The perfect English sign-off

Closing a letter or email may seem like a small detail, but it has a big impact on how your message is received. Should you choose Kind regards, Best wishes or Yours faithfully? How about So long! or Yours truly? And what is the difference between Yours sincerely and Sincerely yours?

A good sign-off is more than just a polite ending. It sends a signal about how you want to come across, whether formal, friendly, informal or distant. A key point is that the closing should always match your relationship with the reader and the purpose of your message.
In this blog, we explain how to close a letter or email in three common contexts: business, internal communication and personal or friendly.

Business communication: professional choices

For formal business emails and letters, keep your closing polite and professional. This is especially important when you’re establishing initial contact, writing to people outside your organisation or contacting clients.

Some common business closings:

• Yours faithfully
• Yours sincerely
• Yours truly
• Kind regards
• Best regards

Use Yours faithfully when the letter or email starts with Dear Sir/Madam or when the recipient is unknown.

Use Yours sincerely when you address the recipient by name. Yours sincerely is commonly used in UK English, which tends to be most relevant for formal writing and is what most companies use. Sincerely yours is the US English version of Yours sincerely.

Both Sincerely and Yours truly are US English and are considered polite and professional.

Kind regards is the most widely used option in international business communication. It is polite, professional and fits almost every situation. Indeed, many organisations use it as their standard closing option, and you’ll find it in many professional style guides.

Best regards is very similar to Kind regards, although it is considered to be slightly more formal.

Job applications are a special category of business communication and can be written in a variety of styles. Here, too, it’s important to match your closing to your message and style of your application. If in doubt, use Kind regards. However, you should really try to avoid ending with Cheers or Adios, as that would be simply inappropriate.

Internal communication: more informal

When you communicate with colleagues, the tone is often less formal. Your closing can reflect that, but it should still be respectful and clear. As internal communication is generally done by email, here are some common closings you can use:

• Kind regards
• Best regards
• Regards
• Many thanks
• Thanks
• Talk soon!
  
  

Best is a closing that frequently appears in informal workplace settings. It is most common in US English, but in other English-speaking contexts it can come across as somewhat meaningless.

Be careful with your tone: internal communication is informal, but not careless. Avoid very casual closings like Later or Cheers unless you’re sure this fits your company culture.

Also consider the purpose of your email or letter. If you expect action, make that clear before your closing. As discussed above, Kind regards is a safe choice to close your communication. Another choice is Thank you for your attention to this matter. Typically used by Donald Trump, it is seemingly gaining in popularity in both formal and informal settings. It reads as passive-aggressive and if you use it, you’re not actually thanking the reader for anything. Instead, you’re saying that you expect immediate cooperation from them. Less polite request, more a call to reorder their priorities.

Personal or friendly messages: warm and informal

In personal emails or messages to people you know well, you have more freedom. Your closing can be warm, friendly and even creative. Choose something that reflects your relationship, such as:

• Take care
• All the best
• See you soon
• Wishing you well
  
• Cheerio
  
  

Cheers might also be an option in this context, depending on how well you know the other person. Take care and All the best are both friendly but still neutral. You could also combine your closing with a few personal words, such as All the best. And good luck with the new challenge!

Choosing the right closing – what to consider

When deciding how to close your letter or email, think about your reader, your relationship with them and the purpose of your message. Starting with Hi Andy and ending with Yours faithfully is inconsistent, so make sure your opening and closing match.
Skipping the closing altogether is not recommended. It often happens in quick emails, but it can come across as abrupt. Even a simple Regards makes your message sound more polite.

Are you unsure about the tone or wording of your emails and letters, or do you want to ensure your communication flows smoothly and your sign-off sounds professional and natural?
Have your texts checked by our editing specialists or join one of our Business English training courses. We’re happy to help you take your communication to the next level.