The Unsung Hero of Your Inbox: Why Email Sign-Offs Matter

We spend time perfecting subject lines, tightening wording, and formatting messages – but what about how we sign off?

Your email sign-off is more than just polite protocol. It’s often your final impression, shaping how you’re remembered and influencing your credibility and connection.

Oxygen8 Business Consultant Susan Cooney breaks down why this small detail plays a big role in professional communication – and how to get it right.

The Psychology of Email Sign-Offs

Email sign-offs have psychological power. Here’s why they matter:

• Recency Effect: People often remember the last thing they read.
  
  
• Priming: Words like “Warmly” or “Sincerely” trigger emotional cues.
  
  
• Trust & Rapport: A personalised or thoughtful sign-off can build connection.
  
  
• Cognitive Closure: Ending your email cleanly makes the message feel complete.
  
  

Your closing words linger – they create tone, reinforce your professionalism, and leave a mental “echo.”

Choosing the Right Sign-Off

Tone should match message, context, and audience. Here are some effective options:

Formal

• Sincerely / Respectfully – Great for legal or formal communication.
  
• Regards / Kind regards – Safe, professional, and polished.
  
  

Professional

• Best / Many thanks – Efficient and neutral.
  
• Thanks again / Appreciated – Adds gratitude without sounding casual.
  
  

Warm / Friendly

• Warmly / Cheers / Take care – Suitable for known contacts or informal client relationships.
  
  

Pro Tip: Be consistent across your team – it reflects brand coherence.

Things to Avoid

• Overly casual phrases like “Later” or “Catch ya” – can feel careless.
  
  
• No sign-off at all – abrupt and unprofessional.
  
  
• Typos in name/title – easily overlooked but reputation-damaging.
  
  
• Inconsistent formatting – reduces readability and trust.
  
  

Beyond the Words: Design Your Email Signature

Your email signature supports your sign-off. It should be:

• Clear and simple
  
• Visually aligned with your brand
  
• Consistent across your team
  
  

Include:

• Name and job title
  
• Company name and logo
  
• Phone and email contact
  
• Optional headshot or booking link
  
  

Client Story: Curtain Clinic

“We didn’t realise how inconsistent our email tone had become across the team. Susan helped us refresh our comms templates – even the signature – and now we sound more like one business.”
– Angela Jones, Curtain Clinic