Regarding email communication, the way you conclude your message is just as important as the content itself. The quality of the closing phrases you use is crucial because they provide the final touch to your email, contributing to a positive impression and to engage your audience.
Because every detail of your email matters, let’s focus this time on the best practices for writing convincing closing phrases.
The Importance of Closing Phrases
Like in a handwritten letter, closing phrases in an email serve to politely and professionally conclude the communication. They show respect for the recipient while adding coherence to the message (introduction, body, conclusion).
Also know that a good closing phrase can encourage the recipient to take action, such as responding to your email or clicking on a provided link.
Elements of a Closing Phrase
To be effective, a closing phrase must contain certain key elements:
Polite Expression
It’s common to start with a polite expression such as “Sincerely”, “See you soon”, “Best regards”, “Thank you”, or “Sincerely”. The choice depends on the level of formality and the relationship you have with your recipients.
A Name
Always include a name or an electronic signature after the polite expression (company or contact person) to personalize the email. This enhances friendliness, transparency, and adds a more human touch to your message.
Your Contact Information
If necessary, provide your professional contact details like a phone number, email address, or website, especially if you are expecting a response or a particular action.
Adapting the Closing Phrase to the Situation
The closing phrase you choose should be suited to the objective of your email. Start by analyzing this objective: to inform, sell, get a response, etc.
Your phrase should also consider the relationship and the tone adopted with your target audience (formal or informal). It should be in line with the content of the message.
Here are some examples of closing phrases for different situations:
Thank-yous
It’s good manners to thank your audience for taking the time to read your content.
- Thank you
- Many thanks
- Thanks in advance
- Thanking you
Greetings
Choose them according to the tone of your message.
- Kind regards
- Best regards
- Yours truly
- Sincerely
- With my best regards
- Friendly
- See you soon
- Warm regards
For an Email Requesting Immediate Action
- Awaiting your reply
- I await your confirmation
- At your disposal
Avoiding Inappropriate Closing Phrases
Some closing phrases may seem too casual, impolite, or inappropriate in a professional context. It’s best to avoid expressions such as “Catch you later”, “Kisses”, “Ciao”, or “Bye” when they don’t fit the situation. Of course, if this is how your brand has always addressed its audience, these phrases might work. Again, it all depends on your strategy. Generally, avoid using closing phrases that are too long or complicated, as they may appear pompous and annoy recipients. Simplicity is often preferable.
Sometimes overlooked, the writing of closing phrases is nevertheless a crucial aspect of email campaigns. Following these best practices and choosing your phrase carefully will not only allow you to end your messages beautifully and strengthen your brand image but also encourage your audience to take action.
