Do you always hesitate when ending your emails in English? This difficulty is perfectly normal. Unlike other languages where we multiply elaborate formulas, English privileges simplicity and efficiency. The secret lies in choosing the expression that corresponds exactly to the required level of formality and your relationship with the recipient.
Politeness formulas according to formality level
• Best regards – This is THE universal formula that you can use in 90% of your professional emails. It works with everyone: boss, client, unknown colleague. “Please find the report attached. Best regards, Sarah Wilson”
• Kind regards – Slightly warmer than “Best regards”. Perfect when you have already exchanged with the person or want to create a more personal relationship. “I hope this information helps. Kind regards, David Chen”
• Warm regards – For established and cordial relationships. Ideal with regular clients or long-term partners. “Thank you for your continued partnership. Warm regards, Lisa Thompson”
• Yours sincerely (British) / Sincerely yours (American) – The reference formal formula. Use it for official correspondence or when you know the name of your recipient after “Dear Mr. Johnson”. “I look forward to your decision. Yours sincerely, Michael Brown”
• Yours faithfully (British) / Faithfully yours (American) – Reserved for very formal situations when you don’t know the recipient’s name (after “Dear Sir/Madam”). “I await your response. Yours faithfully, Jennifer Smith”
• Best or Cheers – For informal exchanges between close colleagues. “Cheers” is typically British. “See you at the meeting. Best, Tom” “The document is ready. Cheers, Alex”
Asking for a response politely
• I look forward to hearing from you – The standard formula to request a response without particular urgency. “I look forward to hearing from you soon. Best regards, Marie Dubois”
• I would appreciate your prompt response – When time matters. More direct while remaining polite. “Given the deadline, I would appreciate your prompt response. Kind regards, Paul Martin”
If you already master the basics of how to write a professional email in English, these formulas will allow you to perfect your conclusions.
• Please respond at your earliest convenience – Formal version to express urgency. “Please respond at your earliest convenience. Yours sincerely, Robert Lee”
• Please confirm receipt – To ensure your email and its attachments arrived safely. “Please confirm receipt of the attached documents. Best regards, Anna Garcia”
• I await your feedback – More formal, suggests active waiting for the response. “I await your feedback on this proposal. Yours sincerely, James Wilson”
Mentioning attachments
• Please find attached – The classic and professional formula to indicate an attachment. “Please find attached the quarterly report. Best regards, Finance Team”
• I have attached – More modern and direct. Very used in companies. “I have attached the updated contract for your review. Kind regards, Legal Department”
• Attached you will find – Slightly more formal variant of the first. “Attached you will find the meeting minutes from yesterday. Yours sincerely, Secretary”
• The [document] is attached for your review – When you want to specify the expected action. “The proposal is attached for your review and approval. Best regards, Project Manager”
Offering additional help
• If you need any further information, please don’t hesitate to contact me – The complete and professional formula to show availability. “If you need any further information, please don’t hesitate to contact me. Best regards, Customer Service”
• Should you have any questions, feel free to reach out – More modern and accessible version. “Should you have any questions, feel free to reach out. Kind regards, Support Team”
In the same way that you learn the best techniques to start an email in English, mastering these closing formulas is essential.
• Please let me know if you need clarification – When you have sent a complex document or detailed instructions. “Please let me know if you need clarification on any point. Warm regards, Training Manager”
• I’m available for a call if needed – For topics that deserve oral discussion. “I’m available for a call if you’d like to discuss this further. Best regards, Sales Director”
Effective combinations
Here’s how to combine several elements in your email conclusion:
Attachment + response request “Please find attached the project timeline. I look forward to your approval by Friday. Best regards, Project Coordinator”
Help + urgency “Should you have any questions about the attached contract, please call me immediately. I would appreciate your signature by tomorrow. Kind regards, Legal Counsel”
Information + availability “I have attached the training materials for next week’s session. Please let me know if you need any additional resources. Warm regards, HR Manager”
Differences between British and American English
British preferences: • “Yours faithfully” and “Yours sincerely” more frequent • “Cheers” acceptable in informal context • Generally more formal tendency
American preferences: • “Best regards” and “Sincerely” privileged • More direct and less ceremonious approach • “Have a great day” often added
Mastering these formulas will allow you to end all your English emails with confidence and professionalism, whatever the situation.
