The closing of a letter, often referred to as the valediction or complimentary close, is more than just a formality. It’s the final impression you leave on the reader, subtly influencing their perception of your message and your professionalism. Choosing the right closing depends heavily on the context of your letter, your relationship with the recipient, and the overall tone you wish to convey.
A well-chosen sign-off can reinforce your message, express gratitude, or encourage further action. Conversely, an inappropriate or carelessly selected closing can undermine your credibility and detract from the impact of your letter. This article provides a comprehensive guide to selecting the perfect letter closing, offering 18 examples for various situations, from formal business correspondence to more personal communications. We’ll explore the nuances of each sign-off, providing guidance on when and how to use them effectively.
Understanding the Importance of a Strong Letter Closing
While the body of your letter conveys the core message, the closing acts as a bridge, solidifying the connection with the reader and setting the stage for future interactions. It provides an opportunity to express your respect, appreciation, or eagerness for a response. A strong closing demonstrates attention to detail and reinforces your professional image.
Consider the following factors when selecting your letter closing:
- Formality: How formal is the overall tone of your letter?
- Relationship: What is your relationship with the recipient (e.g., colleague, client, supervisor, friend)?
- Purpose: What is the purpose of your letter (e.g., request, thank you, inquiry, complaint)?
- Desired Action: What action do you want the recipient to take after reading your letter?
By carefully considering these factors, you can choose a closing that complements your message and achieves your desired outcome.
18 Effective Letter Closings with Examples
1. Sincerely
Use: A classic and versatile closing suitable for most formal business letters. It conveys respect and professionalism without being overly stiff.
Example:
Sincerely,
[Your Name]
2. Best regards
Use: Slightly less formal than “Sincerely,” but still appropriate for business correspondence. Conveys a friendly and respectful tone.
Example:
Best regards,
[Your Name]
3. Regards
Use: Even more informal than “Best regards,” but still professional enough for many business contexts, especially when you have an existing relationship with the recipient.
Example:
Regards,
[Your Name]
4. Respectfully
Use: Reserved for situations where you need to show a high level of deference, such as when writing to a superior or someone in a position of authority.
Example:
Respectfully,
[Your Name]
5. Yours truly
Use: A traditional closing that is still acceptable in some formal contexts, although it can sound somewhat dated to some. Use with caution.
Example:
Yours truly,
[Your Name]
6. Yours sincerely
Use: Common in British English and can be used in formal letters when you know the recipient’s name. (If you started with “Dear Mr./Ms./Dr. [Last Name]”)
Example:
Yours sincerely,
[Your Name]
7. Thank you
Use: Appropriate when the primary purpose of your letter is to express gratitude. Can be followed by “Sincerely” or “Best regards” for a more complete closing.
Example:
Thank you,
[Your Name]
8. Thank you for your time
Use: A polite way to acknowledge the recipient’s time and consideration, especially when you are making a request or asking for something.
Example:
Thank you for your time,
[Your Name]
9. Looking forward to hearing from you
Use: Ideal when you anticipate a response from the recipient, indicating your eagerness to continue the conversation or receive feedback.
Example:
Looking forward to hearing from you,
[Your Name]
10. I look forward to your reply
Use: Similar to “Looking forward to hearing from you,” but perhaps slightly more formal. Suitable when a response is expected.
Example:
I look forward to your reply,
[Your Name]
11. Best
Use: A concise and friendly closing suitable for emails and less formal business communications. Use when you have an established relationship.
Example:
Best,
[Your Name]
12. Kind regards
Use: A warm and friendly closing that expresses goodwill. Suitable for professional emails and letters where you want to convey a positive and approachable tone.
Example:
Kind regards,
[Your Name]
13. Warmly
Use: A personal and affectionate closing suitable for close colleagues, friends, or family. Avoid in formal business settings.
Example:
Warmly,
[Your Name]
14. With appreciation
Use: Use when expressing sincere gratitude. More emphatic than a simple “Thank you.”
Example:
With appreciation,
[Your Name]
15. Faithfully
Use: A very formal closing, almost archaic. Generally only used if you started the letter with “Dear Sir” or “Dear Madam” (and didn’t know their name). Increasingly rare in modern business communication.
Example:
Faithfully,
[Your Name]
16. All the best
Use: Similar to “Best regards” but slightly more casual. Suitable for colleagues and acquaintances.
Example:
All the best,
[Your Name]
17. Have a great day
Use: Very informal and friendly. Suitable for internal emails or when you have a very casual relationship with the recipient. Use with discretion.
Example:
Have a great day,
[Your Name]
18. [No Closing]
Use: In very informal emails, especially internal communications, a closing might be omitted entirely, particularly if the communication is part of an ongoing conversation.
Example:
[Your Name]
Formatting Your Letter Closing
The proper formatting of your letter closing is just as important as the choice of words. Follow these guidelines for a professional presentation:
- Placement: The closing should be placed two lines below the last paragraph of your letter.
- Capitalization: Capitalize only the first word of the closing.
- Comma: Follow the closing with a comma.
- Signature: Leave four lines of space below the closing for your signature.
- Typed Name: Type your full name below your signature line.
- Job Title (Optional): You may include your job title below your name, especially in formal business correspondence.
Common Mistakes to Avoid
Choosing the wrong closing can undermine your message and create a negative impression. Here are some common mistakes to avoid:
- Overly Familiar Closings: Avoid using overly familiar closings like “Love,” “Hugs,” or “Cheers” in professional contexts.
- Inconsistent Tone: Ensure your closing matches the overall tone of your letter. Don’t use a formal closing in an informal letter, or vice versa.
- Typos and Grammatical Errors: Proofread your closing carefully for any typos or grammatical errors.
- Using a Closing You Don’t Understand: If you’re not sure what a particular closing means or when to use it, avoid it.
Conclusion: Mastering the Art of the Letter Closing
Selecting the perfect letter closing is a crucial step in effective communication. By carefully considering the context, your relationship with the recipient, and the overall tone of your message, you can choose a sign-off that reinforces your message, expresses your respect, and leaves a positive lasting impression. Remember to always proofread your letter and closing before sending it to ensure a professional and polished final product. The examples provided in this article offer a solid foundation for crafting effective letter closings in a variety of situations, allowing you to communicate with confidence and clarity.