Author: Shannon Jones

How To Properly End An Email?

For many, finishing an email is often more complicated than starting it. How do you end an email the right way? What are the phrases and polite phrases that are best to avoid (despite their frequent use)? It is important to pay attention to the last words, because they will be remembered by the recipient.

Is it better to send letters or emails?

It is recommended (even mandatory) to send letters for important requests related to Human Resources (letter of resignation, termination of the trial period , invitation to a dismissal interview, etc.), for customer relations (formal notice for unpaid invoice, apologies following the delivery of a defective product, etc.) and suppliers ( formal notice of delivery of an order, etc.). We offer letter templates to save you time.

Otherwise, for daily exchanges , sending emails is preferred. For example, to send a quote to a prospect, follow up with a customer about an invoice, send documents to a colleague, etc.

What should be avoided at the end of the email?

Below are some examples of sentences and formulas, often used for some, for which you should not choose :

  • The banal formulas , which are so common that they are no longer even read by the recipients (ex: Remaining at your disposal for any further information)
  • Useless sentences , which add nothing to the message (ex: good reception)
  • Negative formulas because negation unconsciously has an impact (ex: Do not hesitate to, We will not fail to)
  • The hope (eg, I hope, hope)
  • Requests that appear to be orders (ex: Thank you for, Thank you for)
  • The abbreviations as this may seem wrong to some, even if it is not a letter (eg Pk, Lt.)
  • The submission (eg remaining in available)
  • Sentences that are too much (ex: Have a nice day, Respectfully)
  • The accumulation (ex: See you soon, have a good day, cordially)
  • The too familiar formulas (ex: kiss, kisses)

What is better to write?

Here are some examples of what is possible to write at the end of an email:

  • I’m waiting for your response / Looking forward to your feedback (If you want a response )
  • Know that you can contact us / We invite you to contact us (to show availability )
  • Friendships (only for privileged contacts , whom we have known for a very long time)
  • Have a nice day (when you’re used to communicating with the person)
  • With my best memories (when talking to a former colleague, for example, who we have fond memories of)
  • Regards (suitable for any interlocutor )
  • Sincerely yours ( formal and friendly formula , easy to use, if you have never met the recipient)
  • Cordial greetings (in case of hesitation between sincere greetings and cordially)
  • Kind regards / Best regards (after several exchanges with the interlocutor)

Can The Employer Consult The Personal Files And Messages Of His Employees?

At work, the IT resources made available to employees must be used for professional purposes. However, the charters of use or the rules put in place within companies are not always respected. It therefore happens that personal messages are sent or that personal files are stored by employees. Is the employer authorized to access it? If so, in which cases?

Message consultation: professional / personal messaging

Professional messaging

Everyone has the right to respect for their private life and the secrecy of their private correspondence, even at work. Even if the use of the tools made available for personal purposes is prohibited within the company, the employer cannot freely consult the personal emails of his employees . To be considered as personal, must be indicated in the subject line of “Personal” or “Private” emails. They must also be stored in a “Personal” or “Private” directory.

There is no longer any protection if a judicial investigation is underway or if a judge has authorized the employer to access the messages. In the event of a dispute, the courts must assess the regularity and proportionality of the employer’s access to the messaging system. Thus, the judge may be asked to call on a bailiff to take cognizance of the employer’s messages.

Personal messaging

The employer does not have the right to consult the emails received or sent by the employee on his personal messaging, even if the use of this one was made with the tool made available by the company for purposes professional. The messages are covered by the secrecy of correspondence. The mention “Personal” or “Private” is not necessary.

Viewing files: storage and access

Personal file storage: allowed or not?

All files stored on the computer tool made available by the company are supposed to be professional. However, it is generally allowed to store personal documents as long as they are stored in folders called “Personal” or “Private”. Naming files with their first name, initials, “Miscellaneous” or “My documents” does not give them a personal character.

Access to files

The employer can freely access the files, as they are professional by default. He cannot access personal files:

  • only in the presence of the employee or after calling him
  • in the event of a particular risk or event, the assessment of which is up to the courts

In addition, the employer cannot sanction an employee based on the content of a personal or private message.