Crafting a compelling business letter is crucial for effective communication. While the body of your letter delivers the core message, the closing paragraph and the sign-off play a vital role in leaving a lasting impression. A well-chosen closing can reinforce your message, express gratitude, and encourage further action. Choosing the right closing requires careful consideration of your audience, the purpose of your letter, and the overall tone you wish to convey. A generic or inappropriate closing can undermine the impact of your message, whereas a thoughtful and professional closing enhances your credibility and strengthens your relationship with the recipient.
This article provides 20 examples of effective business letter closings, each tailored for different situations and levels of formality. We’ll explore the nuances of each closing, explaining when and how to use them for maximum impact. By mastering the art of the business letter closing, you can ensure that your communication is always professional, persuasive, and memorable. From formal to informal, and from expressing gratitude to encouraging action, you’ll find the perfect closing to suit any business correspondence scenario.
20 Professional Business Letter Closing Examples
1. Sincerely
Sincerely is a classic and versatile closing suitable for almost any business letter. It conveys a sense of genuineness and respect. It is a safe and reliable choice when you are unsure of the recipient’s preferred level of formality. It implies a degree of warmth and sincerity.
Example:
Dear Mr. Smith,
[Body of the letter]
Sincerely,
John Doe
2. Respectfully
Respectfully is a formal closing that demonstrates deference and politeness. It’s appropriate when writing to someone in a position of authority or when addressing a sensitive matter. It is frequently used when disagreeing with the recipient, but in a polite and professional manner. It shows acknowledgment of their position or opinion.
Example:
Dear Dr. Jones,
[Body of the letter]
Respectfully,
Jane Williams
3. Best Regards
Best Regards is a slightly more informal closing that still maintains a professional tone. It’s suitable for colleagues, clients, and acquaintances with whom you have an established relationship. It implies a friendly and cordial sentiment.
Example:
Dear Mary,
[Body of the letter]
Best Regards,
Peter Brown
4. Kind Regards
Similar to “Best Regards,” Kind Regards expresses warmth and goodwill. It’s a good choice for showing appreciation or acknowledging a favor. It suggests a friendly and considerate approach.
Example:
Dear David,
[Body of the letter]
Kind Regards,
Susan Miller
5. Yours Sincerely
Yours Sincerely is a British English equivalent of “Sincerely.” It carries the same level of formality and can be used in similar situations. Be mindful of your audience and location when choosing this closing.
Example:
Dear Mr. Brown,
[Body of the letter]
Yours Sincerely,
Emily Carter
6. Yours Faithfully
Yours Faithfully is a British English closing traditionally used when you do not know the recipient’s name. It’s a very formal closing and is less common in modern business communication, even in the UK, as knowing the recipient’s name is usually possible.
Example:
Dear Sir/Madam,
[Body of the letter]
Yours Faithfully,
Michael Davis
7. Thank you for your time
Thank you for your time is a closing specifically used to express gratitude for the recipient’s attention. It is particularly useful when you are asking for something or requesting a favor. It acknowledges the value of their time.
Example:
Dear Ms. Wilson,
[Body of the letter]
Thank you for your time.
Robert Green
8. Thank you for your consideration
Thank you for your consideration is used to express gratitude for the recipient’s willingness to consider your request or application. It’s often used in cover letters or proposals. It subtly encourages a positive response.
Example:
Dear Mr. Hall,
[Body of the letter]
Thank you for your consideration.
Elizabeth White
9. Best
Best is a short and casual closing suitable for internal communications or correspondence with close colleagues. It is friendly and efficient, but may be too informal for external communications.
Example:
Hi Sarah,
[Body of the letter]
Best,
Tom
10. Warmly
Warmly conveys a sense of personal connection and is suitable for colleagues or clients with whom you have a warm relationship. It’s more personal than “Best Regards” but still professional.
Example:
Dear Jessica,
[Body of the letter]
Warmly,
Kevin
11. Cordially
Cordially is a slightly more formal version of “Warmly.” It expresses sincerity and goodwill. It’s suitable for business acquaintances you know reasonably well.
Example:
Dear Mr. Lee,
[Body of the letter]
Cordially,
Ashley Clark
12. Respectfully yours
Respectfully yours is similar to “Respectfully” but adds a touch more formality. Use it when addressing someone in a high position or when dealing with a sensitive issue requiring utmost politeness.
Example:
Dear President Smith,
[Body of the letter]
Respectfully yours,
Brian Taylor
13. I look forward to hearing from you
I look forward to hearing from you is an action-oriented closing that encourages a response. It’s appropriate when you are expecting further communication or a decision. It clearly states your expectation of a reply.
Example:
Dear Mrs. Davis,
[Body of the letter]
I look forward to hearing from you.
Angela Moore
14. I look forward to your reply
Similar to the previous example, I look forward to your reply emphasizes your expectation of a response. It is slightly more direct and assertive.
Example:
Dear Mr. Johnson,
[Body of the letter]
I look forward to your reply.
Patrick Wilson
15. With appreciation
With appreciation is used to express sincere gratitude for a specific action or favor. It emphasizes your thankfulness and appreciation.
Example:
Dear Ms. Garcia,
[Body of the letter]
With appreciation,
Christopher Hall
16. With gratitude
With gratitude is another way to express thankfulness, often used for more significant acts of kindness or generosity. It is a heartfelt expression of appreciation.
Example:
Dear Dr. Rodriguez,
[Body of the letter]
With gratitude,
Stephanie King
17. All the best
All the best is a friendly and informal closing suitable for colleagues and acquaintances. It conveys good wishes in a casual manner.
Example:
Hi Mike,
[Body of the letter]
All the best,
Daniel
18. Have a great day
Have a great day is a very informal closing best used in internal communications or with individuals you know well. It adds a personal touch and expresses good wishes.
Example:
Hey Lisa,
[Body of the letter]
Have a great day,
Jason
19. Sincerely yours
Sincerely yours is a slightly more traditional and formal version of “Sincerely.” It conveys a sense of respect and formality. It’s a reliable option for general business correspondence.
Example:
Dear Mr. Davis,
[Body of the letter]
Sincerely yours,
Amanda Green
20. Regards
Regards is a simple and versatile closing that is generally considered professional. It is less formal than “Sincerely” but more formal than “Best.” It’s a good choice when you’re unsure of the recipient’s preferred level of formality and is appropriate for most business situations.
Example:
Dear Mr. Thompson,
[Body of the letter]
Regards,
Kevin Lee
Conclusion
Choosing the right business letter closing is essential for creating a positive and professional impression. The examples provided offer a range of options, from formal to informal, and from expressing gratitude to encouraging action. Consider the recipient, the purpose of your letter, and the overall tone you want to convey when selecting your closing. Always proofread your letter carefully to ensure that it is free of errors and that your closing is appropriate for the context. By mastering the art of the business letter closing, you can enhance your communication skills and strengthen your professional relationships.
Remember that the closing is just one part of a well-crafted letter. Pay attention to the salutation, the body of the letter, and the overall presentation to ensure that your message is clear, concise, and professional. With careful planning and attention to detail, you can create business letters that are effective, persuasive, and memorable.
Finally, always be authentic. While these examples provide a solid foundation, adapt them to your own voice and style. A genuine and sincere closing will always be more impactful than a generic or forced one. Let your personality shine through while maintaining a professional demeanor, and your business letters will undoubtedly leave a positive and lasting impression.