. It’s neutral enough to avoid seeming overly warm when delivering tough feedback.
26. Culture-specific closings
American directness isn’t universal. Latin Americans often use warmer sign-offs (Brazilian “Um abraço”), Germans favor formal brevity, and Arabic-speaking professionals use elaborate closings. For cross-cultural email communication, mirror the formality level or default to “Best regards” when uncertain.
In high-stakes scenarios, avoid casual phrases like “Cheers” or “Best!” since enthusiastic punctuation undermines the seriousness of your message.
Sign-offs to avoid in professional contexts
27. Yours truly / Sincerely yours
Forget these sign-offs from traditional business writing courses. While you may still see them in some formal cultures, they’re not common today and can make you sound outdated.
28. Rgds / Thx
Don’t use these abbreviated sign-offs. Although you’ll see them in some cultures, they’re not professional business abbreviations and can make you appear lazy.
29. Your initial
Closing with just your initial works only if you correspond frequently with someone and have an established casual relationship. Skip it for anyone outside your immediate team.
30. Lots of love / Hugs / XOXO
These closings only belong in personal emails, never professional contexts. They cross professional boundaries regardless of how well you know someone.
31. Stay awesome / Keep crushing it
These create an impression of workplace immaturity, particularly with senior leadership or external stakeholders.
32. No sign-off at all
Having no sign-off appears rude and suggests the recipient isn’t worth basic professional courtesy. Always include some form of closing.
33. Passive-aggressive phrases
Never use phrases like “As per my last email” or “I hope this is clear enough for you” since they create hostility. Even when frustrated, use neutral closings like “Please let me know if you need clarification. Best regards.”
Master professional email communication
The right sign-off reinforces your professionalism, strengthens relationships, and ensures your message lands as intended. Start formally with new contacts, adapt as relationships develop, and match your closing to both the context and stakes of your communication.
Mastering email sign-offs isn’t about memorizing rules but understanding your audience and adapting your approach across cultures, generations, and organizational hierarchies without losing authenticity.
Want to communicate with more confidence in all your professional interactions? Talaera helps professionals speak clearly in meetings, presentations, and high-stakes conversations.
You can test your current Business English skills with Talaera’s free 10-minute assessment to understand your real-world communication readiness, or sign up today to practice with Talk to Tally, our AI coach providing on-demand speaking practice and real-time feedback.
Frequently asked questions about how to sign off a professional email
What is the most professional email sign-off?
“Best regards” and “Sincerely” are universally appropriate across professional contexts. “Best regards” offers versatility for most business situations, while “Sincerely” provides maximum formality for cover letters, job applications, and first contact with senior executives.
How do I choose a sign-off for someone I don’t know well?
When in doubt, choose “Best regards” since it creates professional impressions without presuming familiarity. As relationships develop, observe their sign-offs and gradually adjust your approach to match the evolving dynamic.
Can I use casual sign-offs with colleagues I know well?
Close colleagues can receive casual sign-offs like “Thanks” or “Talk soon” in everyday communication. However, if your email might be forwarded or discusses serious matters, use a more professional closing even with close colleagues.
What should I do if I’m unsure about the right sign-off?
Default to “Best regards” since it works across virtually every professional context. Mirror the formality level of the person you’re emailing when possible, and observe sign-off patterns within your organization before experimenting.
