How to End an Email: 40+ Sign-Offs, Closing Lines and When to Use Them
End an email with a closing line that states the next step, then a sign-off and your name. "Best regards" and "Kind regards" are safe almost anywhere; "Thanks" suits quick requests; "Yours sincerely" suits formal British-style letters. Put a comma after the sign-off, match the recipient's formality, and add a signature block with your role and contact details.
The short answer
Most work emails can end with one of three sign-offs: Best regards, Kind regards or Thanks. Use "Best regards" when you want a neutral, professional close, "Kind regards" when you want it a little warmer, and "Thanks" when you have just asked for something. Follow the sign-off with a comma, then your name.
A complete ending has up to four parts, in this order:
- A closing line that says what happens next ("I will send the draft on Friday.")
- A sign-off ("Kind regards,")
- Your name
- A signature block with job title, organisation and a phone number or link
The anatomy of a good email ending
The closing line
The sentence before the sign-off does more work than the sign-off itself. Make it do one of these jobs:
- Ask for a specific action: "Could you confirm the date by Thursday?"
- Say what you will do: "I will call you on Monday morning."
- Offer help: "If anything is unclear, reply here and I will explain."
- Thank them for something specific: "Thank you for sending the figures so quickly."
Avoid vague closers such as "Looking forward to hearing from you" when you can name the next step. That phrase is not wrong, and our guide to looking forward to hearing from you explains when it works, but a dated request gets more replies.
The punctuation
- Put a comma after the sign-off: "Best regards," not "Best regards." and not "Best regards:".
- Capitalise only the first word: "Kind regards", "Many thanks".
- Put your name on the next line, with no punctuation after it.
- Use a line space between the sign-off and your name only if your email program does not add one.
Style guides such as the Chicago Manual of Style treat the comma after a complimentary close as standard, and British practice is the same. In a Yours sincerely letter, "Yours" is capitalised and "sincerely" is not.
The signature block
A short block saves recipients from searching. Include:
- Full name
- Job title and organisation
- Phone number or the best way to reach you
- Optionally, a link to your website or LinkedIn
Keep it to four or five lines. Skip quotations, long legal disclaimers and large images unless your organisation requires them.
A formality ladder of 40 sign-offs
These are grouped from most formal to most casual. "Where normal" notes are general patterns, not rules; workplaces differ, so copy what the other person uses.
Very formal
| Sign-off | Where it is normal |
|---|---|
| Yours faithfully | British-style letters to "Dear Sir or Madam" |
| Yours sincerely | British, Australian and Indian letters to a named person |
| Yours truly | Formal US business letters, less common in email |
| Respectfully | Government, military, legal and some academic contexts |
| Respectfully yours | Formal letters in the same settings |
| Very truly yours | Older-style US business letters |
| Sincerely yours | Formal US letters |
| With sincere respect | Letters to senior officials or dignitaries |
Formal and professional
| Sign-off | Where it is normal |
|---|---|
| Sincerely | US job applications and first contact with a client |
| Best regards | Everyday professional email worldwide |
| Kind regards | Everyday professional email, especially UK, Ireland, Australia and India |
| Warm regards | Professional, a little friendlier, after a few exchanges |
| With best regards | A slightly more formal alternative, common in Indian corporate email |
| With kind regards | The same idea, a touch more formal |
| Regards | Short and neutral, but can read as cool |
| Best wishes | Professional but personal, often in education and non-profit work |
| Yours | Acceptable after you have exchanged several emails |
Polite and warm
| Sign-off | Where it is normal |
|---|---|
| Many thanks | UK and Australian workplaces, after a request |
| Thank you | Any workplace, after a request or a favour |
| Thank you for your help | When someone has done something for you |
| Thanks in advance | Requests, but use sparingly; it can sound presumptuous |
| With appreciation | After help, in formal or senior contexts |
| With gratitude | Warm thank-you notes |
| Gratefully | Thank-you notes and fundraising |
| Cordially | Formal US business, a little old-fashioned |
| All the best | Friendly professional, often to a known contact |
| Best | Short and common in US offices |
| Take care | Friendly, mostly to someone you know |
| Hope this helps | After answering a question |
Casual
| Sign-off | Where it is normal |
|---|---|
| Thanks | Quick requests among colleagues |
| Cheers | Casual UK, Australian and New Zealand workplaces; can read as odd in some US offices |
| Talk soon | When a call or chat is already planned |
| See you soon | When you will actually meet |
| Speak soon | A UK variant of "talk soon" |
| Have a great day | Friendly, short messages |
| Have a good weekend | Friday emails |
| Catch you later | Very casual, to peers you know well |
| Ta | Very informal British, to people you know |
| Warmly | Friendly and personal |
| Yours ever | Personal, among friends |
| Love | Family and close friends only |
Which sign-off for which recipient
| You are writing to | Safe choice | Avoid |
|---|---|---|
| A recruiter or hiring manager | Kind regards, Best regards, Sincerely (US) | Cheers, Thanks!!, Love |
| A new client | Best regards, Kind regards | Cheers, Take care |
| A long-term client you know well | Kind regards, Many thanks, Warm regards | Yours faithfully |
| Your manager | Best regards, Thanks, Many thanks | Yours sincerely |
| A teammate | Thanks, Best, Cheers (if the team uses it) | Respectfully |
| A professor or university office | Kind regards, Best regards, Sincerely | Cheers, Thx |
| A government office or court | Respectfully, Yours faithfully, Sincerely | Cheers, Best |
| A customer-support reply | Kind regards, Best regards | Regards with no warmth, "Ta" |
| A friend or family member | Anything you would say aloud | Yours faithfully |
Local habits at work
- US offices: "Best", "Best regards", "Thanks" and "Sincerely" cover most cases. "Cheers" is more casual than many Americans expect from a colleague.
- UK and Ireland: "Kind regards", "Best wishes" and "Many thanks" are everyday. "Yours sincerely" and "Yours faithfully" appear in letters and some formal email.
- Australia and New Zealand: "Kind regards", "Thanks" and "Cheers" are all common, often in the same office.
- Indian corporate email: "Regards", "Best regards", "Warm regards" and "With best regards" are the staples, and "Thanks and regards" is widespread. Senior colleagues may expect a fuller sign-off than a bare "Thanks".
When you reply, mirror the other person. If they sign "Cheers", you can too. If they sign "Yours sincerely", do not drop to "Hi" and "Thanks".
Copy-ready closing lines
Making a request
- Could you let me know by Thursday 5 November whether this works for you?
- I would be grateful if you could send the signed form by Friday.
- Please reply to confirm you have received the files.
Following up
- I wanted to follow up on my message from last week. Is there anything you need from me?
- I will check back on Monday in case it is easier to talk by phone.
- Thank you again for your time; I look forward to your reply.
For a full follow-up message, see how to write a follow-up email.
Apologising
- Thank you for your patience, and I am sorry again for the delay.
- I apologise for the mix-up. The corrected file is attached.
- Please accept my apologies; I will make sure it does not happen again.
More wording is in our apology email guide.
Thanking
- Thank you for your quick reply. It saved me a lot of time.
- Many thanks for your help with this.
- I am very grateful for your advice.
Offering more help
- If you have any questions, just reply to this message.
- I am happy to jump on a call if that would be easier.
Sign-offs to avoid
- "Thanks in advance" to a client or senior colleague. It can sound as if you assume they will comply. Use "Thank you for your help" or ask a direct question.
- "Yours faithfully" to a named person. In British style, it belongs with "Dear Sir or Madam". See Yours sincerely vs Yours faithfully.
- "Regards" alone to someone upset. It can read as cold. Add "Kind".
- "Cheers" to a first contact in the US. Safer to use "Best regards".
- "Love", "Xoxo" or emoji in any work message to someone you do not know well.
- "Sent from my phone" alone to a recruiter. It can look careless; add your name.
- Mixed signals: "Dear Dr Smith" followed by "Cheers" feels uneven. Match the greeting and the close.
Common mistakes
| Mistake | Fix |
|---|---|
| "Best Regards," with a capital R | "Best regards," |
| A full stop after the sign-off | Use a comma |
| Two sign-offs in a row ("Thanks! Best regards,") | Pick one |
| No name under the sign-off | Always type your name |
| Closing with "Thank you." and nothing else when you need a reply | Add a dated request |
| Different sign-offs each time to one person | Settle on one that fits the relationship |
Using AdeptWrite to check your ending
Paste your email into the Grammar Checker to catch punctuation and capitalisation slips, then use the Spell Checker set to American, British or Australian English so "organisation" and "organization" match your reader. If an email sounds too stiff or too casual, the Tone Changer can rewrite it in a more formal, office or casual register; read the result and edit it, since it is generated text and you are responsible for what you send. The Email & Letter Writer can draft a whole follow-up, but you should add the names, dates and details yourself. For the beginning of your message, see how to start an email, and for tone across the whole message see email etiquette.
A quick decision checklist
- Do I know the person? If not, choose Best regards or Kind regards.
- Is it a formal letter in British, Australian or Indian style? Match Yours sincerely or Yours faithfully to the greeting.
- Did I ask for something? Add a specific closing line and a deadline.
- Is there a comma after the sign-off and a name beneath it?
- Does my signature block give a way to reach me?
If all five are yes, you are done.
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Frequently asked questions
What is the best way to end a professional email?
Finish with a clear closing line, then "Best regards," or "Kind regards," and your name. Both are accepted worldwide in business email. Choose "Kind regards" if you want a warmer tone and "Best regards" if you want a neutral one. Add a signature with your title and contact details.
Is "Best regards" or "Kind regards" more formal?
They are close. Both are professional, and neither is more formal in a way most readers notice. "Kind regards" is a little warmer and is especially common in UK, Irish, Australian and Indian email, while "Best regards" is widely used in US and international business. Pick the one the other person uses.
Do I put a comma after "Kind regards"?
Yes. Write "Kind regards," followed by your name on the next line. Capitalise only the first word, so "Kind regards" and not "Kind Regards". The comma is standard in both American and British style. Do not use a full stop or colon after the sign-off.
Can I end an email with just "Thanks"?
Yes, among colleagues and for quick requests it is natural. For a first contact, a senior person, a recruiter or a formal request, use "Thank you" with a fuller closing, or "Kind regards". Do not write "Thanks in advance" to people you do not know; it can sound as if you expect compliance.
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