Finding alternatives to “Sincerely” is even more relevant now that email plays such a central role in business communication. How you close and sign off on your thoughtfully composed email and can show the intent of your communication. Using alternate sign-offs allows you to add more depth to your email and choose the most appropriate option for every unique situation. In this article, we review alternatives to “Sincerely” and when to use them, discover why the sign-off of an email is significant, and discuss how to write a professional email closing and signature.
Alternatives to “Sincerely” and when to use them
Using an alternative to “Sincerely” in your email sign-off is fine, but make sure your alternate phrase is appropriate for your situation. The way you conclude an email to a respected professor might be formal, but you still have enough familiarity with them to use a phrase like “All my best.” An email you’re sending to a potential new employer might have a more formal and less intimate sign-off such as “Regards.” The same is true when emailing friends or sending someone a thank you through email.
These formal sign-offs are what you might use in emails with clients or coworkers. They show professionalism while allowing room for compassion towards the recipient. Try the following formal email sign-offs when sending an email to a client or coworker:
All my best
Best or Best wishes
Regards or Warm regards
Looking forward to hearing from you
Speak to you soon
For a more friendly email
These are sign-offs for emails to friends. They show more familiarity and have a more casual tone. Using these in a professional setting is likely inappropriate, so they should be reserved for people you know personally. Adapting these sign-offs to your particular situation or the day of the week adds a personal touch to the email and gives it a more casual feel. Here are some more informal and friendly email sign-offs:
Enjoy your Wednesday
Hope this helps
Pleasure chatting with you
Make it a great Monday
For a thankful email
Thankful emails are common both in messages with friends and professional communications. These are sign-offs that express thanks for a recent kindness. You can use them when someone helps you solve a problem, provides you with feedback or information, or whenever you want to convey a general tone of appreciation. How personal these are in the email depends on your audience. When you need your email closing to convey gratitude, consider the following:
All my thanks
Thank you in advance
Thanks for your consideration
Thanks for your help
Does your email sign-off matter?
The email closing you choose shows the sentiment of your text, what you’re expecting of the other person, and lessens the opportunity for misinterpretation. The tone of your sign-off can make a difference in whether you get the reply you’re expecting or if your recipient understands that a conversation is closed. Your email sign-off matters when:
You’re expecting a reply
If you’re expecting a reply to your email, it’s important to include a call to action. This is a word or phrase that informs the recipient why, how, and when to get back to you. For example, you can ask them to follow up with you via phone and indicate that your contact information is at the end of the email. You might also choose to give some suitable dates and times for them to respond. If you prefer them to follow up via email, include a phrase such as, “I look forward to your reply**.“
Appropriate situations include following up about an interview or a specific date to hold a meeting. You may also use this kind of closing when asking another department for help or if you’re requesting documentation. Including a call to action in the last lines of your email lets your recipient know that you need a reply.
You’re closing the conversation
If you’re merely closing a conversation, a call to action is unnecessary. Closing a conversation happens in situations such as finalizing a business exchange or coming to an agreement about a company policy. It’s also appropriate after receiving requested documents or showing that you understand when you’re expected to meet with your recipient. To close a conversation, you can include phrases such as, “Looking forward to seeing you Monday**.“
Email closings and signatures
The best email closings and signatures are concise. Your reader likely needs to obtain all of the information in the email quickly. An email closing serves to summarize your intent and either readies the recipient to reply with a call to action or concludes the conversation. It’s important to understand what an email closing includes and how to create a clean, professional signature. Here is some additional information on email closings:
What does an email closing include?
An email closing often includes a thank you and call to action in the appropriate tone for the context. Include a statement of appreciation to the recipient for taking the time to read your entire email. You can also write a call to action if necessary. Sign professional emails with your first and last name, and your job title.
Tips for creating your email signature
Creating an email signature saves time, but make sure you’re staying professional and concise. Instead of typing your name, title, and possibly your contact information every time you email someone, you can create an email signature that auto-fills the end of your emails. Depending on your profession and industry, these signatures can be quite creative. Graphic designers, for example, may have flashy signatures to showcase their skills. These tips can help you establish the basics for most professional email signatures. From here, customize the signature to match your profession. Consider the following when creating your email signature:
Make sure it looks clean and is quick to read.
Include your branding if appropriate.
If you use a small picture, make sure it serves a purpose. Otherwise, it can take too long to load or not load at all, making your signature appear incomplete.
Mobile friendliness is a necessity so recipients can read your email on their phones.
Keep your signature to three or four lines of text.
5 examples of alternative ways to sign off on an email
These five examples show how you can close an email in different professional situations. The terminology changes depending on the context of the email. This part of the email can contain a call to action, your full name, and your relevant contact information. If applicable, also include your job title, company name, and a link to your website or portfolio. A follow-up email for a job application or to complete a phone screening differs from closing an email about a meeting request, post-interview inquiry, or accepting a job offer. Here are five examples to consider:
1. A follow-up email after applying for a job
Following up with a potential employer after applying for a job shows initiative and interest. Invite the reader to respond to your email, express your thanks for their time, and show your excitement about the position. This is an example of how to structure your sign-off:
I appreciate you taking the time to consider my application. I look forward to talking with you further about this position.
R&M Inc. sales representative
2. Following-up on a phone screening
Phone screenings or phone interviews are a common second step in the application process. It’s a good idea to follow up with them after you hang up. This keeps you at the top of their inbox, shows excitement about the position, and creates an opportunity to provide any requested forms or documentation. Here’s an example of how you can phrase this kind of closing:
You’ll find my portfolio attached, as requested. Let me know if there is anything else you need from me.
Chief web developer
3. Concluding an email in response to a meeting request
Coordinating meetings often happens through email, and it’s easy for those emails to get lost. Following up with someone after you’ve set a meeting date and time helps keep everyone organized. Try something like this for your email follow-up:
I look forward to seeing you on Monday and discussing the figures for this quarter.
Speak with you soon,
4. Closing an email after an interview
After a job interview, you can follow up with the potential employer to emphasize your enthusiasm about the open position. Keep it short and concise, as in this example:
It was great meeting with you today.
Social media specialist
5. Closing an email to accept a job offer
Accepting a job offer is another time when professional email communication is important. You need to show that you understand what the job entails, when you’ll start, and what the expectations are for when you start. Close your follow-up email with something like this:
I’m looking forward to the next steps in the onboarding process.