Ending Emails Professionally: Best Closings in Business English

You’ve written a clear subject line.
Your message is polite and structured.
You explained your request professionally.

But then you pause at the last line.

Should you write:

• Best?
• Best regards?
• Thanks?
• Sincerely?
• Kind regards?
• Respectfully?

For many non-native English speakers, ending emails professionally feels surprisingly stressful. The closing line may seem small — but in American business culture, it signals tone, relationship, and level of formality.

In this guide, you’ll learn:

• The most common professional email closings
• When to use each one
• What to avoid
• And how to match your closing to the situation

Noted: This article is adapted from training material used in the ChatterFox Business English Course.

Why Email Closings Matter

In U.S. workplaces, email tone is important.

Your closing line communicates:

• Professionalism
• Respect
• Warmth
• Confidence

It also signals how formal the relationship is.

A good closing feels natural.
A wrong one can feel too cold, too emotional, or too casual.

Let’s break down the best options.

1. “Best” – Simple and Modern

“Best” is extremely common in American business communication.

Example:

Best,
Maria

It’s:

• Neutral
• Polite
• Modern
• Safe for most professional situations

Use “Best” when:

• You know the person
• You communicate regularly
• The tone of the email is neutral

It works well for coworkers, clients, and managers.

2. “Best Regards” – Slightly More Formal

If you want a slightly more polished tone:

Best regards,
Daniel

This works well when:

• Writing to a new client
• Communicating with someone senior
• Sending a formal request

It’s professional without sounding stiff.

3. “Kind Regards” – International but Polite

“Kind regards” is common in international business.

In the U.S., it’s still acceptable — but slightly more formal than “Best.”

Use it when:

• Writing to someone outside your company
• Communicating internationally
• Maintaining professional distance

4. “Thank You” – When You’re Requesting Something

If your email includes a request, ending with “Thank you” is natural.

Example:

Thank you,
Alex

Or:

Thank you for your help,
Priya

This shows appreciation and professionalism.

However, avoid repeating “Thank you” too many times in the same message.

5. “Sincerely” – Very Formal

“Sincerely” is traditional and formal.

Example:

Sincerely,
Michael Johnson

Use it for:

• Formal letters
• Legal communication
• Official external correspondence

It’s not common for everyday internal emails.

6. “Thanks” – Friendly but Professional

“Thanks” is slightly more casual than “Thank you.”

It works well for:

• Internal emails
• Ongoing projects
• Quick communication

Example:

Thanks,
Jamie

But avoid using it if:

• The situation is serious
• You are delivering negative news
• You are writing to senior leadership for the first time

What to Avoid in Professional Closings

Here are some closings that don’t work well in business settings:

❌ “Cheers” (too informal in U.S. corporate culture)
❌ “Take care” (more personal than professional)
❌ “Warmly” (can sound overly emotional)
❌ “Yours truly” (old-fashioned)
❌ No closing at all (can feel abrupt)

Also avoid emojis in professional email closings — especially in formal business environments.

Matching the Closing to the Situation

Here’s a practical guide:

When in doubt: “Best” is safe.

Cultural Insight: Confidence vs. Formality

Many non-native professionals think “more formal = more professional.”

That’s not always true in American workplaces.

Overly formal closings can feel distant or unnatural.

For example:

Respectfully,
Yours faithfully,
With highest consideration,

These are too formal for typical U.S. business communication.

Professional English in the U.S. values:

• Clarity
• Directness
• Efficiency

Not formality for its own sake.

Email Closing Formula

Here’s a simple structure that works:

1. Final sentence (clear action or summary)
2. Closing phrase
3. Name

Example:

Please let me know if you have any questions.

Best regards,
Kevin

Or:

I look forward to your feedback.

Thank you,
Sofia

Clean. Professional. Confident.

Should You Include Your Full Name?

It depends.

If:

• The person already knows you → First name is fine.
• It’s a formal or external email → Use full name.
• You’re job hunting → Always use full name.

Also include:

• Job title
• Company name
• Contact information (if external communication)

Quick Practice

If you usually end emails with the same word every time, try this:

Next week, vary your closings based on context.

Notice how it changes the tone.

Professional communication isn’t about memorizing phrases — it’s about choosing the right tone for the moment.

Final Thought

Ending emails professionally is not complicated — but it is strategic.

The right closing:

• Supports your message
• Strengthens your tone
• Reflects your relationship
• And signals confidence

If you’re unsure, choose simple over dramatic.

Clear over formal.

Professional over emotional.

Because in business English, how you finish matters just as much as how you begin.