What Your Email Sign-Off Says About You

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You spend twenty minutes carefully crafting a professional, slightly warm but not too warm email. You check the tone. You adjust your punctuation. And then you get to the bottom and freeze: the sign-off. Do you go formal? Friendly? Quirky? Passive-aggressive? Because whether you realise it or not, your email sign-off is saying something. And sometimes, it’s saying way more than you think.

Let’s start with the classic “Kind regards.” This is the golden retriever of sign-offs—polite, safe, reliable. You’re not trying to be flashy. You just want to get out of this email exchange without causing emotional damage. “Kind regards” is for people who probably have a colour-coded calendar and never forget birthdays. It says, “I’m a functioning adult, I’m here to work, and I wish you well—but not too well.”

Next up: “Best.” Short. Sharp. To the point. You’re not wasting characters or time. You’re efficient. Possibly a little tired. “Best” says, “I’ve sent fourteen emails today and I’m not emotionally available for any of them.” It’s the beige cardigan of closings—functional, a little cold, but gets the job done.

Then there’s the always-sunny “Cheers.” You’ve either lived in the UK, wish you did, or you just want to give off casual vibes while still maintaining a sliver of professionalism. “Cheers” says, “We could grab a beer after this meeting if corporate etiquette allowed it.” It’s light, it’s easy, and it usually comes from someone who signs their Teams messages with a waving emoji.

Now, “Warm regards.” is the overly affectionate cousin of “Kind regards.” It’s used by people who want you to know they care—like, really care—about your inbox experience. “Warm regards” wants you to feel held. It probably comes with a well-formatted signature and optional inspirational quote in italics.

On the flip side, “Thanks in advance.” is a power move. It’s not gratitude—it’s expectation. It says, “I believe you will do this thing I asked, and I am thanking you before you even try to wiggle out of it.” Bold. Strategic. Often deployed by seasoned professionals who know how to get things done and look polite doing it.

“Sincerely” is the equivalent of showing up to a Zoom meeting in a full suit. Classic, respectful, and a little bit like writing with a fountain pen. It’s rare these days, but when used, it packs gravitas. This is someone who probably still owns a landline and means business.

“Sent from my iPhone” isn’t a sign-off—it’s a disclaimer. It’s code for “Ignore any typos, autocorrect fails, or weird line breaks. I’m mobile. I’m busy. I’m in demand.” Whether true or not, it makes you look like you’re emailing mid-commute or while solving global problems from a coffee shop.

And then there are the wildcard sign-offs—the “Stay fabulous!”, “Later gator!”, and “Hakuna matata” of the inbox world. These are either from people who are incredibly confident in their role or on the verge of quitting. They live for flair, send GIFs in threads, and probably own at least one mug that says something like “Email is the worst.”

In South Africa, sign-offs also carry cultural nuance. “Regards” might seem cold to some, but to others it’s respectful. “Thanks hey” is local shorthand for “I appreciate this, I’m being nice, but please just do the thing.” And “Much appreciated” is the diplomatic way of saying “I’ve asked twice already and I’m trying very hard not to lose it.”

So the next time you go to close an email, take a second. Your sign-off might be a tiny message—but it’s one that speaks volumes.