How to End a Formal Letter: Closing Etiquette & Examples

The closing of a formal letter is just as important as the opening. It’s your final opportunity to leave a positive and professional impression on the recipient. Choosing the right closing can reinforce your message, express your respect, and encourage a desired response. Understanding the nuances of formal letter endings is essential for effective communication in business, academic, and official contexts. It’s not just about choosing words; it’s about conveying the right tone and level of formality.

Selecting the appropriate closing depends largely on your relationship with the recipient and the overall purpose of the letter. A closing that’s too casual could undermine your professionalism, while one that’s overly formal might seem stiff and impersonal. This guide provides a comprehensive overview of various formal letter closings, along with numerous examples to help you navigate different scenarios. From traditional options to more contemporary alternatives, we’ll explore the best ways to end your formal letters effectively.

Understanding the Importance of a Formal Letter Closing

The closing of a formal letter is more than just a perfunctory ending; it serves several crucial purposes:

1. Reinforces Professionalism: A well-chosen closing reinforces your professionalism and attention to detail. It shows that you understand and respect the conventions of formal communication.
2. Expresses Gratitude: It provides an opportunity to thank the recipient for their time, consideration, or assistance. This can be particularly important in cover letters, thank-you notes, and letters requesting information.
3. Indicates Anticipation: It can subtly indicate your anticipation of a response or further action. This is especially useful in follow-up letters or proposals.
4. Reiterates Key Points: While not always necessary, a brief restatement of a key point or desired outcome can subtly reinforce your message.
5. Leaves a Lasting Impression: The closing is the last thing the recipient reads, so it leaves a lasting impression. Make sure it’s a positive and professional one.

Factors to Consider When Choosing a Closing

Several factors should influence your choice of closing:

1. Relationship with the Recipient: Your relationship with the recipient is the most important factor. Are they a close colleague, a potential employer, or a complete stranger? The closer your relationship, the slightly less formal you can be.
2. Formality of the Letter: The overall formality of the letter itself should guide your choice. A very formal letter, such as a legal document, requires a more traditional closing.
3. Purpose of the Letter: The purpose of the letter is also important. A thank-you note might warrant a more heartfelt closing than a business proposal.
4. Industry Standards: Certain industries have their own preferred closings. Research industry best practices to ensure you’re using an appropriate closing.
5. Personal Preference (Within Limits): While professionalism is paramount, you can inject a small degree of personal preference, as long as it remains within the bounds of formality.

Common Formal Letter Closings and Their Usage

Here’s a breakdown of common formal letter closings, along with guidance on when to use them:

1. Sincerely: This is the most widely accepted and versatile formal closing. It’s appropriate for almost any situation and any level of familiarity.
2. Respectfully: Use this when addressing someone of high rank or authority, or when you want to convey a high degree of deference.
3. Yours Sincerely: This is a slightly more formal alternative to “Sincerely” and is common in British English.
4. Yours Faithfully: Use this only when you don’t know the recipient’s name and have started the letter with “Dear Sir/Madam” or “To Whom It May Concern.”
5. Best Regards: This is a slightly less formal option than “Sincerely” but still appropriate for most business contexts.
6. Kind Regards: Similar to “Best Regards,” this is a slightly warmer and more personal option.
7. With Regards: Another option similar to “Best Regards” and “Kind Regards,” suitable for professional correspondence.
8. Thank you for your time: This is particularly appropriate when the recipient is doing you a favor or considering a request.
9. Thank you for your consideration: Similar to “Thank you for your time,” this is used when they are considering you for something like a job or opportunity.
10. Looking forward to hearing from you: This indicates that you anticipate a response and are eager to continue the conversation.
11. I look forward to hearing from you: A more formal version of “Looking forward to hearing from you.”
12. Hoping to hear from you soon: A slightly more casual version of expressing anticipation for a response.
13. Awaiting your reply: A more direct way of stating that you are waiting for a response, can sound a bit demanding if not used carefully.
14. Best wishes: A generally friendly and appropriate closing for someone you have corresponded with before.
15. Cordially: A more formal and somewhat old-fashioned closing, best used in highly formal situations.
16. Yours Truly: A less common option, generally considered slightly more personal than “Sincerely” but still formal.
17. Respectfully submitted: Used when submitting a formal document, report, or proposal.
18. In anticipation of your response: A more formal and less common way to express that you are expecting a response.
19. Gratefully, Used when the recipient has done you a considerable favor or provided significant assistance.
20. With Appreciation, Similar to gratefully, used to express thankfulness.
21. Faithfully yours, Formal closing, used when corresponding with religious officials.
22. Regards, A simple, professional closing, suitable for people you’ve worked with or met before.
23. Best, Short for Best Regards, good for maintaining a balance between professional and friendly.
24. All the best, More casual than Best Regards, suitable for when you have a good working relationship with the recipient.
25. Warmly, Conveys a sense of warmth and connection.

Closings to Avoid

Certain closings are generally inappropriate for formal letters:

• Love: This is only appropriate for intimate personal relationships.
• Cheers: Too casual for most formal situations.
• Take care: Too informal, unless you have a close relationship with the recipient.
• Later: Highly unprofessional.
• Anything overly familiar or slang: Avoid any slang or overly casual language.

Punctuation and Formatting

Pay attention to punctuation and formatting:

• Capitalization: Capitalize the first word of the closing.
• Comma: Always place a comma after the closing.
• Spacing: Leave 3-4 lines of space for your signature.
• Signature: Sign your name in ink.
• Typed Name: Type your name below your signature.

25+ Sample Letters with Different Closings

Here are some sample letters demonstrating the use of different closings:

Conclusion

Choosing the right closing for your formal letter is a crucial detail that can significantly impact the recipient’s perception of you and your message. By considering the relationship you have with the recipient, the purpose of your letter, and the overall tone you wish to convey, you can select a closing that is both appropriate and effective. Remember to pay attention to punctuation and formatting, and always strive for a professional and respectful tone. By following these guidelines, you can ensure that your formal letters leave a positive and lasting impression. With the correct closing, you can ensure your message has the impact you are hoping to achieve.