Business etiquette is just as important in an email as it is when talking on the phone or in person. But for some reason, many people don't take their email closings seriously and end an email with cutesy quotes, sayings or pictures that impart nothing to the reader or might offend the recipient. When using email on a professional basis, your signature line and sign-off should be just as professional as if you were writing a letter or saying goodbye in person.
Professional Email Closures
When sending a formal email, the closing should be just as formal. Above your signature line, which should include your full name, title, phone number and email address, add "Best Regards," "Regards" or "Sincerely." You can also sign off with "Thank You," if you are thanking the person for something she did. Halfway between a conversation and a letter, email signatures need to convey respect for the other person as well as a healthy sense of self-worth. Other respectful closures include "My Best," or "All the Best or simply "Best."
A closing line, word or phrase tells the reader that the email has concluded without him having to guess whether something got cut off in the process. Author and email etiquette expert Judith Kallos suggests that you use common sense when writing email closings. Keep business communications on a professional level, but you can make personal email closures friendlier. For professional closings, she suggests "At Your Service," "Continued Success," and "My sincere thanks for your time and consideration," as some ideas to consider.
If you are a friend of the recipient, you can safely end an email with "Warm Regards," or "See You Soon" if you are indeed likely to meet in the near future. Etiquette rules are less formal for personal emails to close friends and family. Common endings include "Hugs," "Love You" and "Miss You." But don't use these sort of closures for professional business associates or acquaintances.
Emails to Multiple People
When addressing an email to more than one individual, note that in the opening and closing so your message doesn't feel exclusionary. For instance, your email could start with "Greetings Everyone" and end with "Thanks Team!" Use common sense and courtesy when forwarding another person's email unless you have their expressed permission to do so. Explain the significance of any attachments included, and double check to make sure you actually included the document before sending. Consider whether everybody actually needs or wants additional information before replying to all individuals named in the email you received rather than just a select few.
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