10 Professional Email Sign-Offs for Every Situation

Your email is perfect. Clear message, professional tone, solid call to action. Then you stare at the cursor, wondering how to end it.

"Best"? "Thanks"? "Cheers"? "Warm regards"?

The sign-off feels small, but it's the last impression you leave. Here's how to choose the right one every time.

TL;DR:

Match your sign-off to the relationship and context
"Best" and "Thanks" work for most situations
Avoid overly casual or overly formal extremes
Consistency within a thread matters
When in doubt, mirror what the other person uses

The 10 Sign-Offs You Need

1. Best

When to use it: Almost anywhere. It's the Swiss Army knife of email closings.

Works for: Colleagues, clients, vendors, professional contacts

Tone: Neutral, professional, universally appropriate

"Best" is safe but not cold. It says "I'm professional" without being stiff. If you're unsure, this is your default.

2. Thanks

When to use it: When you've asked for something or received help

Works for: Requests, follow-ups, any email where gratitude makes sense

Tone: Warm, appreciative, casual-professional

Short and genuine. Don't overuse it when you haven't actually asked for anything—it can feel hollow.

3. Thank you

When to use it: More formal version of "Thanks"

Works for: Client communication, job applications, formal requests

Tone: Polished, respectful, slightly formal

The extra word adds weight. Use it when gratitude should feel more substantial.

4. Best regards

When to use it: First-time contacts, formal business relationships

Works for: New clients, executives, international correspondence

Tone: Professional, traditional, slightly formal

A classic that never goes out of style. Some find it old-fashioned, but it's never inappropriate.

5. Kind regards

When to use it: Similar to "Best regards" but slightly warmer

Works for: Ongoing professional relationships, European contacts

Tone: Warm but formal, respectful

Popular in British English and international business. It adds a touch of warmth to formality.

6. Regards

When to use it: Quick, neutral exchanges

Works for: Brief replies, routine communication

Tone: Efficient, neutral, no-nonsense

Some find it abrupt. It works best when you're in an established back-and-forth.

7. Cheers

When to use it: Casual professional contexts, creative industries

Works for: Colleagues you know well, informal cultures

Tone: Friendly, casual, approachable

Common in British, Australian, and startup environments. Avoid with executives you don't know or very formal industries.

8. Talk soon

When to use it: When you expect to communicate again shortly

Works for: Colleagues, ongoing projects, scheduling contexts

Tone: Forward-looking, friendly, collaborative

It sets an expectation of continued contact. Good for relationship-building.

9. Looking forward to hearing from you

When to use it: When you need a response

Works for: Proposals, applications, anything awaiting feedback

Tone: Expectant but polite

Clear that you want a reply without being pushy. Good for gently applying pressure.

10. Warmly

When to use it: Relationship-focused communication

Works for: Mentors, long-term contacts, personal-professional hybrids

Tone: Personal, genuine, caring

More intimate than "Best" but still professional. Reserve it for people you genuinely connect with.

Sign-Offs to Avoid

"Respectfully"

Too formal for most business contexts. Sounds like you're writing to a judge.

"Yours truly" / "Sincerely yours"

Outdated and overly formal. Save it for formal letters, not emails.

"Sent from my iPhone"

Not a sign-off. Take 10 seconds to add a real one.

"Thx" or "TY"

Too casual for professional contexts. Spell it out.

Nothing at all

Ending abruptly feels cold. Even "Thanks" takes one second.

How to Choose

Ask yourself:

How well do I know this person? Closer relationship = more casual
What's the culture? Startups vs. law firms have different norms
What did they use? Mirroring builds rapport
What's the email about? Good news can be warmer, requests should be grateful

A Simple Framework

Relationship	Formality	Good Options
New contact	High	Best regards, Thank you
Client	Medium-High	Best, Thanks, Kind regards
Colleague	Medium	Best, Thanks, Cheers
Close colleague	Low	Cheers, Talk soon, Thanks
Executive	High	Best regards, Thank you

The Bottom Line

Your sign-off should feel natural, match your relationship, and fit the context. When in doubt, "Best" or "Thanks" will rarely steer you wrong.

The best sign-off is one you don't have to think about. Pick your defaults and use them consistently. Your recipients will appreciate the clarity—and you'll never stare at that cursor again.