Formal Letter Closings: Expert Guide & Examples

How to Finish a Formal Letter: The Art of a Professional Sign-Off

Crafting a compelling formal letter requires attention to detail from the salutation to the very last word. The closing, in particular, is your final opportunity to leave a positive impression and reinforce the purpose of your communication. Choosing the right closing phrase can significantly impact how your letter is received. A weak or inappropriate closing can undermine the professionalism you’ve carefully cultivated throughout the letter. Therefore, it’s crucial to understand the nuances of formal letter closings and select one that aligns with your relationship with the recipient and the overall tone of your message. This guide will explore various closing options, offering examples and explanations to help you master the art of the professional sign-off.

Selecting the appropriate closing for your formal letter depends heavily on the relationship you have with the recipient and the context of your message. For instance, if you’re writing to someone you know well on a professional level, a slightly warmer closing might be acceptable. However, if you’re addressing someone you’ve never met or someone in a position of authority, a more formal and reserved closing is essential. Furthermore, the nature of your letter – whether it’s a request, a complaint, an application, or a thank-you note – will also influence your choice. By carefully considering these factors, you can ensure that your closing is both appropriate and effective in conveying your intended message.

16 Sample Letter Closings for Various Situations

Here are 16 examples of formal letter closings, categorized by their level of formality and appropriate context. Remember to choose the closing that best suits your specific situation.

Highly Formal Closings (Use for initial contact or high-level authority)

1. Respectfully,

   This is the most formal option, best suited for addressing individuals in positions of significant authority, such as government officials, high-ranking executives, or members of the clergy. It expresses a deep sense of deference and should be used sparingly.

2. Very respectfully,

   A slight variation of “Respectfully,” adding an extra layer of emphasis on the respect being conveyed. Use in similar situations as “Respectfully,” but when you want to further underscore your deference.

3. Yours faithfully,

   This closing is traditionally used when you do not know the name of the person you are writing to (i.e., you started with “Dear Sir or Madam”). While less common now, it remains a valid option in highly formal contexts.

Formal Closings (Appropriate for most business correspondence)

4. Sincerely,

   This is the most common and widely accepted formal closing. It’s appropriate for a broad range of business letters and emails, especially when you know the recipient’s name (i.e., you started with “Dear Mr./Ms./Dr. [Last Name]”).

5. Sincerely yours,

   A slightly more emphatic version of “Sincerely,” conveying a genuine tone.

6. Regards,

   A simple and professional closing that is suitable for many formal situations. It’s slightly less formal than “Sincerely” but still maintains a respectful tone.

7. Best regards,

   A warmer alternative to “Regards,” adding a touch of goodwill. Appropriate when you have a pre-existing professional relationship with the recipient.

8. Yours sincerely,

   Common in British English, equivalent to “Sincerely” in American English. Used when you know the recipient’s name.

9. With best regards,

   Similar to “Best regards,” but can sound slightly more formal depending on the context. Often used when expressing gratitude or acknowledging assistance.

Semi-Formal Closings (Use for established professional relationships)

10. Best,

    A concise and friendly closing suitable for ongoing professional relationships. It’s more informal than “Sincerely” but still maintains a professional tone.

11. Kind regards,

    Expresses warmth and goodwill. Appropriate when you have a friendly working relationship with the recipient.

12. Warm regards,

    Similar to “Kind regards,” but with a slightly more personal touch. Use with colleagues or clients you know well.

Closings Focused on Anticipation or Action

13. Thank you for your time and consideration,

    Expresses gratitude and acknowledges the recipient’s effort in reviewing your letter. Useful when applying for a job, requesting a favor, or seeking information.

14. Thank you for your assistance,

    Specifically thanks the recipient for their help, whether past, present, or anticipated.

15. Looking forward to hearing from you,

    Indicates anticipation of a response. Appropriate when you expect a follow-up from the recipient.

16. Looking forward to your reply,

    Similar to the previous closing, but emphasizes the expectation of a response. Use when a reply is crucial.

Important Considerations Beyond the Closing Phrase

While choosing the right closing phrase is important, several other factors contribute to a professional and impactful sign-off:

• Consistency: Maintain a consistent tone throughout your letter. Don’t use overly formal language in the body and then end with a casual closing, or vice versa.

• Punctuation: Always use a comma after the closing phrase (e.g., Sincerely,). This is a standard grammatical convention.

• Spacing: Leave 3-4 blank lines between the closing phrase and your typed name to allow space for your signature. If sending an email, this is less critical but still recommended to maintain visual clarity.

• Signature: In a printed letter, always sign your name in ink between the closing phrase and your typed name. In an email, a digital signature is acceptable, or simply typing your name is often sufficient.

• Title/Position: Include your title or position below your name, especially when writing in a professional capacity. This provides context for your letter and reinforces your authority.

• Contact Information: Consider including your phone number and email address below your title, especially if you’re seeking a response or making a request.

• Avoid Clichés: Steer clear of outdated or overly familiar closings like “Yours truly” or “Best wishes.” While not inherently incorrect, they can sound generic and lack impact.

• Proofread: Always proofread your entire letter, including the closing, before sending. Errors can undermine your credibility and detract from your message.

• Consider the Cultural Context: Be aware that closing conventions can vary across cultures. Research appropriate closings if writing to someone from a different cultural background.