You are writing an important email. It’s to your manager. You are requesting more information about an available position. You have chosen to advance your career and suggest that you be considered for the available position. It has increased benefits, pay, and career advancement opportunities for you. You’ve spent the time to write a well-thought email supporting your reasoning for being considered for the job. You start to close your perfect email, and all you can think of is to say, “Thank you in advance.”
Starting at the closing phrase, you begin to realize your email starts to sound generic because of that phrase. “Thank you in advance” simply isn’t cutting it. It would help if you had something more customized to show this email is unique. How can you show your gratitude for your manager considering what you are offering them?
The phrase “thanks in advance” or “thank you in advance” is often used by email marketers where the likelihood of them being a native English speaker is low. This has made this sign-off tainted for business leaders and professionals.
Here are methods to sign off your email. Each phrase contains an explanation of the ways you might use it and the sentence or sentences you would build around closing your email.
Show your gratitude
If you feel strongly that your email needs to show gratitude, consider using an alternative phrase that emphasizes more of your appreciation for reading the letter and your gratefulness for the consideration. Here are a few alternatives:
- I appreciate you taking the time to read this letter
- I’d love to speak with you regarding this opportunity
- I sincerely appreciate your time
- I sincerely appreciate it
The customization to the language you use in this sign-off can show more empathy and formal appreciation to the reader. This is when you want to thank the person for reading and don’t have any specific ask.
Create a request in your sign-off
Having a request in your sign-off is a great way to make sure the reader follows up on your ask. While your email might be formal, this is a more informal way to spark the discussion. For example, “Is it possible we can meet tomorrow at ___ to discuss this?”
Having a request like this can show your intent to act and is still considered formal business communication. With context, your manager would understand what you’re looking to accomplish. You may still want to thank the person even after this request. But you can do it simply by stating something like, “Thanks so much.”
Mention the length of your email
While short emails (250 characters or less) will always bode more interaction and reception from your recipient, sometimes long emails are required. They could be a SWOT analysis that you are sending or a weekly report of work. When your email is long, consider mentioning the length of your email. Your colleague might appreciate you mentioning that this is a unique instance and an ask in itself to read through the entire letter.
For example, “Thanks for reading this lengthy writeup” in which your sign-off would look like this:
Thanks for reading this lengthy writeup,
Ask to get a reply
When asking for a reply, it’s best not to ask for the reply simply because you’d like an answer. Think of this as an opportunity to present good communication habits and explain to the recipient that you need a reply soon for “X” reason.
For example, “If you could get back to me by tomorrow at 5 pm, it would be appreciated as I need to communicate to our client by 6 pm.”
This prompts good communication and explains the situation to your colleague. And mentions that you need their help. Don’t use the phrase, “I appreciate a prompt reply.”
Leave a good impression
If your sign-off is after a job interview and you want to make sure the recipient remembers who you are, try to use this area to promote a connection you both had encountered during the interview. For example, did you both appreciate comics? If so, you might want to use this area to speak less formally and mention an upcoming comic book release or other shared interest you had.
Explain your deadline
The last alternative method is to explain your deadline. Use language that supports this email is asking for help. If you need the recipient’s assistance, you should explain what you need help with and why. Then promote your request in more detail.
For example, you might want to say:
Our client asked for market research by tomorrow at 6 pm. Though, we can’t get into the market research portal. You are the only one with the login, and I know you are on vacation. If you don’t mind, can you send over the details or help get us into this account?
I appreciate you taking time out of your vacation to help with this. If you can get it over to us by noon today, that would be ideal.
Depending on your needs, the “thank you in advance” alternatives above might vary. In general, asking your recipient to do something for you is often the best move. Even if it’s after a job interview or if you don’t know the recipient that well. It takes the presumption that good communication, with proper context, can help to promote a response.
Here is an example sent to your colleague:
I’m dealing with an issue in the marketplace right now. We’re having roughly 30% of all transactions fail. And it’s unclear why that’s the case. This seems to be an issue that should be resolved rather quickly. If you could help us with this, that would be fantastic. I can provide any information that you need to get started.
Since we have a product release Thursday at 9 pm, I would love to try to get this resolved by Wednesday at 12 pm.
Thank you for looking into this and determine the right next steps to resolve the issue.
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