Ending a letter with clarity and professionalism is crucial as it’s the final impression you leave on your reader. A well-crafted closing can set the tone for future communications, provide clear next steps or instructions, and help build rapport with your audience. Depending on your choice of closing, it may also convey essential information such as your name, job title, phone number, and company details. In this article, we’ll explore the importance of letter endings, provide tips for crafting effective conclusions, and offer 20 examples of closing phrases for various contexts.
Why Letter Endings Are Important
The way you end a letter is significant for several reasons:
1. Sets the Tone for Future Correspondence: The closing is your chance to leave a positive final impression and set the tone for future interactions.
2. Provides Clear Next Steps or Instructions: A well-defined ending can guide the reader on what to do next, making your communication more effective.
3. Builds Rapport with the Reader: A thoughtful closing can strengthen your relationship with the reader, showing professionalism and respect.
Elements of a Letter Ending
1. Concluding Paragraph: This part wraps up the main ideas discussed in the letter. It should remind the reader of any actions they need to take. This helps make sure everything is clear and nothing is missed.
2. Sign-Off: This is a polite way to end the letter. Common sign-offs include “Sincerely,” “Best regards,” or “Yours truly.” Choose one that matches the tone of your letter and shows respect.
3. Signature: Finally, include your signature, which means writing your name. It’s also helpful to add your contact details, like your phone number, email address, and maybe your job title or department. This helps the reader know who the letter is from and how to contact you if needed.
Tips for Ending Your Letter
When crafting your letter’s closing, consider these key points:
1. Define the Desired Action: Clearly outline what you want the reader to do next. Briefly summarize the main points if needed to reinforce your message.
- Example: To recap, please reach out to the finance team at your earliest convenience to review our new budget and start planning for the next quarter.
2. Consider the Reader’s Emotions: Reflect on how you want the reader to feel after reading your letter. Use language that encourages the desired emotional response.
- Example: Thank you for taking the time to read my message—I understand it contains a lot of information, so feel free to contact me with any questions about the new process.
3. Include Necessary Information: Make sure your closing provides all essential details, such as contact information, relevant dates, times, and specific instructions.
- Example: You can reach me at [your phone number] or [your email address] if you need further information. Please review the attached document before our meeting next Monday.
Appropriate Ways to Sign Off
Choose a closing phrase that matches the formality of your letter and your relationship with the recipient.
Most Popular Ways to Close a Letter
1. Sincerely
- Appropriate for all formal correspondence, showing genuine intent.
2. Kind regards
- Friendly yet professional, suitable for follow-ups and updates.
3. Thank you for your time
- Expresses appreciation, ideal for requests or cover letters.
4. Hope to talk soon
- Encourages continued communication.
5. With appreciation
- Conveys gratitude, perfect for cover letters and introductions.
Professional Closings
Use these for formal communication with new contacts, managers, or important stakeholders:
- Thank you,
- Regards,
- Respectfully,
- Cordially,
- With gratitude,
- Best regards,
- In sympathy,
Casual Closings
These are suitable for informal communication with friends, close colleagues, or regular contacts:
- Best,
- All the best,
- Thanks,
- Talk soon,
- Best wishes,
- Warmly,
- Have a good day/evening/weekend,
- Many thanks,
Closings to Avoid in Professional Letters
These closings are too informal for business communication:
- Yours,
- Cheers,
- XOXO
- With love,
- Yours truly,
- Love,
- Always,
How to Format Your Letter Closing
When finalizing your letter, it’s essential to format the closing properly to maintain a professional and polished appearance. Follow these detailed steps to ensure your letter closing is effective and well-organized:
1. Closing Phrase:
- Selection: Choose a polite and appropriate closing phrase that matches the tone of your letter. Common options include “Sincerely,” “Best regards,” “Kind regards,” or “Thank you.”
- Punctuation: Always follow the closing phrase with a comma. This standard punctuation marks the end of your message and precedes your signature.
2. Spacing:
- Purpose: Leave 2-4 lines of space between the closing phrase and your signature. This spacing provides a clean break between the body of the letter and your signature block, enhancing readability and visual appeal.
- Handwritten Letters: For handwritten letters, this space allows room for your handwritten signature.
- Electronic Letters or Emails: In electronic correspondence, the spacing helps separate the closing phrase from the digital signature or contact details, ensuring a clear layout.
3. Signature:
1. Handwritten Letters:
- Handwritten Signature: Sign your name in the space left between the closing phrase and your printed name.
- Printed Name: Include your full name below your handwritten signature.
- Contact Information: Add essential contact details such as your email address and phone number. This information is crucial for the recipient to easily contact you if needed.
- Example: Kind regards,
(Handwritten signature)
[Your Name]
[Email Address]
[Phone Number]
2. Electronic Letters or Emails:
- Printed Name: Type your full name directly below the closing phrase.
- Contact Information: Include your email address, company website, and any other relevant details like a phone number or social media handles.
- Company Logo: If appropriate, you can also include your company logo to enhance brand recognition and professionalism.
- Example: Thank you,
[Your Name]
[Email Address]
[Company Website]
(Company Logo)
Additional Tips for Crafting a Letter Closing
To enhance the effectiveness and professionalism of your letter closing, consider the following detailed tips:
1. Consistency:
- Align with Overall Tone: It’s important to ensure that the style and tone of your closing phrase are consistent with the rest of your letter. For instance, if your letter is formal, your closing should also reflect formality, using phrases like “Sincerely” or “Respectfully.” Conversely, for a more casual letter, opt for a friendly yet professional closing such as “Best regards” or “Cheers.”
- Tone Matching: Pay attention to the language used throughout your letter and match the closing accordingly. This creates a cohesive reading experience and reinforces the message’s tone, whether it is warm, urgent, professional, or friendly.
2. Professionalism:
- Maintaining Formality: Regardless of the letter’s context, it’s essential to maintain a level of professionalism in your closing. This includes using courteous and respectful language, even in less formal communications.
- Appropriate Language: Avoid overly casual or colloquial phrases that might detract from the letter’s professional nature. Phrases like “Thanks a bunch” or “See you later” might be too informal for professional settings.
- Brand Representation: If you’re representing a company or organization, your closing should reflect the brand’s image and values. Use a closing phrase that aligns with the company’s professional standards and ethos.
3. Review:
- Accuracy of Contact Information: Before finalizing your letter, thoroughly review your contact information to ensure it is correct and up-to-date. This includes verifying your email address, phone number, and any other details provided.
- Check for Completeness: Ensure that all necessary contact information is included, so the recipient has multiple ways to reach you if needed. This might include your full name, email address, phone number, company website, and social media handles.
- Proofreading: Double-check for any typos or errors in your closing section. A mistake in your contact details can lead to communication issues and may affect the recipient’s ability to respond promptly.
- Clarity and Readability: Ensure that the formatting of your closing is clear and easy to read. Proper spacing and alignment contribute to the overall presentation and professionalism of your letter.
Frequently Asked Questions
1. What Can I Say Other Than “Best Regards”?
Alternatives to “Best regards” that maintain a professional tone include:
- Respectfully
- All the best
- Thanks in advance
- Looking forward to hearing from you
- Thank you for your time
2. How Do You End a Letter of Complaint?
For complaint letters, maintain politeness and formality. Suitable closings include:
- Yours sincerely
- Sincerely
- Sincerest apologies
- Best regards
3. What Is an Example of a Complimentary Close?
A complimentary close is a polite ending, such as:
- Sincerely
- Cordially
- Yours truly
- With gratitude
- Best regards
4. Why Put Your Name at the End of a Letter?
Including your name finalizes the letter, provides contact information, and reinforces your identity and availability.
5. How Do You End a Letter with Empathy?
Use language that shows understanding and support, like:
- Please feel free to reach out if you have any concerns or need further assistance.
6. How Do You End an Informal Letter Professionally?
Combine a friendly tone with professionalism, such as:
- Best wishes, [Your Name]
Conclusion
Ending a letter effectively is essential for clear communication and making a positive, lasting impression. By choosing the right closing phrase and providing necessary information, you ensure your message is well-received and leave the door open for future interactions. Use the examples and tips provided to craft the perfect ending for your letters.