How To End An Email Formally – There are several ways to close email messages. You should first choose your closing word or phrase if you want to add one, for example
. If you know your recipient and address them by first name, in most cases you can only add your first name. If you’re writing more formally and addressing the recipient by their last name, it’s usually best to close the email with your full name.
How To End An Email Formally
Figure 3 shows a close-up of the signature file (discussed in detail in the next section) for an email received from someone who knows the recipient well.
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) and the name appears on consecutive lines. When they send a message to a prospect, they can sign their message like this:
In Figures 3 and 4, the font used in the email body is the same as the font in the signature file. However, if your signature file has been specially formatted (preferably by your art department or a professional designer) so that it looks different from the rest of your message body, you should repeat your full name afterwards in your official email. your closing, as shown in Figure 5. Otherwise, it looks like you didn’t bother to “sign” your email.
Some businesses put closure periods behind their name. If you feel tempted to do this, resist it.
For more casual emails, it’s better to sign off without a closing phrase and just put your name. As a general rule, do not sign with your initials. If you use initials, you may annoy the recipient, who will take this shorthand as a sign that they are not worth the time it takes to write your real name. (Remember the most important rule of emailing: People who are bothered by your habits don’t tell you how they feel.) Some people don’t care, and if you and your long-time colleague are briefly emailing two desks apart, that might be fine.
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This is a polite and professional way to close, but is best suited for formal emails, such as initial communications with prospects. Emailing people you already know
It is a safe and acceptable closing statement in almost any situation, from quite casual to quite formal.
This closure is perfect when you want to show appreciation for something the recipient has done or is going to do for you. If you want to rate and say a lot
, then you can leave it as a separate sentence and perhaps add a different closure. For example:
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Above, but more casual. More appropriate if you are writing to colleagues you know well and have a good relationship with, or if you are sending e-mails to sales people or people a little younger than you. If you really have reason to be grateful,
For quick, casual emails to people you have a business relationship with, ending with a first name is a common and acceptable practice.
This can give the impression that the email writer is too busy to bother to complete the closing. the best
, Besides? Perhaps it would be the email where the host failed to see the guest through the door at the end of dinner. In the mid-1990s, if a manager wanted a document from an employee, he could make a phone call. The conversation might go something like this:
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Employee: Hello? Manager: Hi John. how are you Employee: Fine Janet. how are you Driver: great. I was wondering if you have a copy of the latest manual. Employee: Absolutely. Do you want me to bring it? Manager: Yes, that would be great. thank you Employee: Of course. See you in a minute.
Words certainly convey information, but our fictional employee, John, gleaned additional information from the driver’s tone of voice. He could have made reasonable assumptions about her being in a good mood, satisfied with her work, in a hurry, etc.
Alternatively, such exchanges may have occurred in person, in which case John may also have received visual cues through Janet’s facial expressions and body language.
These days, such communication is more likely to happen via email. When a person sends an email, there is no voice or physical cues. Without accompanying nonverbal cues, messages can easily come across as rude, cutting, or confusing, despite the sender’s good intentions.
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Writing well in the context of email messages, many of which are very short, requires an understanding of their various components. Figure 1 above illustrates these components, some of which are discussed in detail below.
A salutation is the opening line of your email where you address the recipient directly, usually by name. In business letters, your salutation options are limited:
However, in the email world, several greeting styles are acceptable. Which one is best for a particular situation depends on factors such as your relationship with the recipient, the culture of your organization or department, and the content and context of the message. In addition, greetings to a single addressee often differ from greetings to multiple addressees.
Listed below are a variety of salutations commonly found in one-to-one email messages. Their inclusion here does not mean that they are universally acceptable; There are comments explaining the relevance and suitability of each salutation for a business email. Greetings are loosely organized from more formal to less formal.
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Although this wording may seem old-fashioned and stuffy, it has long had a place in business letters to unknown recipients. This is appropriate in situations such as a very formal greeting, an email inquiry about a potential vendor’s services, or an email complaint.
This formal salutation is appropriate when you’re emailing someone you don’t know well or in any way—such as a potential client. Depending on your organizational culture, you may want to use this when writing to someone higher up in your organization, especially if you don’t know that person.
It’s a strange opening to a first-name email complaining that it’s too intimate—like a personal letter—or too formal. If you are not comfortable to use
Has a long and happy history in business correspondence. Even if you don’t use it much within your organization, it has a legitimate place in your email repertoire, especially for external, international, and official communications.
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Better in many cases. Sometimes the name itself can sound a little abrupt, but it’s a good opening for many emails.
This greeting is a useful way to send email messages because it is both business-like and friendly. Of course, this should actually be done while sending the message
These greetings may be acceptable to use in a business context with someone you know reasonably well. Second, punctuation is unusual outside of the email world, but clear and practical for electronic use.
This salutation is standard but informally punctuated and therefore not suitable for starting an email. (According to normal punctuation rules, a comma is required between salutations
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, but then the writer ends the two-word salutation with two commas, which seems odd.)
A good term for correspondence with friends. However, depending on your organizational culture, these greetings may be acceptable for communicating with colleagues you know well.
, but then there are two commas in a row in the greeting, which seems odd. Although this greeting is common, it can be considered unprofessional in a business email.
As you can see, it is not easy to figure out how to approach a person. Reaching a group of people via email can be even more of a challenge. To design a greeting for several people, consider the composition of the group you are addressing. For example, if you are writing to colleagues in the marketing department, you might start your message with one of the following salutations.
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However, the appropriateness of these greetings depends on the context and your organizational culture. Below are comments on various greetings found in group emails, some good and some not so good.
When you’re out of the office, you can have an auto-reply greeting that you can set.
In the working world, where there are women and men, these greetings are almost all obsolete. In theory, however, they can still be used relatively safely if each recipient is male, but even in such cases the preparations are likely to be considered old-fashioned.
This greeting is respectful and friendly. By reaching out to people in your department or department, you have a good working relationship with them and it can be inferred that group members have a similar professional status or are junior to you. But no.