Ending an email effectively is often overlooked, but it's crucial for making a lasting impression and achieving your communication goals. A strong closing, before your signature, leaves a final positive thought with your recipient and reinforces your message. This guide provides tips and techniques to master this often-underestimated aspect of email writing.
Understanding the Importance of a Strong Email Closing
Before diving into specific techniques, let's understand why a well-crafted email closing is so important. It's your last chance to:
- Reinforce your key message: A concise summary or call to action in your closing can solidify the purpose of your email.
- Maintain professionalism: A professional closing demonstrates respect for the recipient's time and your own image.
- Set the tone for future interactions: A positive and courteous closing encourages a positive response and fosters future communication.
- Improve your open and response rates: A compelling closing can increase the likelihood of your email being opened and responded to.
Crafting the Perfect Email Closing Before Your Signature: Proven Techniques
Here are some effective strategies to create impactful email closings that will elevate your communication:
1. Call to Action (CTA): Direct and Engaging
For emails requiring a response or specific action, a clear CTA is essential. Avoid vague requests; instead, be specific and direct.
- Strong examples: "Please let me know your availability for a call next week," "Kindly respond by Friday with your decision," "Review the attached document and let me know your thoughts by [date]."
- Weak examples: "Let me know what you think," "Get back to me soon," "Talk to you later."
2. Expressing Gratitude and Appreciation
Showing gratitude is always a good strategy. It strengthens relationships and leaves a positive impression.
- Examples: "Thank you for your time and consideration," "I appreciate your prompt attention to this matter," "Thank you for your help."
3. Reiterating Key Information (Briefly!)
Subtly remind the recipient of the main point of your email, but avoid redundancy. Keep it concise and impactful.
- Example: "To summarize, we're proposing a new marketing strategy to increase brand awareness by 20%."
4. Setting Expectations and Next Steps (If Applicable)
If follow-up is needed, clearly outline expectations and next steps.
- Example: "I'll follow up with you on [date] to discuss the next steps."
5. Professional and Courteous Closings
These work well for most scenarios and maintain a professional tone.
- Examples: "Sincerely," "Regards," "Best regards," "Kind regards," "Best wishes." (Avoid overly casual closings like "Cheers" or "Talk soon" unless appropriate for your relationship with the recipient).
What to Avoid in Your Email Closing
- Overly casual or informal closings: Maintain professionalism unless you have an established informal relationship with the recipient.
- Long and rambling closings: Keep it brief and to the point.
- Empty closings: Avoid simply writing "Thanks" or "Best" without adding any context.
- Inconsistent closings: Choose a consistent closing that aligns with your brand and professional image.
Mastering the Art of Email Closing: Practice Makes Perfect
The key to mastering email closings is practice. Experiment with different techniques and find what works best for you and your audience. Pay attention to the responses you receive – this will help you refine your approach and create even more impactful emails. Remember, a well-crafted closing is a powerful tool for achieving your communication goals and strengthening relationships.
