Back to Swordfish Blog

20+ Highly Personalized Ways To End An Email To Increase Response Rates

April 18, 2024 Email Address

According to eye tracking research, most people read in an “F” based pattern, which means email subject lines, salutations, and sign-offs are the first thing they will notice. Such a scenario demands personalization, sound research, and excellent writing skills.

Creating a highly personalized and engaging email sign-off can be the key to leaving a lasting impression and boosting your response rates.

Whether you’re writing to a colleague, a potential employer, or a valuable client, how you conclude your email can make a big difference.

Today, we’ll discuss ways to end an email that catches the reader’s eye. We’ll also provide additional tips to craft a personalized sign-off and discuss sign-offs you must NOT use.

Keep reading to explore 20+ highly personalized ways to end an email that will help increase your response rates.

How You Should Structure an Email Ending

ways to end an emailsource

So you’ve just closed a deal with someone via phone, in person, or Zoom call. You don’t just vanish from sight after you’re done. You end with a good concluding line, something to remember you by, like:

  • “See you/ talk to you later.”
  • “Will send a follow-up email regarding the details.”
  • “Take care.”

Similarly, your emails must be concluded in a way that leaves an impression on the reader’s mind. Email conclusions follow a structure where the closing remarks are followed by a sign-off, the sender’s details, and a signature. The ending must be structured as follows:

  1. A Closing Line

ways to end an emailsource

Closing lines represent the last thing you want to say to your prospect, friend, or family member. Say you have asked a potential client to sign up for a demo; your closing line can go like, “Thank you in advance” or “Let me know if you have any questions.”

Similarly, if it is an informal email, you may end by saying, “See you soon” or “Catch you later.” These lines help deliver the message as intended and let the recipients know you are there if they need assistance or help.

  1. Email Sign-off

ways to end an emailsource

Email sign-offs signify your email has come to an end, and depending upon the nature and context of the email, you add words like “Regards,” “Lovingly,” “Sincerely,” etc. A comma and a name always follow up these words.

  1. Name

ways to end an emailsource

You can use your first, last, or full name based on your relationship with the recipient. We suggest using your full name to avoid confusion and misunderstandings.

  1. Email Signature (for formal emails)

ways to end an emailsource

Email signatures involve details like your job title, company name, and contact details (like email, phone number, website, and postal address.) The signature can even be in a company’s name.

The closing of your email directly impacts the response you’ll receive. Before discussing different ways to end an email, let’s explore five tips to help write a compelling email sign-off.

Tips for a Compelling Email Ending

If you want to fulfill your email’s objectives, follow these tips to end your email in a professional manner that engages readers and persuades them to respond:


ways to end an emailsource

Briefly summarize what message you wanted to convey through the email and what action you want the recipients to take. Include the critical details so they don’t have to go back through the entire body to find them.

A summary is meant to be clear to distill complex information into essential components to make it easy for readers to understand.

Watch your tone

ways to end an emailsource

The tone of your email ending should align with the overall tone of the message and your relationship with the recipient. For formal or professional emails, maintain a polite and respectful tone. In more casual or friendly emails, you can be more relaxed.

Consistency in tone throughout your email is essential to maintain professionalism and convey your intended message effectively.


ways to end an emailsource

Tailor your email ending to the recipient. Use their name and consider their preferences or any personal connection you have.

Personalization adds a human touch and makes the email feel more genuine. For example, instead of a generic “Best regards,” you might use “Best regards, [Recipient’s Name]” to personalize it.

Include a CTA

ways to end an emailsource

A compelling email ending often includes a clear and relevant call to action (CTA). This guides the recipient on what steps to take next. Is it scheduling a meeting, responding to a question, or making a purchase decision?

A well-crafted CTA will drive the desired response. Make your CTA clear and specific, and avoid clickbait here.

Be precise

ways to end an emailsource

Keep your email ending concise and to the point. Avoid unnecessary filler words or overly elaborate language. This is especially important in professional or business emails where clarity and briefness are valued.

A precise closing demonstrates professionalism and makes your message relevant and put together.

Here’s an example of how these tips can be applied in a compelling email ending:


“Thank you for considering my proposal. I hope to hear from you soon.”

After applying the tips:

“Thank you for considering my proposal. I’ve outlined three key benefits that make this a valuable opportunity for your team. Please don’t hesitate to reach out if you have any questions or want to discuss this further.

I’m looking forward to your feedback.

Best regards,

[Your Name]”

Notice the difference in the revised ending. We’ve summarized the key points and included a clear CTA to encourage further discussion while keeping it precise and to the point.

Remember, the best emails are written with intention and genuine curiosity, which is not a cakewalk. Let’s dig deeper into ways to end an email in different situations.

20+ Different Ways to End an Email

Regarding emails, there are two types of email sign-offs: General and Personalized. The preference must always be to use a personalized one, but for outbound marketing, when you’re sending out generalized emails, you may or may not personalize.

Generalized Email Sign-Offs:

These can be used for professional and casual purposes, depending upon your relationship with the recipient and the content of the email.


  • Sincerely,
  • Regards,
  • Best regards,
  • Thank you,
  • Have a great day,

2.Informal/ Casual

  • Lovingly,
  • Talk soon,
  • Cheers,
  • See you soon,
  • Take care,

However, if you want your emails to stand out and fulfill their purpose, pick a personalized one from the ones discussed below:

Personalized Email Sign-Offs:

There’s no doubt that personalized sign-offs can increase the engagement rate exponentially. In the crowded digital world, it is one of the easiest ways to stand out while demonstrating professionalism.

Here are some personalized ways to end an email for different scenarios:

When you need an answer or action

ways to end an email

Have you ever encountered a question that intrigued you and encouraged you to reply promptly? That’s what these sign-offs are for:

1.I would like to resolve [the problem] together,

This clearly reinforces your commitment to collaboration and suggests that you and the recipient will actively work together to solve the problem.

2.Your help is required in answering my question,

This politely emphasizes the importance of the recipient’s help in answering your question and conveys your appreciation for their prompt response.

3.I’m counting on you for the right advice,

Demonstrates an acknowledgment of the recipient’s expertise and emphasizes your reliance on their guidance, creating a sense of responsibility.

4.Thank you in advance for your assistance,

This sign-off expresses gratitude in advance, which can encourage the recipient to respond promptly and positively to your request.

5.Please let me know as soon as possible,

This is a great way to politely request a prompt response without being overly demanding, conveying your understanding of the urgency of the matter.

When you’ve requested a meeting

ways to end an email

When you request a meeting, you expect people to say yes. Including appropriate details in your closing line and using a relevant sign-off increases the chances of “yes.” Here are some examples:

1.Looking forward to exploring this further,

Conveys your eagerness to explore further the topic or proposal discussed in the email. It leaves the door open for a future meeting to explore the subject in more detail.

2.Please let me know when might be a good time to schedule a meeting with you,

A courteous sign-off that places the scheduling decision in the recipient’s hands. It shows your flexibility and willingness to work with their availability.

3.Looking forward to our meeting,

Displays an assumption that the recipient has agreed to the meeting or has previously expressed an interest in it. It can also be used when you’ve previously been in contact with a prospect.

4.Promise these [X] minutes will be worth it,

This closing is an enticing invitation for a cold email. By promising that the meeting will be worth the recipient’s time, you’re emphasizing the value and importance of the meeting, which can encourage their participation.

5.Let’s discuss this in more detail,

This sign-off is a direct call to action. It suggests an immediate need for a discussion, clarifying that you are ready to engage in a deeper conversation about the subject.

When nurturing a relationship

ways to end an email

When nurturing a relationship with a prospect, you already know their preferences and dislikes. Ending your messages on a warm and personalized note is essential to maintain a positive and genuine connection.

Here are some examples:

1.Stay in touch,

This ending line is warm and inviting. It encourages ongoing communication and suggests you value the relationship and want to keep it alive.

2.Wishing you a wonderful day,

This is a pleasant way to end the email and send positive vibes to the recipient, leaving them with a good impression.

3.You might be interested in this, [link to a blog/ video they might like]

This sign-off is intriguing and highly personalized. It piques the recipient’s curiosity and suggests that you’ve thought about their interests, which can be a great way to nurture the relationship.

4.Hope you enjoyed the [meeting/ event],

A polite way to follow up after a meeting or event, indicating your interest in their perspective and feedback.

5.Congratulations on completing your [a task/ demo/ trial],

This can be used when a client has completed a desired task like a demo or a trial period and can be used when you want to guide them about further processes.

Sign-offs for B2B email endings

ways to end an email

Business email endings come in many different forms, and business etiquette these days is more liberal than it used to be, but this does not mean you can go casual with them. Here’s how to go with them:

1.Hoping for a positive outcome,

Conveying optimism and a desire for a positive response, this sign-off is suitable for situations where you’ve presented a proposal or a request and you’re awaiting a decision or response from the recipient.

2.Thank you for your time and consideration,

This closing expresses gratitude for the recipient’s time and consideration. It’s appropriate when you’ve had a substantial discussion and want to convey your appreciation for the recipient’s attention and effort.

3.To our successful collaboration,

This one’s suitable when you’ve discussed a potential partnership or ongoing business relationship and expressed your commitment to a successful collaboration.

4.Here’s to more milestones ahead,

Say you’ve been doing business with a client before, and you’ve hit some milestones. This ending can be used while discussing new opportunities and hoping to grow together.

5.Let’s move forward together,

This sign-off demonstrates a willingness to work together and progress in a mutually beneficial way.

Sign-offs when you want to break the rules

ways to end an email

When you wish to break the norm and do something exciting to stand out, these are the sign-offs you can use:

1.To infinity and beyond,

Adding creativity to your email may make it memorable and lighthearted. Use it when you want to convey enthusiasm and a sense of adventure.

2.With espresso-fueled enthusiasm,

This humorously suggests that your energy and enthusiasm for the topic are powered by espresso (coffee). It’s a quirky way to express your passion or eagerness for the email’s subject.

3.A virtual handshake,

Adding a “virtual handshake” at the end of your email sign-off can be a playful way to communicate with someone you have a friendly relationship with. However, use it carefully, as it may not be suitable for professional contexts.

4.This email will self-destruct within 3-7 business days,

This sign-off is a humorous reference to spy movies and adds an element of intrigue. Use it sparingly and only when the recipient understands and appreciates the joke.

5.Until the robots take over,

Humorously speculating about a future where robots dominate can be used to convey a sense of humor and a playful outlook on the future. It’s a creative way to conclude your email while acknowledging technological advancements.

While these were some ways to end an email, there’s a long list of words and phrases you must not use under any condition. Let’s discuss them:

Email sign-offs to avoid

ways to end an email

No matter how friendly you are with your prospect, there is a fine line that you can never cross. Here are some examples of sign-offs to avoid at all costs:

  • Xoxo,
  • Thnx,
  • Cheers,
  • Later,
  • Peace out,

You also must avoid using no sign-off at all. Even a simple “Thanks in advance” and “Regards” is better than no sign-off. You must also ensure that your sign-off matches the tone of your email text.

Reliable and up-to-date email addresses are the backbone of effective communication with prospects. Swordfish AI provides accurate potential clients’ email addresses, which can help you save the manual hard work prone to guesswork and errors.

Let’s explore more about it:

Swordfish AI: The Best Platform For Accurate Email Addresses

Swordfish AI: The Best Platform For Accurate Email Addresses

Swordfish is a prospecting and contact-finder platform trusted by over 50,000 companies worldwide. It collects data from live data providers to provide you with verified and up-to-date information.

It has partnered with the world’s top independent data providers like Hoovers, Dun & Bradstreet, and Experian. Swordfish’s advanced sourcing filters, like industry tags, departments, and locations, refine your searches even more and make work easier.

With over 3.5 billion verified profiles, it provides bulk search, database enrichment, and reverse search features. Swordfish guarantees over 95% accuracy of email data and 80% over cell phone data.

Swordfish surpasses all the other tools listed here with real-time validation and phone-line connectivity. US phone numbers are tested for line connectivity, and emails are checked for deliverability before providing them to you.

Swordfish Features

Here’s what makes Swordfish unique:

Chrome Extension


Swordfish has the highest-rated Chrome extension on Google to find prospects online. Swordfish verifies contact data from multiple sources like LinkedIn, Twitter, Facebook, Dribble, GitHub, StackOverflow, Google, and Bing.



Swordfish’s prospector helps fuel your sales pipeline in bulk and also create dialing/ email lists in seconds with advanced filters and suppression for accurate lead generation.

File Upload


You can upload a CSV of your contact data to fill in the missing details of your prospects with the file upload feature. Export it anywhere in the same format. It allows you to fill in the blanks of your CRM or ATS.

Reverse Search


Reverse Search lets you search for anyone by their name, company, job title, location, and more.


Swordfish AI API Integration

Swordfish allows you to sync premium cell phone data and business emails to your custom application with its API.

You can be free from the stress of finding accurate email addresses of your prospects. Swordfish ensures that your email lists are always up-to-date and accurate. Accurate contact info helps you personalize your email sign-offs, which can also help avoid spam filters.

Swordfish is also partnering with Bombora, the largest aggregator of B2B intent data to provide you with companies ready to purchase your solution and then unlock accurate contact data, including exclusive cell phone information with Swordfish.


There may be thousands of ways to end an email, but there are certain etiquettes one should follow for effective communication while writing to someone. We have provided several examples of how to end an email and how not to.

We also provided five tips for writing a compelling email sign-off. Accurate email data is a non-negotiable asset in your sales toolkit while contacting potential leads. Swordfish is an AI-driven contact data provider with unique features that help build up-to-date email lists.

With access to a vast database of B2B contacts, Swordfish ensures that your sales pipeline never goes stagnant. You can leave the headache of building an email list to Swordfish and focus your efforts and resources on efficiently training sales reps to close more deals.

Swordfish provides data worth $500 for free, so you can experience it first-hand and notice an increase in your response rates. Try it today, and you can contact the team for personalized requirements; we’d be happy to help!

Find leads and fuel your pipeline Prospector

Cookies are being used on our website. By continuing use of our site, we will assume you are happy with it.

Refresh Job Title
Add unique cell phone and email address data to your outbound team today

Talk to our data specialists to get started with a customized free trial.

hand-button arrow
hand-button arrow