Ending an email requesting something is crucial. A strong closing can significantly impact whether your request is met positively. This structured plan will guide you through crafting professional and effective email closings that get results.
Understanding the Importance of Email Closings
Before diving into specific strategies, let's understand why a well-crafted closing is so vital. Your closing:
- Reinforces your request: It provides a final, clear statement of your needs.
- Expresses gratitude: Showing appreciation for the recipient's time and consideration increases the likelihood of a positive response.
- Sets expectations: It clarifies next steps and deadlines, improving communication flow.
- Maintains professionalism: A polished closing reflects positively on you and your organization.
Phase 1: Expressing Gratitude and Reiteration
This is your opportunity to thank the recipient for their time and briefly reiterate your request in a concise manner. Avoid being overly effusive; keep it professional and sincere.
Example Phrases:
- "Thank you for considering my request."
- "I appreciate your time and consideration in reviewing this request."
- "Thank you for your time and I look forward to your response."
- "I appreciate you taking the time to review my request for [briefly restate request]."
Phase 2: Setting Expectations and Next Steps
Clearly state what you expect next. This could involve a specific timeframe for a response, a follow-up action from your side, or a suggested meeting.
Example Phrases:
- "Please let me know your decision by [date]."
- "I will follow up with you on [date] if I haven't heard back."
- "I am available for a call on [date] to discuss this further."
- "Please let me know if you require any further information."
- "I look forward to hearing from you soon."
Phase 3: Professional Closing and Signature
Choose a professional closing that suits your relationship with the recipient. Avoid overly casual closings unless you have an established informal relationship.
Appropriate Closings:
- Sincerely,
- Regards,
- Best regards,
- Kind regards,
- Respectfully,
Your Signature: Include your full name, title, contact information, and potentially a link to your company website (if appropriate).
Phase 4: Proofreading and Review
Before sending your email, thoroughly proofread your entire message, paying special attention to the closing. Ensure it is grammatically correct, free of typos, and accurately reflects the tone and message of your email.
Examples of Effective Email Closings
Here are a few examples that integrate all the phases discussed above:
Example 1 (Formal):
Thank you for your time and consideration of my request for a meeting to discuss the proposed marketing strategy. Please let me know your availability within the next week. I look forward to hearing from you soon.
Sincerely,
[Your Name]
Example 2 (Slightly Less Formal):
I appreciate you reviewing my request for the project proposal. I will follow up with you on Friday if I haven't heard back by then. Thank you again for your time.
Best regards,
[Your Name]
Mastering the Art of Email Closings
By following this structured plan and practicing consistently, you’ll master the art of crafting effective email closings that increase your chances of getting a positive response to your requests. Remember, a well-crafted closing is a crucial element of successful professional communication.
