Just as there are different ways to end an in-person conversation, there are also a number of ways in which to close an email message - everything from "Cordially Yours" to "Hugs & Kisses". The content of the email is what will dictate the style of the closing line; it should be consistent with the overall tone of the message in order to be perceived as genuine and sincere. For example, if you were sending a message about problems pertaining to a recent purchase, you would not close with "Warm Regards".
Email does not convey emotion, so intention and meaning can easily be lost to misinterpretation. As well as signifying the end of the message, the closing will help set the tone, much the same as the salutation (as noted in last week's newsletter). Not including a closing may be interpreted as abrupt or impersonal, the thought being that the sender can't take even an extra few seconds to sign his/her name.
So should you choose one phrase and use it for all messages? No. You should choose your closing as carefully as you would your message.
Is it a first email? Then a more formal tone would be appropriate:
- Best Regards
- Yours Truly
- Best Wishes
If the business relationship is less formal/more familiar:
"Cheers", "Ciao" and "Cheerio" have become very popular, but are also informal; you may choose to use them for friends and/or friendly business relationships.
If your message contains a call for action of some sort, then a "directional" closing may be appropriate:
- I look forward to your reply.
- I look forward to seeing you.
- I look forward to hearing from you.
- If you have any questions, please don't hesitate to contact me.
Using one of the above, or a combination of them as a last line of your email, followed by "Thanks" or "Thank you" offers a professional closure that leaves little room for misinterpretation.
As with everything, how your closing is perceived is what matters.
