Email Writing Guide

How to End an Email Professionally

Close with a clear next step and a natural, professional sign-off.

The essential idea

A professional ending removes uncertainty. It normally includes a next step, a courteous closing sentence, a sign-off, and your name.

Choose language that matches the message. ‘I look forward to your feedback’ suits a review request, but is unnecessary when you are simply sharing information.

What makes it effective?

Clarify the next step

Repeat the action, owner, or timeframe when a decision is involved.

Close with purpose

Thank, invite questions, or signal that you expect a reply—whichever is relevant.

Choose a natural sign-off

‘Best regards’ and ‘Kind regards’ are safe professional choices.

Include useful details

A work signature can include your role, organisation, and phone number.

A step-by-step method

    1

    Finish the main message

    Do not introduce a new topic in the final line.

    2

    State the next step

    Make responsibilities clear: ‘If you approve the draft, I’ll send it on Friday.’

    3

    Add a closing sentence

    Thank the reader, invite questions, or name the expected reply.

    4

    Select a sign-off

    Use ‘Kind regards’ or ‘Best regards’ for most professional emails.

    5

    Add your signature

    Include enough information for the reader to identify and contact you.

Worked email example

Situation: Ending an email that asks a client to review a draft.

Subject: Draft brochure for review

Could you please add your comments to the attached draft by Wednesday? Once I receive them, I’ll prepare the final version for Friday.

Please let me know if anything is unclear.

Best regards,

Nadia Khan

Content Designer | North Studio

Why this email works

  • The action and deadline are clear.
  • The writer explains what happens next.
  • The invitation for questions is relevant.
  • The sign-off is warm and professional.

Useful phrases

Invite questions

  • Please let me know if anything is unclear.
  • I’m happy to answer any questions.
  • Feel free to contact me if you need further information.

Expect a response

  • I look forward to hearing from you.
  • I look forward to your feedback.
  • Please confirm when convenient.

Sign off

  • Kind regards,
  • Best regards,
  • Many thanks,

Common mistakes to avoid

Improve this wording

Avoid: Let me know.

Use: Please let me know whether Tuesday works for you.

Name the decision required.

Improve this wording

Avoid: Thanks in advance for a difficult request

Use: Thank you for considering my request.

Do not imply agreement is guaranteed.

Improve this wording

Avoid: Love / Cheers to a formal contact

Use: Kind regards

Match the relationship.

Before you send

  • The subject line describes the topic or action.
  • The purpose is clear in the opening lines.
  • The tone suits the reader and situation.
  • Names, dates, links, and attachments are correct.
  • The next step is unambiguous.
  • The sign-off and signature are appropriate.

Continue building your practical email skills.

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