Closing phrases for professional emails: Which ones should you choose?
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Email has become the primary means of communication in the professional world. While the content of the message is essential, the way you conclude it is just as important. A well-chosen closing reinforces your credibility, demonstrates your professionalism, and helps maintain good relationships with your correspondents.
But should you always write “Best regards”? Are there more appropriate closing phrases depending on the context? Here’s a guide to choosing the right closing at the end of a professional email.
Why is the closing salutation important?
The closing line is the last impression you leave on your recipient. It allows you to:
– Show respect for the person you're speaking with;
– adapt your language to the professional context;
– End your message gracefully;
– Reinforce the tone you want your communication to convey.
Even in a brief exchange, a polite closing is generally expected, especially in professional settings.
The Most Common Closing Phrases in Business Emails
Best regards
This is undoubtedly the most common phrase. Simple, neutral, and professional, it is suitable for most situations.
Best for:
– daily interactions;
– coworkers;
– customers;
– partners;
– suppliers.
Best regards
Warmer than “Best regards”, this closing is ideal when you already have an ongoing relationship with the person you’re writing to.
It conveys a sense of warmth while remaining professional.
Best regards
This phrasing is simple and elegant. It is particularly well-suited for business correspondence or when you want to adopt a more formal tone.
Respectfully,
This style of email is reserved for professional contexts involving a specific authority or hierarchy (government, the judiciary, public authorities, etc.). Its use in a typical professional setting may seem overly formal.
Phrases tailored to the context
For an initial contact
When making initial contact, it’s best to choose a simple and respectful approach.
Examples :
- Sincerely,
– Best regards,
– Kind regards.
To respond to a customer
In professional email correspondence with a client, it is often appropriate to include a thank-you phrase along with the closing greeting.
For example:
– Thank you for your trust. Best regards.
– Wishing you a wonderful day. Best regards.
For a supervisor
When speaking to your supervisor, use more formal language if the context calls for it.
Examples :
– Best regards,
– Sincerely,
– Please accept, Madam, Sir, my best regards (primarily in very formal letters).
For a colleague
Internal communication often makes things simpler.
You can conclude with:
- Sincerely,
– Best regards,
– Have a nice day,
– Have a nice rest of the day.
The Warmest Phrases
Also, depending on your relationship with the recipient, you can adopt a more friendly tone in a business email.
A few examples:
– Have a great day.
– Best of luck.
– I look forward to talking with you.
– I look forward to hearing from you.
– See you soon.
These phrases are appropriate when a relationship has already been established or in a work environment where interactions are more informal.
Phrases to Avoid
Some expressions may come across as unprofessional or be misinterpreted.
In particular, avoid:
– Thank you in advance (if the request is demanding or urgent).
– Kisses.
– Hugs.
– See you later.
Goodbye.
– Best regards (unless the context is very specific).
Similarly, abbreviations such as “Cdt” or “Cdlt” should be avoided in external professional communications. They can give the impression of haste.
Should you use long closing phrases in a professional email?
Formulas such as:
“Please accept, Madam, Sir, my best regards.”
are still perfectly correct, but today they are mainly reserved for:
– administrative correspondence;
– applications;
– legal exchanges;
– institutional correspondence.
In fact, you should maintain a relationship that is certainly formal, but also relaxed, to put your clients at ease. In business emails, this type of wording is often perceived as too formal.
How do you choose the right plan?
Before wrapping up your email, ask yourself three questions:
1- What is my relationship with the recipient?
2- What level of formality is expected?
3- What is the purpose of my message?
The more formal your relationship is, the more formal your closing in the email should be to come across as more professional. Conversely, regular correspondence with colleagues or business partners allows for a more casual tone.
Best Practices
To end an email in a professional manner:
– Choose a phrasing that is consistent with the tone of your message;
– Avoid using overly informal language with people you don't know very well;
– Keep it simple: a simple approach is often the most effective;
– Include a professional signature that includes your name, job title, and contact information.
In summary
Ultimately, the closing is not just a minor detail in a professional email. It shapes the image you project and helps foster high-quality professional communication.
In most situations, “Best regards” or “ Best regards” are sufficient. For more formal correspondence, more formal expressions may be preferable. Conversely, with trusted colleagues or partners, a warmer closing can add a touch of friendliness while remaining professional.
The key is to choose a phrase that is appropriate for the context, the recipient, and the message you want to convey.