Professional email sign off12/1/2023 ![]() ![]() Think cover letters, job search and application-related emails (especially if it’s the first time you’re emailing this person), and messages to people you don’t know well or at all. If you’re replying to someone else’s message, try to pay attention to cues and gauge the formality of their note in order to match it, says Muse career coach Lynn Berger. “It is up to you, the audience you are reaching, and the message you are conveying,” Girson says. When considering what type of sign-off to go with, think about who you’re emailing and why. Here’s a list of possible email closings to help you change things up. I’m excited to hear your thoughts on this slide deck by Tuesday afternoon. ![]() (333) 345-6789 Emailing a Colleague You Work With Regularly: I look forward to working with you as your company begins the transition to XYZ’s new CRM software. (444) 234-5678 Reaching Out to Someone at Another Company for the First Time: I look forward to speaking with you on Thursday. Portfolio: Responding to an Interview Request: Thank you for taking the time to review my application, and I hope to hear from you soon! ![]() How might this look all together? Sending a Cover Letter: Otherwise, delete this before you hit send, and definitely keep it out of any email cover letters. Note that “Sent from my iPhone” is not part of a professional email ending and is appropriate only when it makes sense for the other person to know that you sent an email on the go. If you’re creating a default email signature, consider adding everything on this list from “name” down (you should tailor the closing line and sign-off for each note). More context about who you are/the work you do: If you’re making a first introduction or creating your default email signature, you can also use your email signature to give your email recipient more context about what you’ve done in the form of links to your LinkedIn profile, personal website or portfolio, and/or your social media accounts (if they’re professional and relevant!).But only list ways you actually want to be contacted. Contact info: The person you’re emailing already has your email address (though you could include it in a default email signature), but you might want to consider adding other methods of reaching you such as a work or cell phone number.You’re not writing the email as part of your current company’s business (plus you’re trying to leave, so it could confuse the reader). During your job search, you should generally leave your current workplace out. If you’re emailing a coworker (particularly from a company email address), the company you work for is a given and you can leave it off, but if you haven’t interacted with the person before, your position might be helpful to include. If you’re emailing someone outside of the organization you work for, including both tells the recipient what you do and where you work. Title and company: You might include one or both of these as part of your email ending, depending on who you’re contacting and why.But for allies: Keep in mind that when you share your pronouns, you help create a safe environment and normalize the act in general so that trans and nonbinary people don’t feel conspicuous as the only ones doing it. Pronouns: This is at your discretion and dependent on your comfort level-especially if you identify as LGBTQ.For conversations with people you already know, your first name is usually enough. Name: If this is the first email you’re sending someone, you should generally go with your full name (first and last or whatever you commonly go by) or your first name followed by a default email signature that has your full name in it.Think “Sincerely,” “Best,” “Thanks,” or something like “Have a great weekend!” Unless you’re more than a few emails into an email thread (especially over a short period of time) or you’re very close with the recipient, you need a professional closing for your email. Closing (or sign-off): This is the word or phrase that goes right above your name.Even if someone is quickly scanning an email, they often read the last line, Girson says, so you can also use this space to include a call to action or to reiterate to the recipient what you need from them. You can ease the transition with a closing line that expresses gratitude or well wishes. Closing line: Jumping from the main subject of your email directly to your sign-off might be jarring, especially for longer messages.Here are the most common elements of a professional email ending: But generally the less you know the person you’re emailing, the more info is required. The amount and type of information you add to your email endings will depend on the situation. ![]()
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