Email Closing Phrases

Crafting the perfect email closing phrases can be a perplexing task. After all, how you conclude your message can greatly influence whether you receive a swift response or end up in the dreaded void of unread emails.

Your email closing matters more than you might think. It’s the last impression you leave on the recipient. And it can determine whether your message stands out or gets lost in the inbox abyss. It’s not just about saying goodbye; it’s about making your recipient feel valued and eager to respond.

In this article, we’re diving deep into the art of email closing phrases. We’re going to equip you with a powerful arsenal of 25 closing phrases that aren’t just polite formalities but are proven to boost your response rates. 

What Are Email Closing Phrases?

Email closing phrases are those few words you type just before your name or signature. They serve as the final note of your message, and they can greatly influence the tone and impact of your email.

Imagine you’ve spent time crafting a thoughtful message, and then you hastily slap on a lackluster closing like “Sincerely.” It’s like ending a heartfelt conversation with a robotic nod. That doesn’t give you the opportunity for you to make a more meaningful connection with others.

Your choice of closing phrase can make the difference between your email being quickly forgotten and sparking action from the recipient. The words you choose at the end of your email can show professionalism, friendliness, appreciation, or even demand quick attention—depending on what you need.

So, what would you gain? Better email closing phrases lead to better responses, improved relationships, and a more effective email communication strategy.

Why Email Closing Phrases Matter?

Email closing phrases may seem like a small detail, but they play a crucial role in leaving a lasting impression on your recipient. Here’s why they matter:

  • First Impressions Count

When you’re ending an email, your closing phrase is the last thing your recipient reads. What’s more, it gives you the chance to leave a positive mark and create an impact in any future communication.

  • Reflect Your Relationship

Email closing phrases can reflect the nature of your relationship with the recipient. For instance, using “Warmly” or “Take care” can convey a friendly tone for colleagues or acquaintances, while “Yours faithfully” is more appropriate for formal or professional contexts.

  • Convey Urgency or Gratitude

Sometimes, you need a quick response. Closing phrases like “Looking forward to your prompt response” can convey the urgency of your message. On the other hand, “Thank you for your time and consideration” shows appreciation for the recipient’s attention.

  • Maintain Consistency

Consistency in email closing phrases can help build your personal or company brand. It creates a cohesive image in your email communication. Think of it as your signature sign-off that reinforces who you are and what you represent.

  • Professionalism Matters

Ultimately, email closing phrases contribute to your professionalism. They demonstrate your attention to detail and respect for the recipient. Words like “Sincerely” or “Best regards” show that you take your communication seriously.

Key Elements For Crafting Effective Email Closing Phrases

These are the elements that can take your email from ordinary to outstanding:

  • Purposeful Politeness: Effective email closing phrases always strike the right balance between politeness and purpose. It’s like signing off with a polite handshake. Phrases like “Best regards” or “Warmly” convey a sense of respect and courtesy.
  • Clarity and Conciseness: Keep it clear and concise. Your email closing should wrap up your message without adding unnecessary length. A phrase like “In anticipation of your prompt reply” is a mouthful; opt for “Looking forward to your response” instead.
  • Relevance to Context: Tailor your email closing phrase to the context of your message. If you’re discussing a project, something like “Excited to collaborate” is fitting. For a job application, “Yours faithfully” is more appropriate.
  • Friendly vs. Formal: Think about the tone you want to convey. If you’re emailing a friend or colleague, a friendly “Take care” works wonders. In a formal business context, “Sincerely” maintains professionalism.
  • Call-To-Action: It’s okay to occasionally gently prod your recipient with a call to action. Use language like “Feel free to contact me” or “Let’s schedule a meeting” to demonstrate how eager you are to proceed.
  • Gratitude: Show appreciation when necessary. If someone has done you a favor or spent time helping you, a simple “Thank you” in your email closing goes a long way.
  • Signature Style: Develop your own signature style for email closings. Consistency helps build your personal brand. Whether you always end with “Best wishes” or “Cheers,” make it uniquely yours.
  • Adaptability: Be adaptable and open to change. Depending on the situation and your evolving relationships, your choice of email closing phrases might need to change too.
  • Uniqueness: Stay away from overly generic or clichéd phrases. Phrases like “Yours truly” or “Kind regards” are fine, but don’t hesitate to sprinkle some uniqueness into your closings.
Effective Email Closing Phrases

25 Email Closing Phrases That Increase Response Rates

Let’s explore 25 email closing phrases that can boost your response rates, and I’ll explain why they work:

  1. “Looking Forward to Your Thoughts”: This phrase shows anticipation and encourages the recipient to share their perspective, making it engaging and inviting.
  1. “Eager to Hear Your Feedback”: Expressing eagerness to receive feedback demonstrates your commitment to improvement and encourages a response.
  1. “Your Insights Are Valuable”: This phrase highlights the importance of the recipient’s input, making them feel appreciated and more likely to respond.
  1. “Let’s Discuss This Further”: It’s an open invitation for a follow-up conversation, indicating your willingness to engage in a meaningful dialogue.
  1. “I’m Here to Help”: This closing phrase conveys your readiness to assist, reassuring the recipient that their queries or concerns will be addressed promptly.
  1. “Ready to Take Action”: It signals your commitment to moving forward, which can motivate the recipient to respond with their input or approval.
  1. “Your Expertise Matters”: Acknowledging the recipient’s expertise boosts their confidence and encourages them to share their insights.
  1. “Looking Forward to Connecting”: If you’re meeting in person or virtually, this phrase creates a positive expectation, increasing the likelihood of a response.
  1. “Your Time Is Appreciated”: By recognizing the recipient’s time, you show respect, which often results in a more timely response.
  1. “Let’s Collaborate on This”: It conveys a sense of teamwork and implies that you value the recipient’s involvement, prompting them to engage.
  1. “Your Opinion Is Crucial”: Emphasizing the importance of their opinion reinforces their role in the decision-making process, encouraging a response.
  1. “Hoping for Your Green Light”: If you’re seeking approval, this phrase adds a touch of optimism and urgency, motivating the recipient to respond promptly.
  1. “Your Participation Is Key”: This phrase underscores the recipient’s vital role in a project or discussion, making them more inclined to provide input.
  1. “Ready to Get Started Together”: It signals readiness for action, instilling a sense of purpose that can prompt the recipient to respond positively.
  1. “Your Input Shapes Our Direction”: By stating that their input influences decisions, you convey the recipient’s impact and importance, encouraging them to share their ideas.
  1. “Eager to Explore This Further”: This phrase sparks curiosity and interest, motivating the recipient to respond with enthusiasm.
  1. “Looking Forward to Your Perspective”: It emphasizes the recipient’s unique viewpoint and encourages them to share their thoughts.
  1. “Let’s Make This Happen”: Conveying a can-do attitude and determination can inspire the recipient to respond positively to your request.
  1. “Your Support Is Invaluable”: If you’re seeking assistance, expressing gratitude for their support can make the recipient more willing to respond and help.
  1. “Ready to Achieve Success Together”: It creates a sense of unity and shared goals, motivating the recipient to collaborate and respond positively.
  1. “Let’s Take the Next Step Together”: This phrase conveys a sense of progression and teamwork, encouraging the recipient to respond and move forward in the process.
  1. “Your Contribution Is Vital”: By highlighting the importance of the recipient’s contribution, you motivate them to respond positively and actively participate.
  1. “Anticipating Your Valuable Input”: Expressing anticipation for the recipient’s input creates a sense of responsibility and prompts a timely response.
  1. “Let’s Make Progress Happen”: This phrase fosters a proactive mindset, motivating the recipient to respond and take action toward achieving goals.
  1. “Your Involvement Makes a Difference”: By emphasizing the recipient’s impact, you encourage them to engage and contribute to the desired outcome.

These email closing phrases will help you communicate more effectively. Additionally, it increases the likelihood that your communications will be read and well-received. Selecting a phrase that complements the subject matter and tone of your email is crucial.


So there you have it—twenty-five email closing phrases that can truly elevate your email game. You’re not only concluding your emails when you include these; you’re also paving the way for deeper and more fruitful exchanges. 

Keep in mind that how you connect with others and receive the replies you want can depend entirely on the ending phrase you use in your emails. So go ahead and try out these phrases to see how they affect your email correspondence.

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