Best ways to end business and professional emails

The importance of a proper ending in email writing is no different than any other type of business writing: Put the important things at the beginning and the end; sandwich the details in the middle.

As a writer, I can always tell when email endings are rushed. Opening lines are laid out like delicate French pastries on a decorative pedestal; closing lines are piled haphazardly like stale cocktail weiners at an all-you-can-eat buffet.

But you should always give as much thought to the endings of your email messages as to the beginnings. Afterall, your ending is the last impression you leave with your reader—so make it count.

Here are five tips you can use to effectively close off your email.

Encourage a call to action

Email beginnings lay the foundation for a message’s purpose; endings can be used to elicit an action from the reader—from scheduling a meeting to visiting a website to ordering a product. But don’t be pushy. Always be polite and maintain proper email etiquette. An overly aggressive call to action can ruin the carefully crafted messaging that precedes it.

Summarize your email

This isn’t always necessary, especially if your email is fairly short. But for longer messages that cover multiple topics, it’s important to succinctly remind readers of your key points before closing off your email. Care must be taken, however, to avoid being repetitive or overly wordy, which leads us to the next tip…

Keep it short

Yes, email endings are important, but that doesn’t mean they have to be long. If you already made your point in the message, don’t drag out the ending. A protracted ending can lead to boredom and frustration—and if there’s a CTA associated with the email, you may ruin your chances of the reader carrying out the desired action.

Stay positive

It’s always better to end off a message on a high note—even when the purpose of the message involves difficult or delicate issues. So if the message addresses problems, don’t dwell on them in your closing lines. Instead, end the message by mentioning potential solutions.

Include your email signature

Although an email signature isn’t technically part of the core messaging, it does provide valuable identity and contact information in one easy-to-locate area. Without an email signature, you’ll be forced to include some of this information in the email’s body copy, which may unnecessarily increase your email length.

Closing thoughts…

Writing an effective ending to your email doesn’t have to be an arduous process—but it shouldn’t be an afterthought either. It’s a vital ingredient that should complement and support the messages leading up to it—so make it strong. Afterall, you want to leave readers with a sweet taste in their mouths, not heartburn that has them reaching for the antacids.