End a Letter Formally: Polished Closings for Every Occasion

Crafting a professional and polished formal letter requires attention to detail, and the closing is no exception. A well-chosen closing leaves a lasting impression, reinforcing your message and demonstrating respect for the recipient. Selecting the appropriate closing depends on the relationship you have with the recipient, the purpose of the letter, and the overall tone you wish to convey. Choosing incorrectly can project the wrong image and detract from your communication, therefore, it is important to have several appropriate options available.

This comprehensive guide will equip you with the knowledge and examples you need to confidently end any formal letter. We’ll explore a variety of formal closings, explaining when to use each one and providing clear, concise examples. You’ll learn how to tailor your closing to specific situations, ensuring that your letters always end on a professional and positive note. Also note, we want you to be successful in ending your letters formally and with precision.

17 Formal Letter Closings: Examples and When to Use Them

1. Sincerely

   Best for: Versatile and widely accepted in most formal and professional contexts. A safe and reliable choice.

   Example:
   
   Sincerely,
   
   [Your Name]

2. Respectfully

   Best for: Addressing someone in a position of authority, such as a government official, judge, or senior executive. Conveys deference and politeness.

   Example:
   
   Respectfully,
   
   [Your Name]

3. Respectfully yours

   Best for: Similar to “Respectfully,” but slightly more formal. Suitable for high-ranking individuals or situations where extreme politeness is required.

   Example:
   
   Respectfully yours,
   
   [Your Name]

4. Yours sincerely

   Best for: Common in British English, used when you know the recipient’s name.

   Example:
   
   Yours sincerely,
   
   [Your Name]

5. Yours faithfully

   Best for: Also common in British English, used when you *don’t* know the recipient’s name (e.g., starting with “Dear Sir or Madam”).

   Example:
   
   Yours faithfully,
   
   [Your Name]

6. Kind regards

   Best for: Slightly less formal than “Sincerely,” but still professional. Suitable for someone you’ve communicated with before.

   Example:
   
   Kind regards,
   
   [Your Name]

7. Best regards

   Best for: Similar to “Kind regards,” but slightly more common in American English. Also appropriate for recipients you know.

   Example:
   
   Best regards,
   
   [Your Name]

8. With kind regards

   Best for: Showing a little extra care and is also appropriate for recipients you know.

   Example:
   
   With kind regards,
   
   [Your Name]

9. With best regards

   Best for: Expresses genuine goodwill in business and for professional communications.

   Example:
   
   With best regards,
   
   [Your Name]

10. Cordially

    Best for: Formal and polite, but perhaps a bit old-fashioned. Use with caution unless you are certain it fits the context.

    Example:
    
    Cordially,
    
    [Your Name]

11. Thank you

    Best for: When expressing gratitude is the primary purpose of the letter. Followed by a more formal closing if necessary.

    Example:
    
    Thank you,
    
    Sincerely,
    
    [Your Name]

12. Thank you for your time

    Best for: Polite and professional, especially when requesting something from the recipient. Shows appreciation for their consideration.

    Example:
    
    Thank you for your time,
    
    Sincerely,
    
    [Your Name]

13. Gratefully

    Best for: Appropriate for when the person has gone out of their way to help you.

    Example:
    
    Gratefully,
    
    [Your Name]

14. Yours truly

    Best for: Generally acceptable, but can sound slightly dated. Use with discretion.

    Example:
    
    Yours truly,
    
    [Your Name]

15. Very truly yours

    Best for: A more formal version of “Yours truly.” Use when a more traditional closing is desired.

    Example:
    
    Very truly yours,
    
    [Your Name]

16. Best wishes

    Best for: More personal than other options, but still acceptable in some professional contexts, particularly when you have a friendly relationship with the recipient.

    Example:
    
    Best wishes,
    
    [Your Name]

17. Looking forward to hearing from you

    Best for: Ending your letter expressing the hope you will receive information back from the recipient.

    Example:
    
    Looking forward to hearing from you,
    
    [Your Name]

Key Considerations When Choosing a Formal Closing

Beyond the specific examples above, consider these factors to ensure you choose the most appropriate closing:

• Your Relationship with the Recipient: How well do you know the person? Are they a superior, a colleague, or a client? Your existing relationship should influence the formality of your closing.
• The Purpose of the Letter: Is it a thank-you note, a job application, a complaint, or a request? The purpose will dictate the overall tone and the most fitting closing.
• The Industry and Company Culture: Some industries and companies have more formal cultures than others. Be aware of these norms when choosing your closing. If unsure, err on the side of caution and choose a more formal option.
• Your Level of Comfort: While it’s important to be professional, also choose a closing that feels natural and authentic to you. Forcing an overly formal closing can feel awkward.
• American vs. British English: Be mindful of the different conventions. “Yours sincerely” and “Yours faithfully” are standard in British English, while “Sincerely” is more common in American English.

Common Mistakes to Avoid

• Using Informal Closings: Avoid closings like “Cheers,” “Take care,” or “Later” in formal letters. These are inappropriate and unprofessional.
• Overusing “Sincerely”: While a safe option, “Sincerely” can become repetitive. Vary your closings to add personality and show thoughtfulness.
• Misusing “Yours Truly”: This closing can sound dated. Only use it if you’re comfortable with a more traditional tone.
• Forgetting a Comma: Always place a comma after the closing (e.g., “Sincerely,”).
• Not Signing Your Name: Always include a handwritten signature (if sending a physical letter) and a typed name below the closing.

Formatting Your Closing Correctly

The correct formatting of your letter closing is just as important as the words you choose.

1. Placement: The closing should be placed two lines below the last paragraph of your letter.
2. Capitalization: Capitalize the first word of the closing only (e.g., “Sincerely,” not “Sincerely,”).
3. Comma: Always include a comma after the closing.
4. Signature: Leave four lines of space after the closing for your handwritten signature (if sending a physical letter).
5. Typed Name: Type your name below the signature space.
6. Title (Optional): You can include your title (e.g., “Marketing Manager”) below your name.

Example:

[Last paragraph of your letter]

Sincerely,

John Doe

Marketing Manager

If sending an email, simply type your name below the closing; a handwritten signature is not necessary.

Adapting to Digital Communication: Email and Online Platforms

While the principles of formal letter closings generally apply to email, there’s slightly more flexibility. In email, you can sometimes be a little less formal, especially if you have an established relationship with the recipient. However, always err on the side of professionalism, especially in initial communications or when addressing someone in a position of authority.

Email Closing Considerations:

• Conciseness: Keep your closing brief and to the point. Avoid lengthy or overly elaborate closings.
• Context: Consider the context of the email chain. If you’ve been exchanging emails back and forth, a simple “Best” or “Thanks” might be appropriate.
• Signature Block: A professional email signature block can complement your closing. Include your name, title, company, and contact information.

Example Email Closing:

Subject: Project Update

Hi [Recipient Name],

[Body of email]

Thanks,

[Your Name]

[Your Title]

[Your Company]

[Your Phone Number]