75+ Email Closing Phrases for Every Situation (Professional Guide)

Email closing phrases are the sentences or short expressions used at the end of an email, just before your sign-off word and signature, to wrap up your message with intent and warmth. Unlike a one-word sign-off like "Best" or "Regards," a closing phrase is the full thought that carries your final impression, whether it is a call to action, a note of gratitude, or a polite invitation to continue the conversation.

Email closing phrase: The final sentence or short expression in an email that precedes your sign-off word and email signature. It communicates your intent, reinforces your relationship with the reader, and bridges the gap between your email body and your name block.

Getting this right matters more than most people assume. A 2023 study by Boomerang, which analyzed over 350,000 email threads, found that emails ending with a variation of "thanks" received 62% more responses than emails with no closing at all. That is not a marginal gain. It is a meaningful shift in how people respond to your communication.

This guide focuses specifically on the closing phrase, the complete sentence or expression at the end of your email. If you are looking for the one or two-word sign-off that sits directly above your name (like "Best regards" or "Cheers"), our professional email sign-offs guide covers those in depth. And for a broader look at how closing phrases fit into your overall email strategy, see our guide on professional email closing phrases.

Why Email Closing Phrases Deserve Your Attention

Most professionals treat the closing phrase as an afterthought. They spend 15 minutes writing the body of their email, then copy-paste "Let me know if you have questions" without a second thought. But the closing phrase is the last thing your reader sees before they decide to reply, archive, or ignore your message entirely.

Your closing phrase determines what happens next. A vague ending like "Let me know" puts the burden on the reader. A specific closing like "Would Tuesday at 2pm work for a quick call?" gives them something concrete to respond to. The difference between getting a reply and getting silence often comes down to these final words.

Here is how closing phrases differ from sign-offs:

Element	Example	Purpose
Closing phrase	"I appreciate you taking the time to review this proposal."	Wraps up the message, conveys intent
Sign-off word	"Best regards,"	Sets the final tone
Email signature	Name, title, contact info, logo	Provides identity and contact details

All three work together, but each does a different job. This guide is about the first one.

Professional and Formal Closing Phrases

Use these when writing to someone you have not met, a senior leader, a client for the first time, or in any context where formality signals respect.

For first-time outreach

I appreciate your time and look forward to your response.
Thank you for considering this request.
I welcome the opportunity to discuss this further.
Please do not hesitate to reach out if you need any additional information.
I look forward to the possibility of working together.
Thank you for your attention to this matter.
I am grateful for your time and consideration.

For executive and board communication

Thank you for your leadership on this initiative.
I value your guidance and look forward to next steps.
Your input would be greatly appreciated.
I trust this information is helpful, and I am available for any follow-up.
I look forward to your direction on how to proceed.

For legal, government, and compliance contexts

Respectfully submitted for your review.
Thank you for your prompt attention to this matter.
I remain available to provide any further documentation you may require.
Please find the requested information enclosed, and do not hesitate to contact me with questions.

A practical note on formal closings: longer is not always better. "Thank you for your time" lands just as well as "Thank you for taking time out of your busy schedule to review this." The shorter version respects your reader's time, which is exactly what you are trying to communicate.

Warm and Friendly Closing Phrases

These work for colleagues you communicate with regularly, clients you have built rapport with, and professional contacts who have moved past the formality stage.

For everyday professional relationships

Thanks for your help with this.
Really appreciate your quick turnaround on this.
Great working with you on this, as always.
Looking forward to catching up soon.
Hope your week is going well.
Appreciate you taking the time to think this through.
This has been really helpful, thank you.

For ongoing collaborations

Excited to see this come together.
Love the direction this is heading.
Let me know if anything changes on your end.
Can not wait to see the results.
This is shaping up nicely, thanks for your part in it.
Happy to jump on a call if that is easier.

For internal team communication

Thanks, team.
Great call, appreciate everyone's input.
Let me know if I can help move this along.
Flagging this in case it is useful for your workstream.
Appreciate the update, this is really useful context.

The difference between a warm closing phrase and a sloppy one comes down to specificity. "Thanks for the help" is fine. "Thanks for pulling those numbers together so quickly" shows the reader you were actually paying attention.

Sales-Specific Closing Phrases

Sales emails live or die by their closing phrase. The body of the email sets context, but the closing determines whether the prospect responds. Every phrase here is designed to invite a reply without pressuring the reader.

For cold outreach and prospecting

Would it be worth a 15-minute conversation to explore this?
Curious how your team is handling [specific challenge] right now.
Happy to share a few examples if that would be helpful.
No pressure at all, just thought this might be relevant to what you are building.
If the timing is not right, just say so. No hard feelings.
Worth a quick look? I can walk you through it in under 10 minutes.
I have a few ideas that might be useful for [their specific goal].

For follow-up emails

Just wanted to circle back on this, any thoughts?
Totally understand if the timing is off. Happy to reconnect next quarter.
Wanted to bump this in case it got buried under other priorities.
Still think there could be a fit here. Open to a quick chat?
Any updates on your end? No rush at all.
Checking in, let me know if it makes sense to continue the conversation.

For proposals and closing deals

I have outlined everything based on our conversation. Let me know if anything needs adjusting.
Ready to move forward whenever you are.
Happy to hop on a call to walk through the details together.
Looking forward to getting started once you have had a chance to review.
Let me know if any questions come up as you go through the proposal.

The best sales closing phrases feel like conversations, not pitches. Research from Gong.io found that emails with a clear, low-pressure question at the end generated 2x more responses than emails that ended with a generic statement. A specific question ("Would Tuesday at 3pm work?") outperforms a vague one ("Let me know your thoughts") almost every time.

Follow-Up and Gratitude Closing Phrases

Follow-up emails are delicate. You want to be persistent without being annoying, and grateful without being over the top. These closing phrases strike that balance.

For post-meeting follow-ups

Great speaking with you today. I will send over the materials we discussed.
Appreciated the conversation. Here is a summary of what we covered.
Thanks for making the time. Looking forward to the next steps we outlined.
Really enjoyed learning more about your approach. Let me know how I can help.

For thank-you emails

Your support has made a real difference, and I want you to know it is noticed.
Genuinely grateful for your help with this.
This meant more than I can express in an email. Thank you.
Your generosity with your time and expertise is something I do not take for granted.

For gentle reminders

Just a friendly nudge on this, no rush.
I know things are busy, so flagging this for when you have a moment.
Wanted to make sure this did not slip through the cracks.
Appreciate your patience as we work through this together.
Would love to keep the momentum going. Let me know what works for you.

Situational Closing Phrases

Some situations call for a specific type of closing. Here are phrases organized by common professional scenarios.

For job applications

I welcome the chance to discuss how my experience aligns with your team's goals.
Thank you for considering my application. I am eager to contribute.
Looking forward to the opportunity to learn more about this role.

For apology and damage control emails

I take full responsibility and am committed to making this right.
Thank you for your patience while we resolve this.
I understand your frustration, and I want to assure you this is being addressed.

For introductions and networking

Would love to find a time to connect. What does your schedule look like?
I have heard great things about your work, and I would value the chance to learn from you.
Thanks for the introduction, [name]. Looking forward to connecting with [other name].

For project updates and status reports

Will keep you posted as things develop.
Next update coming your way on [specific date].
Let me know if you would like more detail on any of these items.

Closing Phrases to Avoid

Not every closing phrase makes a good impression. Some actively work against you.

Phrase	Why It Hurts
"Please advise."	Feels robotic and bureaucratic. Nobody talks like this in real life.
"Per my last email..."	Passive-aggressive. The reader knows you already sent an email.
"Thoughts?"	Too abrupt. It reads as impatient, especially in a longer thread.
"Thanks in advance for your cooperation."	Assumes compliance before the person has agreed. Feels presumptuous.
"Do the needful."	Outdated phrasing that sounds awkward in modern business English.
"Awaiting your prompt reply."	Demanding. It puts unnecessary time pressure on the reader.
"Hope to hear from you soon."	Vague and slightly desperate. Replace with a specific question or next step.
"I just wanted to..."	Apologetic tone undermines your message. Remove "just" and state what you need.

The single biggest closing phrase mistake is being vague. "Let me know" puts the entire burden of next steps on the reader. "Would a 15-minute call on Thursday work?" gives them something concrete to say yes or no to. Specific closings get specific responses.

Context-Based Recommendations

Use this table as a quick reference for choosing the right closing phrase based on your specific situation.

Situation	Tone	Recommended Closing Phrase
Formal email to a new client	Professional, respectful	"Thank you for your time and consideration."
Cold sales outreach	Conversational, low-pressure	"Would a quick 15-minute call make sense?"
Client follow-up after proposal	Warm, forward-looking	"Looking forward to getting started once you have had a chance to review."
Internal team update	Casual, efficient	"Let me know if anything needs adjusting."
Post-interview thank you	Grateful, enthusiastic	"Appreciated the conversation and excited about the opportunity."
Apology or service recovery	Accountable, solution-oriented	"Thank you for your patience while we resolve this."
Networking introduction	Friendly, curious	"Would love to find time to connect."
Project status report	Clear, professional	"Next update coming your way on [date]."
Follow-up after no response	Patient, specific	"Wanted to bump this in case it got buried. Still happy to connect."
End-of-quarter check-in	Warm, relationship-focused	"Appreciate the partnership this quarter."

How Your Closing Phrase Connects to Your Email Signature

Your closing phrase and your email signature form a single unit in the reader's mind. A thoughtful closing phrase followed by a messy, outdated signature undercuts the impression you just created.

Here is what good alignment looks like:

I appreciate you taking the time to review this. Looking forward to your thoughts.

Best regards,
Sarah Chen
Head of Partnerships | Acme Corp
sarah@acme.com | +1 555 0123
acme.com

And here is what misalignment looks like:

I appreciate you taking the time to review this. Looking forward to your thoughts.

thx
- sarah

The closing phrase sets the tone. The sign-off word confirms it. And the email signature provides the professional context. When all three are aligned, your email feels intentional and credible.

For teams, this alignment becomes even more important. If one account manager closes with a polished, specific phrase and a branded signature while another closes with "thx" and a plain text name, the brand experience is inconsistent. Tools like Signkit solve this by letting you deploy standardized email signature templates across your entire organization, so every email from your team ends with the same level of professionalism.

Cultural Considerations for International Emails

Email conventions vary around the world. A closing phrase that feels warm and conversational in the US might land as too casual in Germany or too indirect in Japan.

North America: Direct, concise closings work best. "Thanks for your time, looking forward to connecting" is perfectly appropriate for most professional contexts.

United Kingdom and Ireland: Slightly warmer phrasing is the norm. "Many thanks for your time, I look forward to hearing from you" fits most situations. British English tends to favor "I look forward to" over the more casual "Looking forward to."

Germany, Austria, and Switzerland: Professional communication is more formal. Closings tend to be precise and courteous. "Thank you for your consideration. I look forward to your response" matches the tone of German business culture.

France: Formality is valued, especially in initial correspondence. French professionals writing in English often use longer, more elaborate closing phrases. "I remain at your disposal for any further information" is common.

Japan and South Korea: High formality is the default. When communicating in English, professionals from these regions typically appreciate (and use) formal closings. "Thank you for your kind attention to this matter" fits the cultural expectation.

Australia and New Zealand: Casual professional culture means closings can be warmer and shorter. "Cheers, appreciate the help" works in many contexts where it might feel too informal elsewhere.

The universal safe choice: "Thank you for your time, and I look forward to hearing from you" works in virtually every culture and context. When you are unsure, default to this.

Building a Closing Phrase System for Your Team

Individual email writers can pick a closing phrase on the fly. But when you manage a team of 10, 50, or 500 people, the closing phrase becomes a brand consistency issue.

Consider creating a simple internal guide that covers:

Approved closing phrases by context. Give your team 3 to 5 options for common scenarios (new client outreach, internal updates, support responses) so they do not have to improvise every time.
Phrases to avoid. List the closings that do not align with your brand voice. If your company culture is warm and conversational, flag overly stiff phrases like "Respectfully submitted."
Signature alignment. Make sure the closing phrase tone matches the email signature style. A playful brand with a formal, corporate signature (or vice versa) creates cognitive dissonance.

With Signkit, you can manage email signatures centrally and ensure every team member's sign-off and signature block stays consistent. This covers the visual and structural half of the equation. Pair it with a short list of approved closing phrases, and your team's emails will feel unified from the first word to the last.

Frequently Asked Questions

What is the difference between an email closing phrase and a sign-off?

A closing phrase is the final sentence or thought in your email body, like "I appreciate your help with this and look forward to hearing from you." A sign-off is the one or two-word farewell that sits between the closing phrase and your name, like "Best regards" or "Thanks." The closing phrase conveys intent and wraps up your message. The sign-off sets the final tone. Both work together with your email signature to form the complete ending of your email.

How do I choose the right closing phrase for a professional email?

Ask three questions: Who is the recipient? What is the purpose of this email? And what is the current state of the relationship? For a first-time email to a senior executive, use something formal like "Thank you for your time and consideration." For a colleague you work with daily, "Let me know if you need anything else" works well. Match the formality of the closing to the formality of the relationship, and keep it consistent within a thread.

Can a bad closing phrase hurt my email response rate?

Yes. Vague or passive closings like "Let me know" or "Hope to hear from you" give the reader no clear next step. Research from Boomerang found that emails ending with a specific thankful phrase received up to 62% more responses. Gong.io also found that emails with a clear question at the end generated twice the response rate of those ending with a generic statement. Being specific in your closing phrase directly improves your chances of getting a reply.

Should I use the same closing phrase in every email?

No. Using the same phrase in every email makes your communication feel generic and autopilot. It is better to have a small rotation of 3 to 5 closing phrases that you match to the context. One for formal situations, one for everyday correspondence, one for sales or outreach, and one for thank-you or follow-up emails. This variety keeps your messages feeling intentional without requiring you to craft a new closing from scratch every time.

How do email closing phrases work across different cultures?

Formality expectations vary by region. North American business culture favors concise, direct closings. British English leans slightly warmer. German and Japanese professional culture expects higher formality, especially in initial correspondence. Australian culture is more casual. When you are unsure about cultural norms, "Thank you for your time, and I look forward to hearing from you" is a universally safe option that works across almost every professional context and culture.

Key Takeaways

Closing phrases are sentences, not sign-off words. They wrap up your message with intent and bridge the gap between your email body and your sign-off. Treat them as the final impression, not an afterthought.
Specific closings outperform vague ones. "Would Thursday at 2pm work?" gets more replies than "Let me know." Give the reader something concrete to respond to, and your response rate improves.
Match the phrase to the situation. Formal for new contacts and executives, warm for ongoing relationships, action-oriented for sales. Use the context table above as a quick reference.
Align your closing phrase, sign-off, and email signature. All three elements form a single unit in the reader's mind. A polished closing followed by a messy signature creates inconsistency. Use Signkit to keep signatures standardized across your team.
Build a team closing phrase guide. Give your team 3 to 5 approved phrases per context, a short list of phrases to avoid, and a consistent email signature template to pair them with. This turns individual email habits into a cohesive brand experience.