Why are email sign-offs important?

istockphoto 1157006349 170667a
istockphoto 1157006349 170667a

If you want to make the right impression on people, it is important to give them a proper sign-off after an email. This can be done in one of three ways: at the end of the email, with “Sincerely,” or with “Best.”

It is important that your sign off is followed by your name (first and last) and that it’s not written in all caps. 

Clean ERSJ has some more information about why email sign offs are important.

These follow-ups are very simple, but they show courtesy and professionalism. The methods are not only useful in your business emails, but they are also useful in personal ones as well. 

It is very important to close with a thank you, wish them luck with their career or anything else. Your sign-off should be appropriate for the email you are sending.

Here are some points discussed about email sign offs –

1. Effectiveness

By writing sign offs, you are shown respect for your recipient’s time. A sign-off makes an email look more professional in the eyes of your reader. 

Whether you are sending an email to a boss or co-worker, this is something that they will remember. 

Once you greet them with a loving sentiment, next time they will think of you when they receive the same kind of email.

2. Instant recall

After receiving an email with a sign off, people will always have that in their memory bank. They are likely to retain the message sent by you whether it was personal or business related if it has a sign-off at the end. 

They can use that memory to recall you whenever they need something. It is something they will see every day and even then they will still remember.

3. Follow-up skills

Even though this is not related to emailing, people who send emails with their signature at the end are showing courtesy and professionalism. 

They are able to follow up  with clients or others within their organization. 

These people also know which recipients  are most likely to reply back  to them  because of the sign off at the end. This can be great for business because it creates relationships with potential customers or clients, but it’s also beneficial for personal situations as well.

4. Different types of sign-offs

There are some situations where a person wishes to use a specific sign-off. For example, if you are going on vacation and know that you will be gone for a few weeks, you may want to use the sign off “Enjoy your week.” 

If it’s a new year or holiday season, you can use “Happy New Year” or “Merry Christmas.” It is always good to have different variations of signs off so that communication is not always the same.

5. Writing emails with more thought

Signing off at the end of an email shows that the sender feels cherished by someone else. They show that they’re going out of their way to set a good impression. 

If you’re going to communicate with a person, then there is a role that you have to play. Being considerate shows that you are considerate and it’s a good thing. 

You can even show your appreciation at the end of an email by writing something like “Thank you for your help.”

Moreover, if you are writing an email by using third person, then it’s acceptable to write “Regards” or “Best wishes” in the end. It makes an email look more professional than just saying your name in the beginning or middle of the message.

6. Polite communication

In most situations, it’s a good idea to show some courtesy and niceties in communication. These phrases make communication more appropriate for a wide range of readers or audiences. 

You don’t want to be specific because, again, you want to address a wide range of people with different personalities and communication styles. 

Writing personal communication in a friendly tone also allows you more flexibility when it comes to addressing different people in your life. 

7. A summary of the advantages

Sending an email with the traditional “Sincerely,” “Best,” or any other variation is easy, but also it shows that you are thoughtful about your reader. It is useful when you want to follow up or be polite in business or personal situations.  

It can also show your appreciation towards others and it can enhance your email’s effectiveness. When you close your email with a sign off, it shows compassion and consideration for the person reading your message. 

Signing off is not everything, but it can have a big impact on people if they are willing to learn about it. Plain text emails are very simple and they are still effective because writers put that extra effort into writing them clearly.


Please enter your comment!
Please enter your name here