At the end of a face to face conversation with someone, I doubt very much that you would simply turn around and walk off, without saying a pleasant goodbye. And yet that’s what so many people do with their emails. No pleasantry, no name, nothing.

Now many people have a standard, default signature set into their email application; their name, title and organisation. That’s fine… though it’s arguable whether you need it once you’ve established a relationship with someone. But so often I see that people have added a ‘Kind regards’, ‘Best regards’ or ‘Sincerely’ to their default signatures. So it’s there for every email they send.

It’s not very personal. It doesn’t show much empathy or recognition of the audience, the topic, or the situation. ‘Kind regards’ is formal and respectful, so it’s great for opening or introductory emails; but once you’ve established contact your sign-off can relax - even a ‘Cheers’ at the end would be fine, if the relationship has reached that stage. Eventually an email exchange can become a conversation - that’s fine.

But equally, to use ‘Cheers’ in your first email wouldn’t be appropriate in some situations. It’s over-familiar, doesn’t show much respect and may be seen as lazy or too casual.

Each may be right in certain circumstances – there is no right or wrong. The important thing is to think about it – and change the way you sign of your emails to suit the situation.

You might think this doesn’t matter - and for some, it doesn’t (it all depends on the receiver’s communication style). But to many people, it does. It shows you’ve considered the status of your relationship and have adjusted your tone and style to the situation, the topic and your relationship. It says a lot about your personality, whether you care, and whether you show attention to detail.

Like first impressions, this stuff is almost subliminal…. but it can really make a difference.

“A Word to the Wise - Communication Tips from Lionheart Consulting”