How to End Email: Crafting Effective Email Endings to Make a Lasting Impression

I. Introduction

Email has become a ubiquitous form of communication in our personal and professional lives. In fact, according to a recent study, the average office worker receives about 121 emails per day. With so many emails flooding our inboxes, it can be challenging to craft an effective email that stands out from the crowd. One of the most critical components of a successful email is the ending.

A poorly crafted email ending can leave a lukewarm impression, while an effective email ending can leave a lasting impact. In this guide, we will explore the key components of crafting an effective email ending to help you make a memorable impression on your recipient.

II. Summarizing the Key Points

One of the key components of an effective email ending is summarizing the key points of the email. Summarizing the key points serves two purposes. Firstly, it reminds the recipient of the important information you relayed in the email. Secondly, it ensures that the recipient understands the next steps and what is expected of them.

Here’s an example of an effective email ending that summarizes the key points:

“In summary, we have discussed the benefits of using our software to streamline your business processes. We believe that our software is a valuable investment in your company’s growth. If you have any questions about our software or would like to schedule a demo, please do not hesitate to contact us.”

III. Call to Action

A call to action (CTA) is a direct request that encourages the recipient to take action. A strong email ending with a well-crafted CTA can increase the likelihood of a response from the recipient. It is essential to be clear and concise when crafting a CTA. The recipient should understand precisely what is expected of them.

Here are some examples of effective CTAs:

“Please let me know if you would be free for a call next week to discuss this further.”

“Click here to sign up for our newsletter and receive updates on our latest products.”

“Please reply to this email with your availability for a meeting.”

IV. Gratitude

Another key component of an effective email ending is expressing gratitude and appreciation. Expressing thanks for the recipient’s time and attention can go a long way in building positive relationships and increasing the chances of a response. It shows the recipient that you value their time and effort.

Here are some tips for expressing gratitude effectively:

Be sincere
Be specific
Express appreciation for the recipient’s time and effort

Here’s an example of an effective email ending that expresses gratitude:

“Thank you for taking the time to read this email. We appreciate your interest in our product, and we look forward to hearing from you.”

V. Encourage Feedback

Asking for feedback at the end of an email can be an effective way to continue the conversation and build relationships. It shows the recipient that their opinion is valuable and encourages them to engage with you further.

Here’s an example of an effective feedback request in an email ending:

“We would love to hear your thoughts on this topic. Please feel free to reply to this email with your feedback.”

VI. Include Contact Information

It’s essential to include your contact information in the email ending. The recipient should know how to contact you if they have any questions or want to schedule a follow-up call or meeting.

Here are some tips for including contact information:

Provide multiple ways to contact you, such as email or phone
Make sure your contact information is up to date
Include your job title and company name

VII. Use an Appropriate Sign-off

Choosing an appropriate sign-off is crucial to the overall tone of the email. It’s essential to consider the context of the email and the relationship with the recipient.

Here are some examples of sign-offs for various contexts:

Formal: “Sincerely” or “Best regards”
Semi-formal: “Thank you” or “Yours truly”
Informal: “Cheers” or “Take care”

VIII. Keep it Short and Sweet

It’s essential to keep the email ending concise and to the point. A lengthy email ending can dilute the impact of the email and decrease the chances of a response.

Here are some tips for keeping email endings concise:

Aim for two to three sentences.
Focus on the key points of the email.
Use bullet points or numbered lists to streamline the information.

IX. Conclusion

Email endings are a critical component of an effective email. Crafting an effective email ending requires summarizing the key points, using a strong call to action, expressing gratitude and appreciation, encouraging feedback, including contact information, choosing an appropriate sign-off, and keeping it short and sweet. By following these tips, you can make a lasting impression on your recipient and increase the chances of a response.

Remember to practice and experiment with different elements of the email ending. Over time, you’ll discover what works best for you and your recipients.