Effective Letter Closure: Sample Phrases & Best Practices

The closing of a letter, often referred to as the complimentary close, is a crucial element of effective communication. It’s the final opportunity to leave a positive and lasting impression on the recipient. Choosing the right closing phrase depends heavily on the context of the letter, the relationship between the sender and recipient, and the overall tone you wish to convey.

Selecting an appropriate closure demonstrates respect, professionalism, and attention to detail. It can significantly impact how your message is received and the likelihood of a favorable response. This guide provides a comprehensive overview of letter closure best practices and offers a variety of sample phrases suitable for diverse scenarios.

Below are 20 sample letter closures, categorized by formality and context, to help you choose the perfect ending for your correspondence.

Formal Business Letters

1. Sincerely,

   This is the most standard and versatile formal closing. It’s appropriate for almost any business letter, regardless of the recipient.

2. Respectfully,

   Use this when writing to someone in a position of authority or someone you hold in high esteem. It conveys deference and appreciation.

3. Yours sincerely,

   Common in British English, this is a slightly more formal alternative to “Sincerely.” It is generally used if you have addressed the recipient by name in the salutation (e.g., “Dear Mr. Smith”).

4. Yours faithfully,

   Also common in British English, this is used when you have addressed the recipient with a generic salutation (e.g., “Dear Sir/Madam”).

5. Best regards,

   Slightly less formal than “Sincerely,” but still appropriate for business correspondence. It’s a good choice when you want to maintain a professional tone but also appear friendly.

6. Kind regards,

   Similar to “Best regards,” this conveys warmth and goodwill while remaining professional. Suitable for established business relationships.

7. Thank you for your consideration,

   Use this when you are requesting something or applying for a job. It expresses gratitude and politeness.

8. Looking forward to hearing from you,

   Indicates anticipation and eagerness for a response. Appropriate when you expect further communication.

9. Thank you for your time,

   Shows appreciation for the recipient’s time and attention. Suitable when you have made a request or presented information.

10. Sincerely yours,

    A slightly more personal version of “Sincerely,” but still appropriate for many business contexts. It adds a touch of warmth without being overly familiar.

Semi-Formal & Professional Letters

11. Best,

    A concise and friendly closing that is suitable for professional emails and letters where you have an established relationship with the recipient.

12. Regards,

    Similar to “Best,” this is a simple and versatile closing for professional communication.

13. Warm regards,

    A slightly warmer version of “Regards,” suitable for friendly professional relationships.

14. With appreciation,

    Expresses gratitude in a professional and sincere manner. Use when you are thankful for something specific.

15. Hope to hear from you soon,

    Indicates your desire for a prompt response, but should be used cautiously to avoid sounding demanding.

Informal & Personal Letters

16. Best wishes,

    A friendly and versatile closing suitable for personal letters to friends and family.

17. All the best,

    Similar to “Best wishes,” this conveys goodwill and positive feelings.

18. Love,

    Reserved for close family members and romantic partners. Expresses deep affection.

19. Thinking of you,

    A thoughtful closing for someone you care about, especially during a difficult time.

20. Take care,

    A friendly and casual closing suitable for friends and acquaintances.

Key Considerations When Choosing a Letter Closure

• Formality: The level of formality should match the overall tone of the letter and the relationship with the recipient.
• Relationship: Consider your relationship with the recipient. A close friend warrants a different closing than a potential employer.
• Context: The purpose of the letter influences the appropriate closing. A thank-you note should have a different ending than a complaint letter.
• Audience: Be mindful of cultural differences and expectations. What is acceptable in one culture may not be in another.
• Company Policy: Some organizations have specific guidelines for business correspondence. Adhere to these policies when applicable.

Common Mistakes to Avoid in Letter Closures

• Overly Familiar Closings: Avoid using overly casual or affectionate closings in formal business letters. This can be perceived as unprofessional and disrespectful.
• Contradictory Tone: Ensure the closing aligns with the overall tone of the letter. A negative or demanding tone followed by a warm closing can feel insincere.
• Clichés: While some standard closings are acceptable, avoid using overused or outdated phrases that lack originality.
• Typos and Grammatical Errors: Proofread your letter carefully for any typos or grammatical errors in the closing. Even a small mistake can undermine your credibility.
• Inappropriate Closings: Avoid using closings that are irrelevant to the letter’s purpose or the recipient’s position.