How to close an email: The email that you have so carefully drafted is practically finished and you are almost ready to send it to its recipient. I say almost because one of the most important parts of the message is still missing: closure. Since you want to make sure you have a good impact on who will read your message, you want to make sure you use farewell forms that are appropriate for the content of the digital letter you are about to complete.
While you’re here, what do you say if I offer you some advice on how to close an email , so as to remove the doubts that prevent you from pressing the “Send” button? Do you agree? Optimal. I guarantee that, if you follow the advice I give you scrupulously, you will not have the slightest problem in closing your letter in the best way possible, regardless of whether it is a formal or informal message, even in other languages.
Identify the type of email
Before we get into the subject and explain how to close an email , let me ask you a question: what kind of email are you going to send? It is precisely in function of this that you can then decide the best way to say goodbye and leave a good impression on the person to whom the message will be delivered.
As you probably already know, emails basically fall into two categories: formal emails and informal emails . There is a substantial difference between these two types of letters: while in the former it is possible to use more friendly and relaxed tones, in the latter it is good to pay attention to some formalities (as the name of formal emails suggests ) which are essential to make a good impression to recruiters, employers, colleagues, clients, teachers and, more generally, to all those people with whom we do not have a confidential relationship.
If you are unsure which of the two “groups” the email you are about to send belongs, ask yourself questions such as: What kind of relationship do I have with the recipient of the message? Do I know him personally? If I had the opportunity to meet him personally, would I call him “you” or “her”? Is it a friend I have known for many years or a client with whom I have established a consolidated relationship?
Once you understand the nature of your message, you can proceed with choosing the closing phrases of the email and, therefore, the final greetings. In the next paragraphs you can find useful tips to choose the closing sentences to use both if you have written an informal or a formal email.
How to close an informal email
If you want to know how to close an informal email , you have evidently written to a close friend of yours, a relative who lives far from you or another person with whom you have a relationship of confidence. In this case, know that you are not required to follow specific rules to close the message. The beauty of formal emails, in fact, is the possibility of nonchalantly using terms that are part of everyday speech.
You could, for example, opt for a phrase of circumstance, perhaps one that is nice and confidential, in which to insert a wish (eg. ” See you soon ” ” I hope to hear from you as soon as possible! “, ” I can’t wait to see you in person! “or” I’m really happy to have found the time to write to you! “), and then move on to the actual discharge (eg.” I always think of you “,” Many greetings “,” A hug “,” With affection “, etc.). If the email is addressed to a person you love particularly, you can also end with warmer greeting forms, such as ” Your “, ” Kisses “, ” I love you so much “, perhaps accompanied by an emoticon or an emoji , so as to give a touch of expressiveness to the whole.
After you have chosen the form of greeting that seems best suited to the message you wrote, put your signature : since it is an informal email, you can safely omit the surname . After your signature you could insert a Post Scriptum (PS) in which you can add a further greeting (eg “ Say hello to your dear mother! “) Or information that you forgot to include in the body of the message.
Below you can find an example of an informal email leave.
Hope to see you again as soon as possible!
A hug 🙂
PS Remember to …
How to close a formal email
As for the final greetings of a formal email , you must use forms of farewell that are appropriate to the recipient to whom you are about to send the message and that are also in harmony with the greeting form used initially.
I’ll give you some practical examples, so as to better grasp the point. If you used formulas such as ” Dear Mr. ” or ” Dear Mr. ” in the initial greeting, it would be appropriate to use greetings such as ” Yours sincerely “, ” Kind Regards ” or ” Treats “.
If in the initial greetings you used a less formal formula , such as ” Dear Mr. “, ” Good morning Mr. “, ” Good evening Mr. ” or ” Hello “, you could use a formal but less “cold” greeting , such as ” Good continuation ” , ” Have a nice day ” or ” Good evening” . Paying attention to this small but important aspect will give a touch of uniformity to the whole message.
If you want, then, you can take the opportunity of the final greetings to encourage the recipient of the message to take a very specific action and / or to answer you as soon as possible. In doing this, however, try to use the tones of courtesy and kindness that you have certainly used in the entire body of the message. Perhaps you could use phrases such as ” Waiting for your kind reply, I wish you a good day ” or ” Waiting for a kind reply from you, best regards . “
As soon as you have identified the most suitable farewell formula for the message you are about to forward, put your signature. In formal emails it is preferable to include the complete signature including not only name and surname , but also all the main contact information : mobile phone number, fax number, business telephone number, home or office address, email address of the work, link to your LinkedIn profile and so on. You can create the complete signature by typing all your personal data from time to time or, which I recommend you do, contact the services that allow you to customize the signature of your email addresses (which I will talk about shortly).
Below you can find an example of a formal email leave you can take inspiration from.
With best regards,
How to close an email in English
If you write to English-speaking people (and not to Italians who request to interface in this language), the criteria for writing a good email change a bit. Generally the very obsequious forms that we use in Italy are replaced by more colloquial meanings , almost tending to the informal.
Very often it is difficult to distinguish an email in English directed to an acquaintance with whom you have a minimum of confidence compared to that for an employer, since in fact there is no such clear separation. Of course I’m not telling you that you have to end with a high five or other “very confidential” phrases, but that you can afford to let yourself go a little .
To begin with, the typical phrase used for more formal emails to close by asking for an answer is I look forward to hearing from you , which can be declined up to more colloquial and informal forms such as Let me know . In between there are a whole series of nuances that can be advisable, perhaps when you are sending a CV for an application and want to appear respectful but not overly rigid. An example is I look forward to a successful working relationship , which we would hardly use in Italy but is proactive and dynamic just as one would expect from a candidate for the job.
Starting with the most formal forms of all, closures such as Best regards or Kind regards are always optimal and represent one of the most classic methods to greet at the end of the email. Then there is also the form Yours faithfully when perhaps you already have a minimum of acquaintance with the person, but a small parenthesis should be opened on this type of greeting. While it can be safely used for European English speakers, the same cannot be said for those of the American continent as it represents a very personal form for them, so adjust accordingly.
Very important at this point is the signature part , which deserves some special precautions compared to the one that could be used for an Italian recipient. First of all, absolutely remember to add the +39 in front of your phone number otherwise it will not be possible for these people to call you unless you go and look for the area code for our country on the internet.
Of course, it can also happen that the person in question goes out of his way in the research effort, but it is much more likely that he will pass on without caring, especially if you are the one who needs them. Second thing is to go and indicate the country from which you write (it is not said that they know your origin) and possibly the region (for Americans indicated as a state) to provide further details.
How to close an email in Spanish
Spaniards are very similar to Italians in terms of people and habits (at least superficially), so it is not surprising at all that the formalities to follow to close an email in Spanish are very similar. In fact, an email addressed to people who speak in this language really looks a lot like the one you would send to an Italian.
A simple Quedo a la espera de su respuesta allows you to insert an invitation to reply or interact with you in a formal, courteous and absolutely appropriate way to 99% of the emails you may have to write. Avoid complicating your life by hunting for particularly sophisticated or charming shapes, unless you are sure they will be appreciated.
On the other hand, one way to make yourself available to such a person is surely Si Tenuta alguna duda, estoy a su disposición , always very friendly and which will make the other person feel welcome to respond. These are the most informal examples, but there are also less strict variants such as Espero tener noticias de usted ready up to Escríbeme cuando tengas más información , which is instead suitable for close acquaintances.
The greetings in Spanish are also here quite classic Respetuamente , Se despide cordially and other more or less used forms that are nothing more than the repetition of yours truly and other widely used Italian forms. For friends and relatives, on the other hand, there are very affectionate and cordial forms such as Cuídate , Cariños , Mis mejores deseos and many others all equally valid.
Here, too, for the signature part, the same speech made previously for the English version applies, since in addition to doing things like closing an email thanking , you must also enter contact details that can also be used by people living in another country.
How to close an email in French
As for emails in French addressed to French-speaking people, there are a couple of cultural differences that exist between us Italians and them. Although in our country words taken from English or other languages are commonly used in common speech, in French this thing happens much less often.
To this we must then add the fact that, at least generally, we tend to dwell a little more with turns of words and formalities than in other languages, which leads to e-mails that in our eyes could appear too pompous or formal. , but which in their eyes respect the classical canons.
A striking example of this difference can be seen when you want to write a sentence that wants to enclose the meaning of “I am waiting for your answer”, which would remain more or less similar to Dans l’Aente de votre réponse, je vous prie d ‘agréer, Monsieur / Madame, l’expression de mes salutations distinguées.
Sure, this particular period encompasses both the concept and the greetings themselves, but it shows very clearly how word-rich even simple closures can come to be. Furthermore , this is the most generally used form of all, so I advise you to stick to this in your formal emails without venting artistic veins that, probably, would not be appreciated.
Obviously if you are talking about friends and family or any informal situation, you can simply limit yourself to Je t’embrasse or Cordialement . The rules of French formality do not always apply, but only where we also use them in our language.
For the signature and the other details to be added at the bottom, there is really no need to add anything other than what has already been said for English and Spanish, just remember to also translate the introductory words such as telephone or address in the language of the message, leaving them in Italian is not serious but it will help you look good.
Create a custom signature for emails
Would you like to add a complete signature to the emails you send to your customers and colleagues, including your contact details and other information about you? I guarantee you that there is nothing complicated in creating such signatures. Just contact the right service and that’s it! Here are some services you can use for this purpose: try them out and then use the ones that seem best suited to your circumstances.
- WiseStamp – is a service that allows you to create signatures for your email addresses available as a free extension for various browsers, including Google Chrome and Mozilla Firefox , and for multiple Webmail services, such as Gmail, Yahoo and Hotmail. Basically, the service is free but to take advantage of more signatures and to personalize them using the advanced tools of WiseStamp, you need to subscribe to the Premium subscription, starting from $ 6 per month.
- Signaturia – is a very useful service that allows you to send emails containing personalized signatures that can be formatted to your liking. It is compatible with most email providers, including Gmail and Outlook. The signature created can be used for free for 30 days: at the end of this trial period, a subscription to the Premium plan is required, which starts at $ 5.99 per month.
- About.me – this is a free extension for Google Chrome , thanks to which you can easily create complete signatures for your email address and link directly to your personal web page created on about.me.
If you don’t want to rely on automatic signature services, you can set up a signature in your favorite email client.
- Microsoft Outlook (Windows / macOS) – if you use Microsoft Outlook, you can set the signature to be included in the emails by clicking on the File button located at the top left and then going to the Options menu . In the window that opens, select the Mail item from the left sidebar, click on the Signatures button and set your signatures using the appropriate text fields. On Mac, you can set Outlook signatures by going to the Outlook> Preferences menu (top left) and clicking on the Signatures icon in the window that opens.
- Thunderbird ( Windows / macOS / Linux) – Thunderbird allows you to set up signatures to be used in emails in a very simple way. The first step you need to take is to click on the hamburger icon located at the top right, then select Options> Account Settings from the menu that opens, click on your email address in the sidebar of the window that appears on the screen and enter your signature in the Text for signature field .
- Mail (macOS) – if you have a Mac and use email as your default mail client, you can set your signature by going to the Mail> Preferences menu (top left) and selecting the Signatures tab in the window that opens.