Email Sign Off: 5 Tips On How To Get More Replies

Picture the situation: you’re drafting an email to your new client you barely know. Finally, you arrive at the end of the email, and you wish to sign off on that email accordingly. What will you use?

The universal “Sincerely,” traditional “Kind regards” or maybe something a bit cheesy, such as “Talk to you later, alligator“? If this question is a tough one for you, let’s discuss some options for closing an email that will help you sound friendly, professional, and respectful all at the same time.

1. Choose your salutation thoughtfully

All of the salutations you might use to sign-off on an email say a different story about you and your intentions. We gathered several options and “translated” their meanings in the email world.

Using this sign-off lets your recipient know you’re strictly formal and want to keep it that way. That might be perfect if the person receiving your email feels the same way. However, if used too often, and in emails that are not strictly business-related, it might seem a bit off-putting and cold.

If there’s something you need to say “thank you” for in that e-mail, this might be an excellent option to choose for your sign-off. It’s both casual and honest, and one of the most courteous among salutation options. If you want to sound polite and professional at the same time, we strongly suggest this salutation to close an email with. A good tip might be to say “thanks in advance”, as this version had a 38.3% increase of the average response rate.

If you’re closing an email to someone you already know, “Best” works as an ideal option. It’s laid back but polite and serves its purpose. However, if you want to keep it more professional, try to add “regards,” as this salutation appears colloquial and (a bit too) common.

“Talk soon.”
If you’re seriously planning to talk soon to your email recipient via call or a video meeting, then go for this one. It’s perfectly fine to use it if you’re talking to a close partner or to a prospect who likes you and speaks to you often. Friendly, short, and acceptable.

This one might come off as a bit archaic, but it’s a kind way to express respect. Using this sign-off is not offensive, and it even might make your recipient feel pleasant and comfortable.

This one is a valid option only if you’re signing off on an email to your work colleagues, friends or close business partners. You can use it with someone you know well; otherwise, if you’re trying to leave a business-y impression on someone you’ve just met, it won’t work. Save it for already established relationships.

2. Avoid these sign-offs

If someone taking you as a joke feels like your worst nightmare, you’ll want to take care of avoiding the following closings.

Seriously, if you’re not writing an e-mail to your spouse or your parents, forget this option to close an email. Same goes for XOXOs, hugs, miss-yous, etc.
“Yours truly.”
Do not use in case you actually do belong to your recipient. This one sounds both pretentious and cheap (unless you’re writing to your high school sweetheart that is currently oceans apart from you).

If you’re going to use this one to close an email, make sure to reach out to us and tell us all about these amazing things you’ll finally be able to do with all this time on your hands. Unless you’re texting on WhatsApp or via SMS, cross this one out. Spell it correctly and completely, end of story.

– Nothing
Sending an email without a sign-off is probably the worst way to go. It is impersonal and impolite, stiff and detached. Also, it gives the impression you’re in such a hurry you don’t even have the time to think about paying some respect to your recipient. A big, black NOTHING instead of a sign-off can work only in the world of instant messages.

3. Watch your style and format

It’s perfectly easy to end up in the spam folder. Just make sure you’re writing everything in CAPS, use tons of emojis and smiley faces, and boost it up with SEVERAL exclamation marks!!! If you write your message all in caps, your recipient will feel like he or she is being yelled at, and will lose all the focus on your primary point. Even if your message is the kindest in the world, it might come as sarcastic and sharp.

Emoticons can sometimes be a nice final touch but are inappropriate for business communication. If you’re talking business, leave them out, and save them for your private text messages or social media. When talking about using exclamation marks, the best advice someone can give you is to go easy with it. According to Christopher Fielden, the best ratio would be a maximum of 2-3 per 100,000 words.

4. Personalize your email

Most of the emails you send out have a final goal. Sometimes, it’s to recruit a new client. Other times, it might be to check out how an old one is doing.
Whatever the situation, you want to send out an email that will help you conquer any battle you wish before the sign-off. To create such an email, you’ll need to help yourself with some personalization tactics; for example, a personalized subject line.

This one might come in handy as a great ice breaker. If you’re sending an email to a new prospect, call them by their name and let them know you’re paying attention. Statistics say that more personalized subject lines resulted in 41% higher open rates. That’s because people who don’t know you instantly feel you’re talking to them, and them only.

Keep the subject line short but captivating, keep it all clear and concise, and don’t let your goals slip out of focus.The same goes for the rest of the text in the body. Also, you won’t go wrong if you add a simple CTA before you close an email, such as “schedule a training,” “subscribe to our newsletter,” “visit our web,” or “fill out this form.” Your recipient wants to know what you want him to do immediately.

5. Send a video

There are times when you want to say so many things, but don’t have so much time or space. Your only goal is to capture your recipient’s attention for the entirety of your message. Well, a simple way to do so is to send a video email.

A video introduction of yourself (and your brand) to a new prospect or client will give them a much broader understanding of who you are and what you represent. Also, your recipient will feel like they’ve met you in person and that first-contact barrier will disappear. You’ll grab their attention, and entice the continuing conversation. A video can also cut you some slack with choosing that perfect email sign off.

If people can hear your tone of voice and your facial expression, they can interpret your closing much better and accept it more naturally. For example, “Looking forward to hearing from you” sometimes might sound a bit passive-aggressive. However, if your voice expresses that wish in a natural, relaxed way, it will help your recipients lose the feeling of being under pressure. Help yourself with some tips for recording a perfect video.

And finally…

The most important thing is to consider your relationship with the recipient of your email. The closer you are, the more natural you’re allowed to be.
We hope this article will help you to be a bit more skilled when choosing a perfect sign-off to an email, and eventually, get all the replies you’re longing for.

For more detailed information on how to use video in an email, visit or schedule a training. 

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