50 of the best (and worst) email sign offs for professionals

10 Min Read

Contracts

Invoices

Scope of Work

Ardith Stephanson

Ardith S. is a freelance writer and communications professional who has some fun with her personal blog theardizan.com

As a freelancer, you likely send tens, if not hundreds of emails every week. That's considerably more than other documents you pay a lot of attention to, such as the agreement templates you sign or the scope of work templates you submit. And you probably put a lot of thought into the content of those emails. But have you thought carefully about the best email sign off?

Many of your emails are likely going to clients or prospective clients. Perhaps you’re sending an email seeking work, providing a proposal or quote, asking for a referral or even asking to get paid.

So the content is important and you spend time getting it right.

But how much have you thought about how to sign off an email professionally?

How you conclude an email is also important and so you need to think carefully about the best email sign off and what your sign off is really saying.

Here’s our comprehensive guide to the 50 best email sign offs and ones to avoid.

I. Thank you email sign offs

Whether you’re making a request, responding to a request, setting a deadline, sending completed work, or asking for payment in an email, gratitude is a key part of the best email sign offs.

Saying thank you is a great way to close any email. After all, the person took the time to read your email, so there’s nothing wrong with thanking them. Be specific and personalize that “thank you” for even more impact.

Here are the best email closing lines using thank you.

1. The basic thank you for any email

Thank you for taking the time to read this email.

‍2. Thank you after a phone call

Thank you for taking the time to talk to me today.

3. Thank you after a cold call or at the end of a cold call email

Thank you for taking time to talk with today/read this email. I hope we have a chance to discuss this opportunity further.

4. Thank you for a work request

Thank you for taking the time to consider me for your project.

5. Thank you with a proposal

Thank you for asking me to prepare this proposal. I look forward to hearing from you by Dec. 1.

6. Thank you for payment

Thank you for sending payment for the first milestone of the project. I will begin work on phase 2 immediately.

7. Thank you in advance

Thank you in advance for sending payment for the first milestone of the project.

8. Thank you for your feedback

Thank you for the feedback you provided as we completed the second milestone of our project.

9. Thank you for the referral

Thank you for the referral you sent, which enabled me to gain a new client.

10. Thank you at the conclusion of work

Thank you for the opportunity to work with on this project. I look forward to working with you again.

11. Thank you at the conclusion of part of the work

Thank you for working with me to tackle this challenge. I know we will continue to do great work in phase 2 of the project.

Here’s the kicker:

A 2010 study on gratitude showed that it inspired pro-social behavior, to the point that using a “thankful” closing get better response rates than those that don’t use “thank you” in the sign off.

As content expert Diana Myers says, “This gratitude not only helps the client feel good about what they’ve done, but it shows that as a freelancer or employer, you’re engaged in your work and mindful of those you work with. This helps build loyalty – effortlessly.

In this way, you’re staying positive and yet assertive and you’ve accomplished the goal of a professional email closing.

II. Email sign offs with next steps

Let’s say you wrote an email with the intention of eliciting a response from the recipient. An example is addressing a freelance invoice. But if you never get to the point of asking for a response, don’t be surprised when you don’t get one!

Ask for what you need when you sign off your email, including a time frame if necessary, and you make it easy for the recipient to know their next steps. The time frame or deadline could also be one that you’re committing to meet.

12. Request confirmation from the client

If you’d like me to get started on this work by Dec. 10, I’ll need to hear back from you regarding this proposal by Dec. 1. Please contact me by then with any questions or adjustments to the contract.

13. Confirm your commitment to a deadline

I will complete this work by Dec. 10. Please respond to let me know if that time frame works for you.

14. Request payment

Now that we have completed the first phase of the project, I would appreciate receiving payment as per our contract.

15. Payment reminder request

I look forward to receiving payment at your earliest convenience.

Taking the time to write a closing sentence that includes an action item, deadline, request for response to a freelance proposal, or a similar “next step” is a key part of how to end an email professionally.

When it comes to asking for payment, you can also consider an alternative such as a professional online invoicing product. Using a product like the one offered by Bonsai eliminates the need for you to send payment emails, and their invoice product is integrated with their other freelance resources, like contracts and time tracking.

III. Situation specific email sign offs

Beyond expressing thanks or asking for something, there are times when you will want to tailor a sign off to a specific situation, such as looking to work with a prospective client.

Here are the best email sign offs for more creative situations:

16. Possibly working with a client

I’m looking forward to learning more about the challenges you’re facing and how we can work together to tackle them.

17. Confirming future work prior to sending a proposal

I’m excited that we will be tackling this project together. I will send a proposal by the end of the week.

18. Confirming work after agreeing to a proposal

I’m excited that my proposal meets your expectations. I will send a contract to you by the end of the week.

19. Ensuring the client contacts you with questions

Please be sure to contact me directly if you have any questions about the proposal/contract/final work.

IV. Professional email sign offs

Once you’ve written the details around next steps, or a tailored sign off, don’t just end with your name.

Here’s what should come next:

A formal conclusion to your email sign off.

If you’re wearing your freelancer hat when you’re sending an email, keep it professional. That’s true whether or not the person is a client or prospective client. And it’s true even if you know the client well enough to be a little less formal.

After all, the recipient of your email is in “work mode,” and more likely to pay attention to all the information contained within, including the sign off.

Here are the best professional sign offs:

20. Great working with you

Another form of email closing line using thank you.

21. All the best

A standard, top-notch closer.

22. Regards

Generic but professional.

23. Kind regards

Adds to the simple “regards.”

24. Best regards

Similar to “kind regards.”

25. Sincerely

Somewhat more formal.

26. With gratitude

Still formal but continuing with the theme of email closing lines using thank you.

27. Cordially

Some consider this old-fashioned, but might be your personal preference.

28. Respectfully

Usually used when deferring to the recipient, but appropriate if you’re delivering a difficult message, such as a final payment request.

29. Have a great weekend

Slightly more personalized and tailored to a Friday email.

30. Enjoy the holidays

Just be careful the approaching holiday is one widely celebrated.

31. Enjoy your time away from work

Specific to a client that you know will be away from work. Personal yet still a professional email closing.

32. Enjoy the long weekend

Once again, be sure the client actually celebrates the long weekend.

When looking at those choices, it may be tempting to avoid any kind of sign off and simply end the email with your name. But the lack of a sign off can also be misinterpreted, and you may come off as uncaring or even disrespectful.

And, that’s not to say you shouldn’t build rapport, consider client needs and get to know them personally. You just shouldn’t be overly personal in writing professional email sign offs.

In the end, it’s a personal preference in choosing “Kind regards” over “Best regards,” but either one is better than “later,” which makes you sound like a teenager.

Which brings us to the rest of the list…

‍V. Email sign offs to avoid

Being informal, trendy, or trying to make a joke, are not good ideas when it comes to writing the best email sign off.

In particular, if you don’t know the person well, being casual or overly personal can be misinterpreted and could even backfire. You may lose a potential client by being flippant and unprofessional.

It’s easy to make the mistake of being overly personal or casual, however. Many people don’t understand how their emails are interpreted by others, so it’s important to practice how to sign off an email professionally.

So avoid using these email sign offs:

33. Thanks! Talk to you soon!

Be specific with your gratitude. Also, try to avoid exclamation points unless you actually want to add emphasis.

34. Thanks! Regards,

Not specific enough.

35. Thanks for reading my proposal and I’ll talk to you soon!

Be specific in next steps, like when you will contact them regarding the proposal or when you expect to hear from them.

36. Cheers

Unless you’re British, it sounds fake.

37. Ciao

Unless you’re Italian, it should not be used.

38. Later

Much too informal.

39. Talk to you later

Also too informal.

40. More soon

This is too open-ended. Better to be specific about a follow-up

41. TGIF

Unless you’re sending this to your best friend, avoid it!

42. Any other kind of abbreviation, such as TTYL or even THX

Avoid all abbreviations.

43. Love

An absolute no-no.

44. Yours

Too personal.

45. Yours truly

Also too personal.

46. Yours faithfully

Wrong on many accounts.

47. As ever

Sounds like the end of a love letter.

VI. Funny email sign offs should also be avoided

Funny email sign offs aren’t a good idea, especially when your sense of humor may not be shared by the email recipient. So avoid these failed attempts at being humorous:

48. Looks like we’ll need a bigger budget!

This is one example of an attempted joke that a client might not appreciate. Don’t try to be funny. Be professional.

49. May the force be with you

Not that funny, and unprofessional to boot.

50. “Be yourself; everyone else is already taken.”

Might have been good for Oscar Wilde to use, but not as a professional email closing. Avoid what you think are funny or cute quotes.

Final thoughts

There are many things to think about in running your freelance business. Communication with clients and potential clients is one of the most important aspects of your work.

When composing emails, it’s important to spend time getting the content right. That includes how you end an email. The best email sign off will encourage a prompt response from the recipient, but more than that, it will also ensure you’re seen as professional, courteous and the right freelancer for the job.

Our guide to the 50 best and worst email sign offs will help ensure all your email communications are of the highest standard, and that you craft professional email closings every time.

To eliminate the need to send individual emails as part of regular administrative tasks, consider the option of the integrated tools available to you as part of Bonsai’s freelance suite by signing up for a free trial now.

What Defines a Verbal Contract?

A verbal contract (formally called an oral contract) refers to an agreement between two parties that's made —you guessed it— verbally.

Formal contracts, like those between an employee and an employer, are typically written down. However, some professional transactions take place based on verbally agreed terms.

Freelancers are a good example of this. Often, freelancers will take on projects having agreed on the terms and payment via the phone, or an email. Unfortunately, sometimes clients don't pull through on their agreements, and hardworking freelancers can find themselves out of pocket and wondering whether a legal battle is worth all the hassle.

The main differences between written and oral contracts are that the former is signed and documented, whereas the latter is solely attributed to verbal communication.

Verbal contracts are a bit of a gray area for most people unfamiliar with contract law —which is most of us, right?— due to the fact that there's no physical evidence to support the claims made by the implemented parties.

When is a Verbal Agreement Legally Binding?

For any contract (written or verbal) to be binding, there are four major elements which need to be in place. The crucial elements of a contract are as follows:

Offer and acceptance: An offer is made and accepted by another party involved in the agreement;
Consideration: The involved parties must exchange something of value (money, a service, time, etc), this is known as consideration;
Intention and certainty: All parties must fully understand the terms of the contract and intend to make a legally binding agreement freely; and
Capacity: The parties must have the capacity to legally enter into the contract; they're above age and of a stable mindset.

Therefore, an oral agreement has legal validity if all of these elements are present. However, verbal contracts can be difficult to enforce in a court of law. In the next section, we take a look at how oral agreements hold up in court.

How strong is a verbal agreement in court?

Most business professionals are wary of entering into contracts orally because they can difficult to enforce in the face of the law.

If an oral contract is brought in front of a court of law, there is increased risk of one party (or both!) lying about the initial terms of the agreement. This is problematic for the court, as there's no unbiased way to conclude the case; often, this will result in the case being disregarded. Moreover, it can be difficult to outline contract defects if it's not in writing.

That being said, there are plenty of situations where enforceable contracts do not need to be written or spoken, they're simply implied. For instance, when you buy milk from a store, you give something in exchange for something else and enter into an implied contract, in this case - money is exchanged for goods.

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When are verbal agreements not enforceable?

There are some types of contracts which must be in writing.

The Statute of Frauds is a legal statute which states that certain kinds of contracts must be executed in writing and signed by the parties involved. The Statute of Frauds has been adopted in almost all U.S states, and requires a written contract for the following purposes:

The sale of real estate or vehicles
Real estate leases lasting longer than one year.
Property transfer following the death of the owner.
The case of a party agreeing to pay debt for someone else.
Any contract that requires more than a year to fulfil.
A contract involving and exceeding a specified amount of money (which varies by state).

Typically, a court of law won't enforce an oral agreement in any of these circumstances under the statute. Instead, a written document is required to make the contract enforceable.

Contract law is generally doesn't favor contracts agreed upon verbally. A verbal agreement is difficult to prove, and can be used by those intent on committing fraud. For that reason, it's always best to put any agreements in writing and ensure all parties have fully understood and consented to signing.

How are Verbal Contracts Enforced?

Verbal agreements can be proven with actions in the absence of physical documentation. Any oral promise to provide the sale of goods or perform a service that you agreed to counts as a valid contract. So, when facing a court of law, what evidence can you provide to enforce a verbal agreement?

How can you prove an oral contract?

Unfortunately, without solid proof, it may be difficult to convince a court of the legality of an oral contract. Without witnesses to testify to the oral agreement taking place or other forms of evidence, oral contracts won't stand up in court. Instead, it becomes a matter of "he-said-she-said" - which legal professionals definitely don't have time for!

If you were to enter into a verbal contract, it's recommended to follow up with an email or a letter confirming the offer, the terms of the agreement , and payment conditions. The more you can document the elements of a contract, the better your chances of legally enforcing a oral contract.

Another option is to make a recording of the conversation where the agreement is verbalized. This can be used to support your claims in the absence of a written agreement. However, it's always best to gain the permission of the other involved parties before hitting record.

Written vs Verbal Contracts: What's the Verdict?

Fundamentally, most verbal agreements are legally valid as long as they meet all the requirements for a contract. However, if you were to go to court over one party not fulfilling the terms of the contract, proving that the interaction took place can be extremely taxing.

So, ultimately, the question is: written or verbal agreements?

Any good lawyer, contract law firm, or legal professional would advise you to make sure you formalize any professional agreement with a written agreement. Written contracts provide a secure testament to the conditions that were agreed and signed by the two parties involved. If it comes to it, a physical contract is much easier to eviden in legal circumstances.

Freelancers, in particular, should be aware of the extra security that digital contracts may provide. Many people choose to stick to executing contracts verbally because they're not sure how to write a contract, or they think writing out the contract terms is too complicated or requires expensive legal advice. However, this is no longer the case.

"@bonsaiinc is probably my all time favorite freelance tool. hands down. the team is super responsive and accessible when i have questions."

David Urbinati

Motion design / animation

Say hello to digital contracts

Today, we have a world of resources available at our fingertips. The internet is a treasure trove of invaluable information, platforms, and software that simplifies our lives. Creating, signing, and sending contracts has never been easier. What's more, you don't have to rely on a hiring a lawyer to explain all that legal jargon anymore.

There are plenty of tools available online for freelancers to use for guidance when drafting digital contracts. Tools like Bonsai provide a range of customizable, vetted contract templates for all kinds of freelance professionals. No matter what industry you're operating in, Bonsai has a professional template to offer.

Benefits of written contracts

A written contract makes the agreement much easier to prove the terms of the agreement in case something were to go awry. The two parties involved can rest assured that they're legal rights are protected, and the terms of the contract are sufficiently documented. Plus, it provides both parties with peace of mind to focus on the tasks at hand.

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With Bonsai, you can streamline and automate all of the boring back-office tasks that come with being a freelancer. From creating proposals that clients can't say no to, to sealing the deal with a professional contract - Bonsai will revolutionize the way you do business as a freelancer.

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