How to Choose the Right Closing Line: A 3-Step Framework
Stop the analysis paralysis. Picking the right email closing doesn’t require a crystal ball. It just requires a simple framework. Before you type that final word, run it through this three-part filter.
1. Your relationship with the recipient
Are you emailing a total stranger, a warm lead you just spoke with, or your work bestie? The level of familiarity dictates the level of formality. Sending “Talk soon!” to a CFO you’ve never met is a bold move, and probably not in a good way. Conversely, ending a quick note to a colleague with “Sincerely yours” is just weird. Match the closing to the rapport you’ve built (or hope to build).
2. The context of the email
What’s the email’s job? A cold outreach email has a different goal than a post-demo follow-up or an answer to a support ticket. If you’re asking for something (like a meeting), your closing should convey respect and gratitude. If you’re providing value, it can be more collaborative and forward-looking. The context is everything.
3. The industry standard
Every industry has its own communication norms. A closing that works perfectly in the fast-paced, casual world of tech startups might fall flat in the buttoned-up corridors of finance or law. Pay attention to how your prospects and customers sign their emails. Mirroring their level of formality is a subtle way to build rapport and show you belong.
The Great 'Regards' Debate: Warm vs Best vs Kind Regards
Ah, the 'regards' family. This is where most sales reps get stuck. They all sound professional, but they carry surprisingly different weights. Let’s settle this once and for all so you can stop second-guessing and start sending.
Best regards
This is the Swiss Army knife of email closings. It’s the safest, most reliable option for professional communication. It strikes a perfect balance between formal and friendly, conveying respect without being stiff. When in doubt, “Best regards” is almost never the wrong choice. It’s the go-to for standard follow-ups, initial conversations, and day-to-day business correspondence.
Use it when: You’re emailing a prospect, a new client, or anyone you have a professional but not-yet-personal relationship with.
Kind regards
“Kind regards” is the slightly more formal, polite cousin of “Best regards.” It adds a layer of deference and sincerity. This makes it particularly effective when you are making a request or asking for someone’s time. It subtly acknowledges that you are imposing on them, and you appreciate their consideration. It’s a small touch that can make a big difference when emailing a busy executive.
Use it when: You’re asking for a favor, requesting a meeting with a high-level contact, or communicating with someone in a more traditional industry.
Warm regards
Deploy “Warm regards” with care. This one implies a genuine personal connection. Using it too early can feel presumptuous and a little fake. But when you’ve established real rapport—maybe after a great phone call where you shared a laugh or connected over a mutual interest—it’s the perfect way to reinforce that positive relationship. It signals a shift from a purely transactional conversation to a more personal, partner-like one.
Use it when: You have a strong, established relationship with the recipient and have moved beyond formal pleasantries.
40+ Email Closing Lines for (Almost) Every Situation
Enough theory. Here are some battle-tested email closing examples you can steal. We’ve broken them down by context so you can grab the right one for the job.
Formal Email Closings
For when you need to be buttoned-up and professional. Think legal matters, official company communication, or addressing a C-suite executive at a Fortune 500.
Regards
Sincerely
Respectfully
Yours truly
All the best
Casual & Friendly Email Closings
For internal emails with colleagues or with prospects you have a strong, established relationship with.
Best
Thanks
Talk soon
Have a great day
Looking forward to it
Sales & Outbound Email Closings
This is your bread and butter. These closings are designed to be clear, actionable, and focused on moving the conversation forward. They should align directly with your call-to-action.
Looking forward to hearing your thoughts
Hoping to connect soon
Excited to show you how this works
Let me know what you think
Ready when you are
Looking forward to our chat on [Day]
Any questions, just ask
Hoping this is helpful
Let me know if [Topic] is a priority for you
Open to your feedback
Topo Tip: When in doubt, 'Best regards' is your safest bet for 90% of sales outreach. It’s professional, warm, and never a mistake.
Customer Service Email Closings
When responding to customers, your closing should be helpful, empathetic, and reassuring.
Happy to help
Let me know if you need anything else
Here for you
We appreciate your business
At your service
Thank-You Closing Lines
When gratitude is the primary emotion you want to convey, make it explicit in your sign-off.
With gratitude
Thank you again
Many thanks
My sincere thanks
Appreciatively
How to Choose the Right Closing Line: A 3-Step Framework
Stop the analysis paralysis. Picking the right email closing doesn’t require a crystal ball. It just requires a simple framework. Before you type that final word, run it through this three-part filter.
1. Your relationship with the recipient
Are you emailing a total stranger, a warm lead you just spoke with, or your work bestie? The level of familiarity dictates the level of formality. Sending “Talk soon!” to a CFO you’ve never met is a bold move, and probably not in a good way. Conversely, ending a quick note to a colleague with “Sincerely yours” is just weird. Match the closing to the rapport you’ve built (or hope to build).
2. The context of the email
What’s the email’s job? A cold outreach email has a different goal than a post-demo follow-up or an answer to a support ticket. If you’re asking for something (like a meeting), your closing should convey respect and gratitude. If you’re providing value, it can be more collaborative and forward-looking. The context is everything.
3. The industry standard
Every industry has its own communication norms. A closing that works perfectly in the fast-paced, casual world of tech startups might fall flat in the buttoned-up corridors of finance or law. Pay attention to how your prospects and customers sign their emails. Mirroring their level of formality is a subtle way to build rapport and show you belong.
The Great 'Regards' Debate: Warm vs Best vs Kind Regards
Ah, the 'regards' family. This is where most sales reps get stuck. They all sound professional, but they carry surprisingly different weights. Let’s settle this once and for all so you can stop second-guessing and start sending.
Best regards
This is the Swiss Army knife of email closings. It’s the safest, most reliable option for professional communication. It strikes a perfect balance between formal and friendly, conveying respect without being stiff. When in doubt, “Best regards” is almost never the wrong choice. It’s the go-to for standard follow-ups, initial conversations, and day-to-day business correspondence.
Use it when: You’re emailing a prospect, a new client, or anyone you have a professional but not-yet-personal relationship with.
Kind regards
“Kind regards” is the slightly more formal, polite cousin of “Best regards.” It adds a layer of deference and sincerity. This makes it particularly effective when you are making a request or asking for someone’s time. It subtly acknowledges that you are imposing on them, and you appreciate their consideration. It’s a small touch that can make a big difference when emailing a busy executive.
Use it when: You’re asking for a favor, requesting a meeting with a high-level contact, or communicating with someone in a more traditional industry.
Warm regards
Deploy “Warm regards” with care. This one implies a genuine personal connection. Using it too early can feel presumptuous and a little fake. But when you’ve established real rapport—maybe after a great phone call where you shared a laugh or connected over a mutual interest—it’s the perfect way to reinforce that positive relationship. It signals a shift from a purely transactional conversation to a more personal, partner-like one.
Use it when: You have a strong, established relationship with the recipient and have moved beyond formal pleasantries.
40+ Email Closing Lines for (Almost) Every Situation
Enough theory. Here are some battle-tested email closing examples you can steal. We’ve broken them down by context so you can grab the right one for the job.
Formal Email Closings
For when you need to be buttoned-up and professional. Think legal matters, official company communication, or addressing a C-suite executive at a Fortune 500.
Regards
Sincerely
Respectfully
Yours truly
All the best
Casual & Friendly Email Closings
For internal emails with colleagues or with prospects you have a strong, established relationship with.
Best
Thanks
Talk soon
Have a great day
Looking forward to it
Sales & Outbound Email Closings
This is your bread and butter. These closings are designed to be clear, actionable, and focused on moving the conversation forward. They should align directly with your call-to-action.
Looking forward to hearing your thoughts
Hoping to connect soon
Excited to show you how this works
Let me know what you think
Ready when you are
Looking forward to our chat on [Day]
Any questions, just ask
Hoping this is helpful
Let me know if [Topic] is a priority for you
Open to your feedback
Topo Tip: When in doubt, 'Best regards' is your safest bet for 90% of sales outreach. It’s professional, warm, and never a mistake.
Customer Service Email Closings
When responding to customers, your closing should be helpful, empathetic, and reassuring.
Happy to help
Let me know if you need anything else
Here for you
We appreciate your business
At your service
Thank-You Closing Lines
When gratitude is the primary emotion you want to convey, make it explicit in your sign-off.
With gratitude
Thank you again
Many thanks
My sincere thanks
Appreciatively
FAQ
What is the best professional email closing?
There's no single 'best' closing, as it depends on context and your relationship with the recipient. However, 'Best regards' is the safest and most versatile choice for 90% of professional emails. It strikes a perfect balance between formal and friendly without being stuffy.
What is the best professional email closing?
There's no single 'best' closing, as it depends on context and your relationship with the recipient. However, 'Best regards' is the safest and most versatile choice for 90% of professional emails. It strikes a perfect balance between formal and friendly without being stuffy.
What is the best professional email closing?
There's no single 'best' closing, as it depends on context and your relationship with the recipient. However, 'Best regards' is the safest and most versatile choice for 90% of professional emails. It strikes a perfect balance between formal and friendly without being stuffy.
What is the best professional email closing?
There's no single 'best' closing, as it depends on context and your relationship with the recipient. However, 'Best regards' is the safest and most versatile choice for 90% of professional emails. It strikes a perfect balance between formal and friendly without being stuffy.
How do you end an email when asking for something?
When making a request, your closing line should convey politeness and appreciation. 'Kind regards' is an excellent choice. You can also use closings that show gratitude, such as 'Thanks in advance for your consideration' or 'I appreciate your help with this.' Avoid closings that sound demanding or overly casual.
How do you end an email when asking for something?
When making a request, your closing line should convey politeness and appreciation. 'Kind regards' is an excellent choice. You can also use closings that show gratitude, such as 'Thanks in advance for your consideration' or 'I appreciate your help with this.' Avoid closings that sound demanding or overly casual.
How do you end an email when asking for something?
When making a request, your closing line should convey politeness and appreciation. 'Kind regards' is an excellent choice. You can also use closings that show gratitude, such as 'Thanks in advance for your consideration' or 'I appreciate your help with this.' Avoid closings that sound demanding or overly casual.
How do you end an email when asking for something?
When making a request, your closing line should convey politeness and appreciation. 'Kind regards' is an excellent choice. You can also use closings that show gratitude, such as 'Thanks in advance for your consideration' or 'I appreciate your help with this.' Avoid closings that sound demanding or overly casual.
Is 'Sincerely' outdated for business emails?
While not technically incorrect, 'Sincerely' is now considered very formal and a bit outdated for most day-to-day business communication. It's better suited for more traditional correspondence like cover letters or formal letters of complaint, not for your average sales follow-up.
Is 'Sincerely' outdated for business emails?
While not technically incorrect, 'Sincerely' is now considered very formal and a bit outdated for most day-to-day business communication. It's better suited for more traditional correspondence like cover letters or formal letters of complaint, not for your average sales follow-up.
Is 'Sincerely' outdated for business emails?
While not technically incorrect, 'Sincerely' is now considered very formal and a bit outdated for most day-to-day business communication. It's better suited for more traditional correspondence like cover letters or formal letters of complaint, not for your average sales follow-up.
Is 'Sincerely' outdated for business emails?
While not technically incorrect, 'Sincerely' is now considered very formal and a bit outdated for most day-to-day business communication. It's better suited for more traditional correspondence like cover letters or formal letters of complaint, not for your average sales follow-up.