E-Mail endings or sign-off: You just completed the composing an e-mail with a few times before to a potential client you have talked. And now, your sign off for the tricky part. And now, are you going to use “Sincerely,” “Kind regards” or Cheers”? Without coming across as unprofessional, how do you sound friendly? Also, there are some e-mails to your employees, business contacts and friendly acquaintances.
Know what your e-mail endings or sign-off say
And, for guiding you, there has no “e-mail bible”. So, for that purpose, we contacted two business communication experts to discuss what is appropriate. The president and CEO of Bates Communications, Suzanne Bates, Inc. and author of Speak like a CEO that Secrets for commanding attention and getting results, and Cherie Kerr, founder of ExecuPro and author of the Bliss or Diss connection? Pair up to give expert insight into the world of e-mail correspondence, Email Etiquette for the Business Professional. Know detailed information about e-mail endings.
Bates: Saying thanks is ok. But you have remembered one thing that you should know them if you are using this sign-off.
Kerr: One of the safest and most courteous of the salutations, it is and keeps pleasant, but professional.
Bates: It is tried and true for a formal business close and you will never offend anyone.
Kerr: It is too formal for e-mail. It put people off. People expect in the letter, not an e-mail.
Salutation: “Kind regards.”
Bates: For all-purpose business salutation. Within the past, it may have the best for people you have corresponded.
Kerr: It is quite often. It is great.Keep it businesslike and some warmth and tend to use “Kindest regards”.
Bates: Than “kind regards” it is less friendly and can have a bit perfunctory, it works so good.
Kerr: A little short and a little distant, the salutation is, but at least it has a closing message.
Bates: It is fine for someone you know but colloquial. For business, “Best wishes” or “Best regards” would have better.
Kerr: Acceptable sign-off, it is, and especially if you are using it with someone you know well.
Bates: For friends and business colleagues, use this sign-off, and you might meet for coffee.
Kerr: With someone you know well, you can use this, but if you are trying to make a business impression, it is not a great way to say goodbye when you are first doing business with someone. After having established a bond, save it.
Bates: For your boss, never use this salutation.
Kerr: On Friday, use it for a good work buddy at the clock-out time.
Salutation: “Talk soon.”
Bates: For a friend, it is very nice, but you better mean it.
Kerr: To sign off, it is an excellent way. It is important and appreciated in this wacky age of e-mail, and it lets the other person know there will have phone or face time soon. People have to say more.
Bates: It sounds like you are 14 years old, and for business correspondence, it is not appropriate.
Kerr: In friendly business relationships, use only this salutation.
Bates: It is not offensive but a little old-fashioned.
Kerr: A pleasant and safe, it is and gives a “feel good” close at the end of your e-mail.
Salutation: “Yours truly.”
Bates: For regular business, it is excellent.
Kerr: For e-mail, it is too formal.
Salutation: Just an electronic signature
Bates: A school is there to a thought that e-mail is not a letter; don’t subscribe to that. Most of the people come to the end of a note and expect a closing. As abrupt without me, it comes across. Says, “I’m in a hurry,” “I don’t know how to sign-off,” or “I’m not someone who cares about niceties.”
Kerr: Use this salutation always but don’t be redundant. You have to change it up. With them by e-mail, that makes people think you care by taking the time to “converse”.
Bates and Kerr tended out a few other e-mail faux pas, aside from salutations for e-mail endings.
Avoid writing in caps
People will have so perplexed as to why the e-mails are in all caps that they won’t have focused on what you have to say, Bates, says. And, pointing out that writing in bold or caps comes across in an e-mail as yelling, Kerr agrees. Even Kerr says that “Even saying have a good day in all caps might sound sarcastic”.
Don’t use emoticons
Using smiley faces and different expressions is so fun, but according to both experts, they are not appropriate for business correspondence. Bates advises that “they are not professional. However, they are quite common. My recommendation is, for business, leave them out”. To convey the feelings, you are trying to express, Kerr, suggests trying to use appropriate words.
Think before you write
Is this Profanity the e-mail is, no-no. On the computer screen than when you say it in passing, Kerr says profanity hits harder. On other intensifiers, she also recommends limiting the use of the word “really” or other intensifiers. A good custom of thumb is, “Avoid using any word you wouldn’t want to see on the front page of The New York Times with your signature next to it,” according to Bates.
Consider context of e-mail and receiver when using trendy words
Now, “cheers” is a famous sign-off entering plenty of in-boxes right. Before using a word like that, Bates suggests thinking about the e-mail text and the receiver. With your word choice, stay current, so you don’t appear behind the times.