6 email endings that customers can't resist being blacklisted

In global trade business, emails are the most frequently used and direct communication tool. However, many professionals believe that emails are ineffective because the content of the email body is not professional enough, lacks appeal, or gets mistakenly flagged as spam by systems. Yet, there is another often overlooked reason: the email closing.
 
A proper email closing not only leaves a professional and friendly impression but also effectively guides the recipient to take further action. Below, our assistant summarizes six common problematic email closings along with suggestions for improvement, hoping to help our friends in the trade industry.


 
1. Overly Forceful, as If Commanding the Client  
Some professionals, eager to push orders forward, often use closing phrases such as “Reply ASAP” or “Arrange immediately.” These phrases may give clients a sense of urgency or pressure, thereby triggering a negative reaction.  

Error Example:  
> Please reply ASAP so that we can proceed with the order.  

Improvement Suggestion:  
Adopt a more tactful and flexible expression that conveys your wish for a prompt response without sounding too commanding.  

Improvement Example:  
> Whenever you’re ready, just let me know, and we’ll proceed accordingly.
 
2. Excessive Politeness  
Overly courteous expressions (for example, “Best regards”, “Warm wishes”, “Looking forward to your kind reply”) are polite but often lack substantive content, which may leave the client feeling the message is hollow, thereby reducing the likelihood of a response.
 
Error Example:  
> Looking forward to your kind feedback. Best wishes!  

Improvement Suggestion:  
While maintaining politeness and a sense of anticipation, add interactive and specific guidance so that the client clearly understands the next step in responding.  

Improvement Example:  
> Would love to hear your thoughts on this. Do let me know what you think!  
 
If you were the client, which of these two closing styles would you be more inclined to reply to?
 
3. Too Abrupt a Closing  
An abrupt, formulaic closing (such as “Let me know if you have any questions.”) can come off as lacking warmth, making the client feel that the communication is impersonal. As a result, even if they have questions, they might not proactively reach out.  

Improvement Suggestion:  
Slightly adjust the tone to create a warmer, more open closing, which leaves the impression that you are eager to continue the conversation.  

Improvement Example:  
> If there’s anything unclear, I’d be happy to explain further. Just let me know!
 
4. Grammar Mistakes  
Grammar errors are a big no-no in foreign trade, as buyers expect their suppliers to be professional. Most mistakes stem from translation tools that result in expressions not native to the target language. Such errors not only affect the email’s effectiveness but also cause clients to doubt your professionalism.  

Improvement Suggestion:  
For lengthy translated content, it is advisable to first perform an initial translation and then carefully proofread and polish the text to ensure accuracy and fluency.
 
5. Frequent Reminders  
Clients receive a high volume of emails daily, and frequent reminders can quickly become annoying or even cause resentment, ultimately leading to no response or being blocked.  

Error Example:  
> This is the third email I’m sending. Please reply immediately.  

Improvement Suggestion:  
Use gentle, reminding language that nudges the client without creating resistance.  

Improvement Example:  
> Just wanted to follow up on my last email. Let me know if there’s anything I can do to help!
 
6. Lack of a Clear Call to Action (CTA)  
Some email closings do not provide specific instructions on what the recipient should do next, leaving the client unsure of how to respond, which in turn reduces the reply rate.  

Error Example:  
> Let me know your thoughts.  

Improvement Suggestion:  
Incorporate a clear next step in the closing, such as scheduling a call, asking if samples are needed, or inviting the client to an exhibition. This helps to more effectively facilitate further communication and progress the transaction.  

Improvement Example:    
> Would you be available for a quick call this Thursday to discuss the details?

This translation maintains the structure and detailed advice of the original article while ensuring clarity and a professional tone in English.