Email Sign Offs: Your Secret Weapon for More Replies
- Sophie Ricci
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Table of Contents
You’ve crafted the perfect cold email. The subject line grabs attention, the opening demonstrates genuine research, and your value proposition is crystal clear. But wait—how are you signing off?
If you’re using generic closings like “Thanks” or “Regards,” you’re missing a crucial opportunity. Your email signoff is the last impression you make on recipients, and it can be the difference between getting a reply or being ignored.
With over 376 billion emails sent daily and recipients spending just 8 seconds viewing each email, every word counts. The right email sign offs don’t just end your message—they inspire action.
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What Are Email Sign-Offs?
An email signoff is the concluding phrase that appears just before your signature. Think of it as the final handshake in your digital conversation. It consists of three key elements:
- Closing phrase (like “Best regards” or “Talk soon”)
- Your name
- Email signature with contact information
This seemingly small detail carries enormous weight. A warm closing like “All the best” creates goodwill, while a formal phrase like “Sincerely” conveys respect and professionalism. The strategic choice of your signoff directly influences how recipients perceive you and whether they’ll respond.
How to Sign Off an Email Like a Professional
The secret to mastering professional email closings lies in matching your tone to the relationship and context. What works perfectly for a colleague might completely backfire with a new prospect.
For First-Touch Cold Outreach
Your primary goal is establishing credibility and professionalism. Recipients don’t know you yet, so any misstep could send your email straight to the trash. Stick with universally safe options:
- Best regards – Professional with a touch of warmth
- Kind regards – Slightly more personal than “Regards”
- Best – Modern, crisp, and widely accepted
Avoid “Sincerely” for cold outreach—it feels too formal and impersonal for sales conversations.
For Follow-ups and Nurturing
As your relationship develops, your closings should evolve too. This progression shows you’re human, not just another sales robot:
- Talk soon – Implies ongoing conversation
- Take care – Shows genuine concern
- Looking forward to connecting – Maintains momentum
For Internal Teams and Existing Clients
With established relationships, you can be more relaxed:
- Cheers – Friendly and approachable
- Have a great day – Warm and collaborative
- Warm regards – Perfect for valued clients
Different Types of Email Sign-Offs (With Examples)
Understanding the psychology behind different sign-off categories helps you select the perfect closing for any situation.
Professional Staples
These time-tested closings work in virtually any business context:
- Sincerely – The gold standard for formal correspondence and job applications
- Yours truly – A distinguished alternative that adds personality
- Regards/Best regards/Kind regards – The Swiss Army knife of email closings
- Respectfully – Perfect for senior leadership or formal proposals
- Full name and title
- Company name
- Primary phone number
- Professional email address
Power-User Additions
Take your signature to the next level:
- Scheduling link (“Schedule a meeting” with Calendly link)
- Social proof (“See how we helped [Company] increase sales by 40%”)
- Valuable resource (Link to case study, blog post, or free tool)
- Professional headshot (increases trust and recognition)
Example Power Signature:
Sarah Johnson
Sales Director | TechGrowth Solutions
📧 sarah@techgrowth.com | 📱 (555) 123-4567
🗓️ Book a 15-minute chat: calendly.com/sarah-techgrowth
📈 See how we helped clients like you: [case study link]
Common Signature Mistakes to Avoid
- Too many colors or fonts – Stick to 2 colors maximum
- Huge images or logos – Keep logos under 200px wide
- Personal quotes or jokes – Save creativity for when you know the recipient
- Multiple phone numbers – One contact method per type
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Email Sign-Off Mistakes to Avoid (and What to Use Instead)
Certain closings can completely undermine your message, no matter how well-crafted the rest of your email is.
Passive-Aggressive Closings
“Thanks in advance” – This sounds demanding and entitled, implying the recipient must comply. Better alternative: “I appreciate your time and consideration”
“Awaiting your prompt response” – Feels pushy and impatient. Better alternative: “Looking forward to your thoughts”
“Per my last email” – Comes across as condescending. Better alternative: “Following up on my previous message”
Overly Creative or Humorous
While humor can work with established relationships, it’s risky in professional contexts:
“Thanks for coming to my TED Talk” – Might seem unprofessional “Sent with 100% recycled electrons” – Quirky but potentially confusing
Better for professional contexts: Stick to tried-and-true options until you build rapport.
Too Abrupt
Simply signing your name without any closing phrase can seem blunt, especially in initial outreach. Always include at least a simple “Best” to show courtesy.
Statistics That Matter
- 64% of recipients judge email credibility based on the sender’s closing
- Emails with personalized sign-offs see 32% higher response rates
- Cold emails using action-oriented closings get 23% more replies than generic ones
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Email Sign-Offs That Forced Me to Reply
The most compelling email closings go beyond generic pleasantries—they create genuine connection and demonstrate value.
Service-Oriented Closings
“Hope this helps” – Positions you as helpful, not just another salesperson “Let me know if you need anything else” – Offers ongoing support “Happy to elaborate on any of these points” – Shows you’re invested in their success
Personalized Partnership Language
“Rooting for your success” – Demonstrates genuine interest in their outcomes “Yours in collaboration” – Frames the relationship as a true partnership “Here to support your goals” – Positions you as an ally, not a vendor
Curiosity-Driven Closings
“Curious about your thoughts on this” – Invites engagement and feedback “Would love to hear your perspective” – Shows you value their opinion “Interested in your take on this approach” – Makes them feel like an expert
Remember: Personalized email campaigns generate 6 times higher transaction rates than generic ones. Your signoff is often the most personal part of your message.
The Psychology Behind Effective Closings
The best email sign offs work because they:
- Shift focus from what you want to what they need
- Create a sense of partnership rather than transaction
- Demonstrate genuine interest in their success
- Open the door for continued conversation
What to Do Next
Your email signoff might seem like a small detail, but it’s often what determines whether you get a response or get ignored. Start by auditing your current email signatures and closings.
Test different approaches with your next 10 outreach emails and track the results. You’ll likely see an immediate improvement in response rates just by being more intentional about this final impression.
The most successful sales professionals understand that every detail matters—especially the ones that seem insignificant. Your email signoff is your last chance to make a great impression. Make it count.
Other Useful Resources
To overcome the 40% ROI proof struggle and achieve the 15-25% LinkedIn response rates without managing 8-12 disconnected tools, explore these complementary resources:
Email Tool Infrastructure (If Using Email Platforms):
- Compare Mail Tester alternatives to verify the 95% deliverability promised by email tools in your stack
- Read Mailreach reviews for warmup that protects the 4,200% email ROI your agency promises clients
- Master SMTP configuration to maximize deliverability across fragmented email marketing tools
LinkedIn Outbound (Simpler Than 50+ Tools):
- Understand LinkedIn InMail vs email to see why LinkedIn achieves 15-25% responses without complex tool stacks
- Master LinkedIn growth hacking for the 26% personalization conversion boost without automation tool sprawl
- Leverage LinkedIn followers statistics to inform strategy without $765B ad spend competition
Multi-Channel Contact Strategy:
- Learn how to get phone numbers from LinkedIn to reduce tool dependency for multi-channel campaigns
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Email Sign-Offs: FAQs
Which is the best email signoff for a cold email?
Is it okay to use emojis in an email signoff?
How does a great email signoff impact response rates?
Should I change my email signoff based on the recipient?
What's the difference between "Regards" and "Best regards"?
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