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Key Takeaways
- The closing is the final part of an email that the recipient reads, so it affects the impression you leave and whether they respond.
- Gratitude-based closings such as “Thanks” and “Thank you” tend to receive higher response rates than other sign-offs.
- A complete business email closing includes a closing sentence, a sign-off, and a signature block.
- “Best regards” is a reliable default when you are unsure how formal the email should sound.
- Even the strongest closing only works if the message reaches a valid inbox, which is where email validation helps.
The closing of a business email is the last thing a recipient reads before they decide whether to reply, file, or ignore your message. That final impression can influence how the entire message is received. Research by Boomerang, analyzing hundreds of thousands of emails, found that the choice of closing phrase measurably affects response rates, and not all closings perform equally.
Below are business email closings for different levels of formality, from professional and reserved to warm and casual. The examples are intended for B2B emails, client communication, and workplace messages.
Phrases for Closing a Business Email
These options are grouped by purpose so you can choose a sign-off that fits the message.
Formal closings
Best for: Executives, legal correspondence, clients in conservative industries (finance, healthcare, law), first-time external contacts, and any context where formality signals respect.
- Sincerely
- Yours sincerely
- Yours faithfully
- Yours truly
- Respectfully
- With sincere thanks
- Most respectfully
In British English, use “Yours faithfully” when you do not know the recipient’s name, such as after “Dear Sir or Madam,” and “Yours sincerely” when you do. In American English, “Sincerely” is standard in both cases. “Yours faithfully” may sound overly formal to a US reader, while a less formal closing may feel out of place in UK legal or official correspondence.
Standard professional closings
Best for: The majority of everyday business emails, including messages to colleagues, clients, vendors, and business partners. These work as a safe default in nearly any professional context.
- Best regards
- Kind regards
- Regards
- Warm regards
- Best wishes
- Best
- All the best
“Best regards” is one of the safest business email closings across industries and professional relationships. “Regards” is slightly more formal and can feel dated in some contexts. “Best” is common in ongoing conversations but may come across as too brief in a first email, so save it for established relationships where a more relaxed tone is already set.
Gratitude-based closings
Best for: Any email that involves a request, a follow-up, an ask, or a situation where expressing appreciation is appropriate.
- Thank you
- Thanks
- Thanks in advance
- Thank you for your time
- Thanks so much
- With thanks
- Many thanks
- Thank you for your consideration
Boomerang’s analysis of more than 350,000 email threads found that gratitude-based closings received higher response rates than neutral sign-offs. “Thanks in advance” performed best at 65.7%, followed by “Thanks” at 63% and “Thank you” at 57.9%.
“Thanks in advance” works well when you’re making a clear request, but it can feel presumptuous if the recipient hasn’t agreed to anything yet. Use it when the action you’re asking for is reasonable and within their role to provide.
These closings only help when the message reaches a valid inbox. DeBounce email validation can identify invalid or high-risk addresses before sending, reducing the chance that the email bounces before the recipient sees it.
Closings that request a response or action
Best for: Emails where you need a reply, a decision, or a specific action from the recipient. The closing makes the next step explicit rather than leaving it ambiguous.
- Looking forward to hearing from you
- I look forward to your response
- Please let me know if you have any questions
- Awaiting your reply
- Hoping to hear from you soon
- Would appreciate a response by [date]
- Please confirm by [date]
A specific deadline gives the recipient a clear expectation and makes the request easier to prioritize. “Let me know when you can” is easy to postpone, while “Please confirm by Thursday” sets a reasonable timeframe without sounding demanding. When timing matters, include an exact date.
Casual professional closings
Best for: Ongoing relationships with colleagues, internal team communications, modern workplaces with informal culture, and contexts where formal closings would feel out of place or stiff.
- Cheers
- Take care
- Have a great day
- Talk soon
- Until next time
- Stay tuned
Use casual closings only when the relationship and tone are already established. “Cheers” may feel too familiar in a first email or in messages to executives and legal contacts. It is also more common in UK and Australian business communication than in the US, where some recipients may find it unexpected.
The Three Elements of a Complete Business Email Closing
A business email closing includes more than the sign-off. It has three parts, and each one affects how the message ends.
- Closing sentence: This is the final sentence of the email body. It should confirm the next step or tell the recipient what to expect. For example, “Please let me know if you have any questions” or “I’ll send the updated timeline on Wednesday.” A clear closing sentence removes uncertainty and makes it easier for the recipient to respond.
- Sign-off: The sign-off is the short phrase before your name, such as “Best regards” or “Thank you” (the options covered above). It sets the tone and should match both the formality of the message and your relationship with the recipient.
- Signature block: The signature block appears below your name and may include your job title, company, phone number, email address, and professional profile or website. It reinforces credibility and gives the recipient the information they need to follow up.
Here’s what a complete closing looks like in practice:
I’ll send the revised proposal by end of day Friday — please let me know if you’d like anything adjusted before then.
Best regards,
Sarah Chen Account Manager, Acme Solutions [email protected] | +1 (555) 234-5678 linkedin.com/in/sarahchen
The closing sentence confirms the next step, the sign-off sets the tone, and the signature provides contact details.
Sign-Offs to Avoid in Business Emails
Some closings can make a professional email feel too personal, too casual, or unnecessarily abrupt. Here are the ones to avoid in business correspondence:
- “Yours” alone: This can sound too intimate in a business context and is more common in personal correspondence.
- “Love,” or “xoxo”: These are appropriate for personal relationships only; they will surprise (or alarm) a professional recipient.
- “Sent from my iPhone” / “Sent from mobile”: Automatic mobile signatures add little value and can make an important message feel rushed. Remove them where possible.
- “Cheerio,” “Toodles,” “Later,” “Ciao for now”: These are too casual for any professional context that isn’t an established friendship.
- No closing at all: Ending without a sign-off can feel abrupt and often reads as passive-aggressive or dismissive, especially in external correspondence.
- Quotes in the signature: Motivational or literary quotes can distract from the message and often read as self-promotional; they pull attention away from the message itself.
- Overly long signature blocks: Keep your signature focused on essential contact details. Long lists of qualifications, links, awards, and disclaimers make the closing harder to scan.
How to Choose the Right Closing for Your Context
Choose your closing based on the recipient, the setting, and the purpose of the email.
- Consider the relationship: A first-time contact, client, or senior executive usually calls for a more formal option, such as “Sincerely,” “Best regards,” or “Kind regards.” For colleagues and established contacts, “Best,” “Thanks,” or “Cheers” may feel more natural.
- Match the industry: Finance, law, healthcare, and government often favor more formal communication. Technology, creative work, startups, and digital marketing tend to allow a more relaxed tone, particularly once the relationship is established.
- Think about the purpose: Requests and follow-ups often work well with gratitude-based closings, while updates and confirmations suit standard professional options. A thank-you email can end with a direct expression of appreciation.
- Account for regional conventions: “Cheers” is common in UK and Australian business English but may sound more casual in the US. British English also distinguishes between “Yours faithfully” for an unnamed recipient and “Yours sincerely” when the recipient’s name is known.
When in doubt, use “Best regards” after a clear closing sentence. It is professional, neutral, and suitable for most business emails.
Close the Loop on Your Business Emails
The closing of a business email is a three-part system: closing sentence, sign-off phrase, and signature block. All three should match the recipient, the purpose of the message, and the level of formality the situation requires.
When response rate matters most, reach for a gratitude-based closing. “Thank you,” “Thanks,” and “Thanks in advance” consistently outperform other categories.
The wording only matters if the message reaches the recipient. DeBounce email validation helps identify invalid and high-risk addresses before sending, improving the chances that your emails reach real inboxes. New users can start with 100 free verifications.
