Professional Letter Closings: Examples & Best Practices

The closing of a letter is a crucial element that leaves a lasting impression on the recipient. It’s more than just a formality; it’s an opportunity to reinforce your message, express gratitude, and set the tone for future interactions. Choosing the right closing can significantly impact how your letter is perceived, shaping the reader’s overall impression of your professionalism and sincerity. A well-crafted closing can strengthen relationships, encourage a desired response, and ultimately contribute to the success of your communication.

Selecting the appropriate closing depends heavily on the context of the letter, your relationship with the recipient, and the overall tone you wish to convey. A formal business letter to a potential client requires a different closing than a thank-you note to a close colleague. Considerations include the level of formality, the purpose of the letter, and the existing rapport between you and the reader. This guide explores a range of professional letter closing examples, providing insights into their appropriate usage and helping you master the art of crafting impactful and effective sign-offs for any situation. By carefully considering these factors, you can ensure your letter ends on a positive and professional note.

8 Professional Letter Closing Examples

Here are eight examples of professional letter closings, each with explanations of when and how to use them effectively.

1. Sincerely

Sincerely is a classic and widely accepted closing suitable for most professional letters. It conveys respect and professionalism, making it a safe and reliable choice for a variety of situations. It’s especially appropriate when you’re writing to someone you don’t know well or when maintaining a formal tone is essential.

Dear Mr. Smith,


[Body of Letter]


Sincerely,

[Your Name]

[Your Title]
        

2. Best Regards

Best Regards offers a slightly warmer and more personal feel than Sincerely. It’s appropriate for professional correspondence where you have some level of familiarity with the recipient but still want to maintain a respectful distance. It’s a good choice for colleagues, clients you’ve worked with before, or contacts within your industry.

Dear Ms. Johnson,


[Body of Letter]


Best Regards,

[Your Name]

[Your Title]
        

3. Kind Regards

Similar to Best Regards, Kind Regards expresses goodwill and respect. It’s suitable for situations where you want to convey a sense of warmth and approachability while remaining professional. It’s a particularly good choice when expressing thanks or appreciation. This closing subtly suggests a positive and courteous relationship.

Dear Dr. Lee,


[Body of Letter]


Kind Regards,

[Your Name]

[Your Title]
        

4. Respectfully

Respectfully is a formal closing that expresses deference and esteem. It’s most appropriate when writing to someone in a position of authority or when addressing a sensitive or delicate matter. This closing is powerful but should be used judiciously, as overuse can diminish its impact. Use it when acknowledging someone’s seniority or expertise.

To the Honorable Judge Davis,


[Body of Letter]


Respectfully,

[Your Name]

[Your Title]
        

5. Yours Truly

Yours Truly is another traditional closing that indicates sincerity. While slightly less common than Sincerely, it still maintains a formal tone and is appropriate for business letters, especially in industries with a more traditional approach to correspondence. It can convey a sense of authenticity and earnestness.

Dear Mr. Brown,


[Body of Letter]


Yours Truly,

[Your Name]

[Your Title]
        

6. Thank you

Thank you, while simple, is a powerful closing, especially when expressing gratitude is central to your letter’s purpose. It’s appropriate for thank-you notes, letters of appreciation, or any communication where you want to acknowledge someone’s help or contribution. You can also use variations like Thank you for your time or Thank you for your consideration.

Dear Ms. Wilson,


[Body of Letter]


Thank you,

[Your Name]

[Your Title]
        

7. Best

Best is a concise and modern closing that’s suitable for emails and less formal professional correspondence. It conveys a sense of friendliness and efficiency. It’s appropriate for colleagues, clients you know well, or internal communications. However, avoid using it in very formal situations.

Dear John,


[Body of Letter]


Best,

[Your Name]
        

8. Cordially

Cordially expresses warmth and friendliness while still maintaining a level of professionalism. It’s appropriate for situations where you want to build rapport and create a positive connection with the recipient. It’s a good choice for invitations, networking emails, or letters expressing congratulations.

Dear Mr. Garcia,


[Body of Letter]


Cordially,

[Your Name]

[Your Title]
        

Sample Letter Closings – Expanded Examples

This section provides more detailed examples of how to incorporate the closing examples into full letter scenarios, highlighting the context and tone of each.

1. Sincerely (Formal Business Letter)

Scenario: A cover letter applying for a senior management position.

[Your Address]

[Date]


[Hiring Manager Name]

[Hiring Manager Title]

[Company Name]

[Company Address]


Dear Mr./Ms. [Hiring Manager Last Name],


I am writing to express my keen interest in the Senior Management position at [Company Name], as advertised on [Platform]. With over 15 years of experience in leading and managing high-performing teams, I am confident that my skills and expertise align perfectly with the requirements of this role.


[Body of Letter detailing experience and qualifications]


I am eager to learn more about this opportunity and discuss how my contributions can benefit [Company Name]. Thank you for your time and consideration.


Sincerely,


[Your Typed Name]

[Your Phone Number]

[Your Email Address]
        

2. Best Regards (Following Up with a Client)

Scenario: An email following up with a client after a successful project completion.

Subject: Project [Project Name] - Follow Up


Dear [Client Name],


I hope this email finds you well.


I'm writing to follow up on the successful completion of Project [Project Name].  We're thrilled with the positive feedback we've received so far, and we're confident that the results will continue to benefit your organization.


We value your partnership and appreciate the opportunity to have worked with you on this project. Please don't hesitate to reach out if you have any questions or require further assistance.


Best Regards,


[Your Name]

[Your Title]

[Company Name]
        

3. Kind Regards (Expressing Appreciation to a Mentor)

Scenario: A thank-you email to a mentor for their guidance and support.

Subject: Thank You for Your Guidance


Dear [Mentor Name],


I hope this email finds you well.


I wanted to take a moment to express my sincere gratitude for your mentorship and guidance over the past [Time Period]. Your insights and support have been invaluable in helping me navigate [Specific Situation or Challenge].


I truly appreciate your willingness to share your expertise and provide constructive feedback.  I am grateful for the impact you have had on my professional development.


Kind Regards,


[Your Name]

[Your Title]
        

4. Respectfully (Writing to a Government Official)

Scenario: A letter to a senator expressing your opinion on a proposed bill.

[Your Address]

[Date]


The Honorable [Senator's Full Name]

[Senator's Office Address]


Dear Senator [Senator's Last Name],


I am writing to express my concerns regarding the proposed bill [Bill Number and Title]. As a constituent and a [Your Profession/Area of Expertise], I believe this bill will have a significant impact on [Specific Area Affected].


[Body of Letter outlining your arguments and opinions]


Thank you for your time and consideration of my views. I urge you to carefully consider the potential consequences of this bill before making a decision.


Respectfully,


[Your Full Name]
        

5. Yours Truly (Responding to a Formal Inquiry)

Scenario: A letter responding to a formal inquiry about your company’s services.

[Your Company Address]

[Date]


[Inquirer's Name]

[Inquirer's Title]

[Company Name]

[Company Address]


Dear Mr./Ms. [Inquirer's Last Name],


Thank you for your interest in [Your Company Name] and our range of services. We have received your inquiry and are pleased to provide you with the requested information.


[Body of Letter providing details about your services]


We are confident that our solutions can meet your needs and contribute to your success. Please do not hesitate to contact us if you have any further questions.


Yours Truly,


[Your Typed Name]

[Your Title]

[Your Company Name]
        

6. Thank you (Writing a Thank-You Note After an Interview)

Scenario: An email sent shortly after a job interview.

Subject: Thank You - [Your Name] - [Job Title] Interview


Dear [Interviewer's Name],


Thank you so much for taking the time to interview me for the [Job Title] position today. I truly enjoyed learning more about the role and [Company Name].


Our conversation further solidified my interest in this opportunity, and I am confident that my skills and experience align well with the requirements of the position. I was particularly interested in [Specific aspect of the role or company discussed].


Thank you again for your time and consideration. I look forward to hearing from you soon.


[Your Name]

[Your Phone Number]

[Your Email Address]
        

7. Best (Informal Email to a Colleague)

Scenario: A quick email to a colleague requesting feedback on a draft document.

Subject: Draft Document - Feedback Request


Hi [Colleague's Name],


Hope you're having a good week.


I've attached a draft of the [Document Name] for your review. Would you mind taking a look and providing any feedback you have?  I'm particularly interested in your thoughts on [Specific section or aspect].


Let me know if you have any questions.


Best,


[Your Name]
        

8. Cordially (Invitation to a Networking Event)

Scenario: An email invitation to a networking event hosted by your company.

Subject: Invitation to [Event Name] - Networking Opportunity


Dear [Recipient Name],


We are pleased to invite you to [Event Name], a networking event hosted by [Your Company Name] on [Date] at [Time] at [Location].


This event will provide an excellent opportunity to connect with industry professionals, learn about the latest trends, and expand your network.  We will have presentations, interactive sessions, and opportunities for informal conversation.


We hope you will join us for an evening of insightful discussion and valuable connections. Please RSVP by [RSVP Date] by clicking on this link: [Registration Link]


Cordially,


[Your Name]

[Your Title]

[Your Company Name]