Business emails are tricky. On one hand, you’ve got to position yourself as a respectable and trusted professional worthy of doing business with. On the other, you have to be lighthearted and likable enough to build some rapport and differentiate yourself.
Finding that balance isn’t always easy, but with practice, you’ll undoubtedly find the sweet spot. Most people go wrong by spending too much time on the opener of their email, and not enough time crafting the perfect closing statement. Too often, recipients will read the first line, skim the middle, and jump right to the bottom. This is why the end of your email is crucial to leaving the right impression and earning a response.
Each email you send will likely close with either a call-to-action (CTA) or a sign-off message, followed by your signature – and in special situations, a postscript (P.S.). Each email should be tailored to your relationship with the recipient and why you’re reaching out.
Here are our top tips for ending your business emails the right way, along with some helpful examples you can steal for your own emails:
Business Email Ending Examples
Requesting a Meeting
Very few deals are closed over email. Asking for a meeting is arguably the most common goal of any business email.
Why It Works:
The sender in this situation ends strong by assuming the meeting. Similar to assuming the sale, this tactic is extremely powerful in attaining your desired result. The sender takes it a step further by suggesting two dates and times that work for them to avoid the inevitable scheduling ping-pong of who’s available when.
Finally, it ends on an empathetic tone by remaining flexible and letting the recipient know they can respond back with alternate times if those don’t work. Then it’s just a simple “best” to round out a solid email with the perfect all-purpose email closer.
Gauging Product Fit or Overall Interest
Laying down your cards and asking if they’re interested is a bold tactic that works well surprisingly often.
Why It Works:
There’s no question that people are overloaded with email. Most people spend as many as 5½ hours a week in their inbox. With that in mind, a little brevity can go a long way towards your desired outcome. This email closer is the perfect blend of being direct and still making a compelling proposal.
Once the sender provided some relevant social proof and hard numbers to back up their claim of overcoming a relevant pain point, they jumped right into a simple all-important CTA. The best CTAs can be answered with a yes or no. Because when you get permission to pitch, it provides a clear path to the sale with their undivided attention. As marketing extraordinaire Seth Godin says, “Permission marketing turns strangers into friends and friends into customers.”
Sharing Relevant Content
Providing value is one of the best sales and PR strategies for building rapport and earning a response.
Why It Works:
The sender here provides value in the form of content, then proceeds to give a little social proof by saying it’s “the kind of stuff that gets shared by thousands.” Finally, they wrap it up with a beautifully-crafted message that entices the reader by assuming that once they’ve read the content, their pain point of “zero traffic blog posts” will be gone forever.
It’s worth pointing out that they also use the party popper/celebration emoji to highlight their closing statement. Emojis in business emails used to be improper, but times are changing. One emoji in the right context can draw attention to a key line since most people don’t read all of your email.
Finally, the sender slips in a postscript, which has tremendous power to reinforce the overall message and its value.
Emails Addressed to Multiple People
Ending business emails with a broader audience requires a delicate touch.
Why It Works:
Business emails should blur the line between respectable and showing enough personality to make an impression. When initiating or responding to an email chain with several people attached, it’s going to be difficult to personalize to each individual’s personality and situation. Salutations that are quirky or intimate may work between friends, but can often offend other people’s delicate sensibilities or put them off. Typically, it’s best to stay generic and positive like this sender did with a kind-but-light, “Thanks, Team!”
Building New Relationships
You’ve identified a fresh lead, or you’ve weathered the storm with a current client.
Why It Works:
Staying personable, spreading positivity, and keeping people’s spirits high is a quick win towards building rapport and establishing trust. Business emails don’t have to be dull and boring, and this email is a perfect example of that. The empathetic tone towards the end makes the sender seem relatable and reminds us there’s a human on the other side of the email and not some mindless robot.
Finally, the email ends with the light and positive phrase, “Keep on fighting the good fight,” which is friendly, encouraging, and safe to use in a variety of situations. It’s likely the receiver felt uplifted by reading this email and had more respect for the sender for taking the time to be so compassionate and supportive.
Ending With a Personal Touch
Personal touches add something special to emails that ignite playfulness and trust, and lower our natural guard.
Why It Works:
A little creativity and personalization can go a long way towards nurturing possible business deals or simply bonding with business colleagues. Strive to learn more about what’s important to your colleagues or prospects. Whether that’s at work or in their personal life, and try to capture that in your closing. Not only will a unique ending stand out, but it strengthens your connection and is more memorable.
The closing statement here shows the sender keeps up with the recipient’s life and cares enough to reach out and congratulate them on a well-deserved promotion. Finally, the sign-off is a safe but humorous exchange that has undertones of believing the recipient is going places in their career. A little flattery will create persistent positive feelings in the recipient and can help quickly bridge gaps when starting or nurturing business relationships.
Ending business emails isn’t rocket science, but it does take a little finesse. It’s always a good idea to personalize your closing statement to give your email more warmth and depth. In general, being direct and keeping your emails shorter is a sure-fire way to get more favorable responses.
Lastly, don’t discount the use of a well-placed call-to-action and postscript. Low-friction asks, or a gentle reminder at the tail end of your email can work wonders towards getting your desired result. Remember, business emails should be respectful and professional, but that doesn’t mean they have to be dull and cold. Being lighthearted and cheerful can go a long way towards warming up relationships and developing stronger business ties.
What’s the best or the worst way you’ve seen someone end a business email? Tell us in the comments below: