Email Sign Off Examples: What to Write at the End

The last line of an email is easy to rush. You've written the message, you want to hit send, so you type whatever your fingers know. But the sign-off is the final thing the reader sees, and it sets the mood you leave them with. Too stiff and you sound cold. Too casual and a first-time client may wonder who they're dealing with.

This guide gives you email sign off examples for the situations small business owners and employees face every day, plus the ones to avoid and why. I've written the sample messages myself, so adapt them freely. For the block of text that sits beneath your sign-off, my pages on email signature marketing for business and using your email signature to grow your business show how to make it work for you.

What an email sign off is, and where it sits

A sign-off is the short closing phrase before your name, such as "Kind regards". Traditional writing guides call it a valediction or complimentary close. Wikipedia describes it as the counterpart of the salutation, the greeting at the start. Your email signature is different: that's the name, job title and contact details underneath.

The order is simple. Greeting, message, a closing line that asks for or offers something, then your sign-off, then your name.

Match your sign off to your greeting

The most useful rule is to keep both ends of the email at the same level. A formal greeting with a casual sign-off feels uneven, and so does a chatty "Hi Sam!" followed by a stiff "Yours faithfully".

Greeting	Sign-off that fits	Tone
Dear Ms Patel	Yours sincerely or Kind regards	Formal
Dear Sir or Madam	Yours faithfully	Formal, name unknown
Hello Priya	Best wishes or Kind regards	Professional and warm
Hi Priya	Thanks or All the best	Friendly
Hey Priya	Cheers or Speak soon	Casual, someone you know well

Wikipedia notes that in British English the choice between "Yours sincerely" and "Yours faithfully" depends on whether you've addressed the person by name. Use "sincerely" when you have, and "faithfully" when you haven't.

Formal sign off examples

Use these for first contact with a senior person, official letters, complaints and anything that might be read by a lawyer, a board or a regulator.

• Yours sincerely, [name] (when you've used their name)
• Yours faithfully, [name] (when you've written Dear Sir or Madam)
• Kind regards, [name]
• Sincerely, [name] (the usual US style)
• With respect, [name]

Friendly but professional sign off examples

This is the sweet spot for most business email. It's polite, warm and not stuffy.

• Best wishes, [name]
• Warm regards, [name]
• Many thanks, [name]
• Best regards, [name]
• Take care, [name]

Sign off examples for clients and customers

Clients like to feel looked after. Pair your sign-off with a short line that says what happens next.

• "I'll send the draft over on Thursday. Kind regards, [name]"
• "Thank you for choosing us. Warm regards, [name]"
• "Please shout if anything's unclear. Best wishes, [name]"
• "Looking forward to working with you. Many thanks, [name]"

Sign off examples for colleagues and your team

With people you see every day, shorter is fine. Match the culture of your workplace, and notice what your manager does.

• Thanks, [name]
• Cheers, [name]
• Speak soon, [name]
• Have a good weekend, [name]
• Talk tomorrow, [name]

Sign off examples for job applications

Keep it polite and plain. You want the reader to remember your qualifications, not your closing phrase.

• Kind regards, [name]
• Yours sincerely, [name] (for a letter or when you know the name)
• Best regards, [name]
• "Thank you for your time and consideration. Kind regards, [name]"

Sign off examples when you're following up

A follow-up can feel awkward, so give the sign-off a light touch and make the next step obvious.

• "Just checking in. Thanks again, [name]"
• "No rush at all. Best wishes, [name]"
• "Looking forward to hearing from you. Kind regards, [name]"
• "Happy to jump on a call if that's easier. Best, [name]"

Sign off examples for apologies

When something's gone wrong, skip the breezy closings. Be sincere and specific.

• "Again, I'm sorry for the mix-up. Kind regards, [name]"
• "Thank you for your patience. Sincerely, [name]"
• "I'll update you as soon as I can. Best regards, [name]"
• "I appreciate your understanding. Warm regards, [name]"

Sign off examples for saying thank you

• "With thanks, [name]"
• "Thank you so much for your help. Warm regards, [name]"
• "Grateful for your time. Best wishes, [name]"
• "Thanks again, and have a lovely day. [name]"

Sign offs to avoid, and why

• "Regards" on its own. It can read as curt, especially after a disagreement. Add "Kind" or "Best".
• "Thx" or "Ta" to someone senior. Fine for a friend, a bit offhand for a client.
• "Cheers" to a formal contact. It's friendly, but it can sound too casual to someone who doesn't know you, and it can mean different things in different countries.
• "Sent from my phone" as your only sign-off. It tells readers to excuse your typos, and it isn't a closing.
• "Love" or "xx" in business. Keep it for family and close friends.
• Over-the-top lines such as "Yours eternally". They sound strange, so skip them.
• Nothing at all. A message that ends abruptly after a long email can feel rude.

Cultural notes on closing an email

Habits vary between countries and workplaces. The same phrase can read as warm in one place and curt in another, and some people prefer more formal endings than you would use. Wikipedia points out that British and American conventions differ. When you write to someone abroad, or to someone whose first language isn't English, choose the clear, polite option and avoid slang. If they reply with a different style, follow their lead.

Email signature basics beneath your sign off

After your sign-off, add your name. Underneath, a short signature block gives people the details they need.

• Your full name and job title
• Your business name
• One way to reach you, such as a phone number or website
• A link to a booking page or a profile, if it's useful to the reader
• Nothing flashy: skip long quotes, big images and every social icon you own

Keep it the same on every email, so it's consistent and recognisable.

A quick checklist before you choose your sign off

1. Check your greeting and match its level of formality.
2. Think about who's reading: a stranger, a client or a friend.
3. Consider the mood of the message. A complaint needs a calm close.
4. Decide whether one short line before the sign-off would help, such as a thank-you or a next step.
5. Use the same sign-off style for the whole thread unless the tone changes.

Frequently asked questions

What's the most professional email sign off?

"Kind regards" and "Best regards" are safe in nearly every business setting. For a formal letter, use "Yours sincerely" when you know the name and "Yours faithfully" when you don't.

Is "Best" a good way to end an email?

Yes, it's short, friendly and widely used. It suits most colleagues and clients, though a very formal message may call for "Kind regards".

Should I put a comma after my sign off?

Yes. Write the sign-off, add a comma, then put your name on the next line.

Can I use the same sign off for every email?

You can, but it's worth adjusting. A quick "Thanks" works for a colleague, while a client might expect "Kind regards".

Do I need a sign off in a quick reply?

In a fast back-and-forth with someone you know, you can drop it. For clients and new contacts, keep it.