LG Networks, Inc.

All about email sign-offs

Email signoffEmail, while a versatile and incredibly useful tool, can be challenging.

One problem many people face is actually writing the email itself. Because it doesn’t involve face-to-face communication, the wording we use is important, as is the tone and ideas you convey. If you use the wrong word, you could wind up offending someone or worse. One particular tough area is the sign-off with many people puzzling about what words to use.

When it comes to signing off in an email, you could use the same words over and over again but, it may not be correct for certain situations. A client who has made a complaint in an email, for example, may not appreciate an informal ‘Cheers’. This will likely come across as highly unprofessional.

So, what makes a good sign-off?
If you pause to think about it for a minute, you probably use only a few sign-offs again and again. While there is no major problem with this, you might be sending out the wrong message. The key to a good sign-off actually depends on a number of things:

  1. The reason for emailing – why are you replying, or emailing the recipient? For example, if you are sending a rejection letter, the sign off might be different than that of an acceptance letter.
  2. The tone – The sign-off denotes the tone of an email and can make the recipient view the whole content in a certain way. For example, ‘Cheers’ is perfectly ok in a personal email with good news but not when emailing a stranger on a business level.
  3. The salutation/greeting – In business writing, there is a generally accepted rule that the greeting used dictates the sign-off you would use. So a formal start demands a formal finish.

To make things a little easier, here are six of the most popular sign-offs and when they should be used, and where possible the greeting they should be used with.

What message does the way you use technology convey to other people? Do you need to make the most of email communication? Get in touch and we’re sure to get back to you with just the right message.

Published with permission from TechAdvisory.org
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