Some of the same principles that we learn about writing letters can be used when learning about how to write an email message. The focus of this page is to show you how to end off an email without losing face. Communicating via email can be difficult to deal with because of the inability to tell the emotion or tone of typed text and great caution is necessary when ending off an email especially in a professional business setting.
Remember for every email, there is an intended audience, to which your writing style and the content will be tailored and also their appeal. Moreover, Email messages are not restricted to just one person as everyone could potentially read them. By putting this into consideration, you can end off your email effectively.
Structurally, an email has 3 components
- Intro
- Body
- Conclusion (the focus of this page)
By definition, Electronic mail (email or e-mail) is a method of exchanging messages (“mail”) between people using electronic devices. Email is the remediated version of the letter. We’re still supposed to use a greeting and a closing; we’re supposed to be brief, and, yes, there are “return addresses” involved, just as there are attachments like there used to be enclosures.
How Properly End Off An Email
Research has shown that the recipient is able to remember things said at the end of an email more than in any other part of content. In order to properly end an email, it is important to follow the guidelines presented below.
- In the concluding part of the email, repeat your main point. Make sure to emphasize your main point in your conclusion. It allows the recipient to think about the main point one last time.
- Summarize your key points. Although this guideline is similar to the one above, when you summarize, you are ensuring that your recipient understands your entire communication.
- Refer to a goal stated earlier in your email. It is common to state a goal at the beginning of an email. Referring to your goal at the end sharpens the focus of your communication.
- Focus on a key feeling. In some emails, it may be important to encourage your recipient. Therefore, focusing on a feeling will help focus your reader.
- When necessary, tell your recipient how to get more information. Acknowledging they may need future communication assistance will encourage them.
- Nicely tell your recipient what to do next. Giving guidance will help lead your recipient in the direction you want.
- Follow applicable social conventions. Examples of this are letters ending with an expression of thanks, and a statement that it has been enjoyable working with the reader.
- Irrespective of your recipient, always end your letter with Regards, Sincerely or Best wishes. “Sincerely” would be the safest way to end off an email.
Keep in mind the following tips ending off your email composition
- Review email for legal implications.
- Use professional language and tone.
- Pay attention to your audience and consider their background when writing.