Have you ever heard the phrase “It’s not what you say, it’s how you say it?” It’s a common adage that means the way you communicate can be even more important than what you’re actually trying to say.
This can be interpreted in a couple ways: firstly, that you need to write clearly and correctly for people to understand you and, secondly, that your tone is just as important as your message. The way readers perceive you can impact the way they understand what you say to them.
For example, the words you choose to end an email can make a difference in the way your readers perceives the whole message. Ending it abruptly without a farewell might make you look cold or uninterested in the reader. On the other hand, a polite farewell or sign of appreciation can show that you care about the person reading your email.
With that in mind, here are a few tips for concluding your messages in ways that can help you come across as warm and personable.
1) Say “Thank You”
It’s simple, but it can also be easy to forget. Adding a quick “Thanks” or “Thank you” to the bottom of your email is both polite and an effective way to show that you appreciate your reader for spending the time to look at what you sent.
If this is part of an ongoing conversation you can say “thanks again” as a way of reiterating your appreciation. If you’re asking your reader to do something, “Thank you in advance” or “Thanks for your consideration” would be a good note to end with as well.
2) Show That You’re Listening
A short “thank you” will be appropriate at the end of many emails, but if you’re having a conversation then it’s also a good idea to stretch it out and demonstrate that you’ve been paying attention.
Perhaps you’ve been emailing back and forth with your boss and he or she has asked you to write a report. In this scenario, saying something along the lines of “Thanks, I’ll get that report out ASAP” demonstrates that you’ve listened to your boss and will do as requested.
This approach will work in most situations where your reader has done something for you as well. “Thanks for the advice,” “Thank you for sharing your concerns,” or “I appreciate all your help” are all great closers in such circumstances.
The point is to show that your aren’t just talking at your reader, but that you’re listening and value any feedback or input you’ve been given.
3) Use an Appreciative CTA
If you’re still trying to get your reader to do something then a call to action at the end of your email might get the job done, but don’t just make an impolite request. Ending an email with a line like “Make sure to read my blog” or “Sign up for our ecommerce website” would point your reader in the direction you want, however, without any extra niceties these phrases sound like you’re only interested in the reader as a patron and not a person.
By going for a more polite approach like “Thank you for your time. If you’d like to learn more about email etiquette then take a look at my blog,” or “We appreciate your interest; to see our full inventory be sure to check out our website,” you end the email on a warmer, more personal note while still calling for the reader to perform action you want.
It’s not a terribly complex concept—polite emails with warm endings can make you seem nicer and more agreeable to your reader, and people prefer pleasant conversations over cold, uncomfortable, or demanding ones. By ending your email on a warm note, you’re likely to better your reader’s perception of you, which in turn improves your overall relationship and may help elicit the response you’re looking for. Thanks for reading!