I have recently had some discussions around the importance of how we come across in our e-mails or text messages in the business world. Have you put much thought into how your e-mails may be perceived? Here is a blog for you to consider the psychology, intention and importance of how your written communications are received.
Many of us spend so much time crafting the perfect email body, obsessing over subject lines, and ensuring our message is clear and concise. But often, we overlook the seemingly insignificant sign-off. It’s the final impression you leave, and it can speak volumes about your professionalism, personality, and even your intentions.
More Than Just a Farewell: The Psychological Impact
Your email sign-off isn’t just a formality. It triggers psychological responses that influence how your message is perceived, let’s have a look at that:
- Recency Effect: In psychology, the recency effect suggests that people tend to remember the last thing they read or hear. Your sign-off is the last impression, making it disproportionately influential.
- Priming: The sign-off can prime the recipient’s emotional state. A warm sign-off like “Warmly” can create a positive feeling, while a formal “Sincerely” primes a sense of professional distance.
- Trust and Rapport: A personalized and thoughtful sign-off builds trust and rapport. People are more likely to trust and respond positively to someone who seems genuine and considerate.
- Cognitive Closure: A good sign-off provides a sense of cognitive closure, signalling the end of the message and leaving the recipient with a feeling of completion.
Choosing the Right Sign-Off:
The best sign-off depends on your relationship with the recipient, the context of the email, and your personal style. Here are a few common options and their connotations, now with a psychological lens:
- Formal:
- “Sincerely” or “Respectfully”: Triggers a sense of formality and distance, suitable for situations requiring strict professionalism (legal, official).
- “Best regards” or “Regards”: A classic and professional choice, conveying respect without being overly distant, fostering a sense of professional courtesy.
- Professional:
- “Best”: A versatile and widely used option, perceived as efficient and straightforward.
- “Thank you” or “Thanks”: Expresses gratitude, triggering a positive emotional response and reinforcing a sense of appreciation.
- “Looking forward to hearing from you”: Creates a sense of anticipation and subtly prompts a response, leveraging the principle of reciprocity.
- Informal:
- “Cheers”: A friendly and casual option, builds rapport with familiar contacts, but can be perceived as unprofessional in certain contexts.
- “Warmly”: Conveys warmth and friendliness, creating a positive emotional connection, but use with caution in professional settings.
- “Talk soon”: Suitable for ongoing communication with familiar contacts, reinforcing a sense of connection and continuity.
Things to Avoid:
- Overly casual sign-offs: Can undermine professionalism and create a negative impression.
- Generic sign-offs: Can feel impersonal and lack impact, failing to create a meaningful connection.
- Typos and grammatical errors: Damage credibility and create a perception of carelessness.
- Inconsistent sign-offs: Can create confusion and weaken brand consistency.
Beyond the Words: Reinforcing Psychological Impact
- Email Signature: Reinforces your professional identity and provides contact information, building trust and credibility.
- Consistency: Consistent sign-offs build brand recognition and create a sense of predictability, fostering trust.
- Personalization: Tailoring sign-offs to the recipient’s personality and the context of the communication strengthens rapport and creates a positive emotional connection.
In Conclusion:
Don’t underestimate the power of a well-crafted email sign-off. Take a moment to consider the way you feel and view some of the e-mail sign-offs that you receive as a business owner. By understanding the psychological principles at play, you can choose sign-offs that create positive impressions, build stronger relationships, and enhance your professional image.
Susan Cooney – Oxygen8 Business Consultant – mob: 021 0237 4472
Email: susan@oxygen8.co.nz