Have you got a guideline for professional email etiquette in your company? Or do you leave it to your employees to figure out how to sign off in business emails? There are many considerations to take when it comes to deciding how to balance formal vs. informal email communication as well as cross-cultural differences. The email signature is naturally an important part of this, and here we share some best practice tips on how to sign off in business emails.
But first thing first!
#1 Make sure all employees have an email signature! On each device! You might think you’re all good, but have you checked the mobile email signatures too? Care about your brand – and don’t let the lazy “Sent from my iPhone” default message be an option for your employees.
#2 Your employees are brand ambassadors. Their email signatures should be professional and branded with your company logo, as well as their full name, title and contact information such as a phone number, your company website, links to company social platforms, and perhaps company address. See email signature best practice examples.
#3 Use an email signature management platform like Xink to control email signatures across the company – and never lose a night’s sleep again over inconsistent impressions in the email signatures! With a central administration portal, you decide who controls the formatting and information in the email signatures.
As an Office 365 or G Suite user, you simply pull the contact details from the Active Directory or Google Directory to the Xink platform in a few clicks. Our service is safely hosted in ISO 270001-certified data centers and fully compliant with GDPR and international law.
#4 Don’t let the employees loose by giving them the option to fill in personal thoughts and favorite quotes in their email signatures. With Xink, it’s easy to set the limits to what employees can and cannot edit in their email signature.
#5 Create multiple email signatures so it’s easy to pick the signature that is the right fit for the correspondence. It is often a good idea to have a short “reply” email signature, especially if you’re part of a long email thread. Save space and bytes by choosing a reply signature instead of the standard one. The words you choose to use for your reply signature can be integrated into the email signature, so you don’t have to type it in every time.
And now let’s look at what is a good sign off in business emails?
Well, it very much depends on the context. Depending on your industry, who you communicate with and how formal you want to appear, you might prefer a certain tone in your sign-off. That said, it does seem many have moved away from a very formal email sign-off such as “Yours sincerely” to the more relaxed “Kind regards” or “Warm regards”.
A study based on more than 350,000 email threads showed that words such as “Thanks”, “Thanks in advance” or “Thank you” are becoming more and more popular in email closings. Why? Because it shows gratitude and is acceptable in most business correspondences. So if you’re in doubt, a simple thank you will get you a long way.
This guide by Grammarly.com has more tips on the perfect sign-off!
In business emails, professionalism is imperative. Of course you can be less formal with people you know well but in general, your email sign-off shows a glimpse of what your company is like. So don’t lose your professionalism by using emoticons such as smileys and other expressions in your sign-off. Learn more about how to sign off your emails from business etiquette experts in this article by entrepreneur.com.
Want to see how easy it is to manage email signatures – and ensure a professional sign off in every email – across your company? Book a free 1-on-1 demo with our friendly team today – no commitments!