Letter Closings: Professional & Personal Endings

The closing of a letter, often referred to as the valediction, is a crucial element that leaves a lasting impression on the recipient. It’s the final touch that can reinforce your message, express your sincerity, and set the tone for future interactions. Choosing the appropriate closing depends heavily on the context of the letter, your relationship with the recipient, and the overall purpose of your communication. A poorly chosen closing can undermine the entire message, making you appear insincere or unprofessional, while a well-crafted closing can strengthen your rapport and solidify your message.

Navigating the nuances of letter closings requires careful consideration. From formal business correspondence to heartfelt personal notes, there’s a closing that perfectly fits the occasion. This guide explores a wide range of closing options, providing examples and best practices to help you select the perfect ending for any letter. We’ll delve into professional closings suitable for job applications, business proposals, and formal inquiries, as well as personal closings ideal for expressing warmth and affection in letters to friends and family. We’ll also address common mistakes to avoid and offer tips for crafting a closing that is both authentic and effective.

Professional Letter Closings

In the realm of professional correspondence, selecting the right closing is paramount. It reflects your professionalism, respect, and attention to detail. Here are some commonly used professional closings, along with guidance on when to use them:

• Sincerely: This is a classic and universally accepted closing suitable for most professional situations. It conveys politeness and respect without being overly formal. It’s a safe choice when you’re unsure about the recipient’s preferences.
• Respectfully: This closing is appropriate when addressing someone in a position of authority or someone you hold in high esteem. It conveys deference and acknowledgement of their status.
• Best regards: A slightly more informal option than “Sincerely,” “Best regards” is suitable for situations where you have an established, professional relationship with the recipient. It conveys warmth and friendliness while maintaining a professional tone.
• Kind regards: Similar to “Best regards,” “Kind regards” adds a touch of warmth and sincerity. It’s appropriate for situations where you want to express a friendly and approachable demeanor.
• Yours truly: This closing is a more formal alternative to “Sincerely” and is often used in legal or official correspondence.
• Thank you for your consideration: This closing is particularly effective when you are requesting something or expressing gratitude for the recipient’s time and attention. It shows appreciation and leaves a positive impression.
• Looking forward to hearing from you: Use this closing when you anticipate a response from the recipient and want to express your eagerness to continue the conversation. It implies that you value their input and are interested in further interaction.
• Sincerely yours: A slightly more formal version of “Sincerely,” often used in traditional business correspondence.

Important Considerations:

• Formality: Always consider the level of formality required by the situation. If you are writing to a superior or someone you don’t know well, opt for a more formal closing like “Sincerely” or “Respectfully.” If you have an established relationship with the recipient, you can use a more informal closing like “Best regards” or “Kind regards.”
• Recipient Relationship: The closer your relationship with the recipient, the more informal your closing can be. However, it’s always best to err on the side of caution and maintain a professional tone, especially in initial communications.
• Purpose of the Letter: The purpose of your letter should also influence your choice of closing. If you are making a request, express gratitude, or seeking further communication, choose a closing that reflects those intentions.

Personal Letter Closings

In personal letters, you have more freedom to express your personality and emotions. The closing should reflect the depth of your relationship with the recipient and the overall tone of your message. Here are some personal letter closings to consider:

• Love: This is a common closing for letters to close family members, romantic partners, and very close friends. It expresses deep affection and care.
• Lots of love: A more emphatic version of “Love,” used to convey an even greater level of affection.
• With love: A slightly more formal alternative to “Love,” suitable for expressing affection to family members you may not see as often.
• Warmly: A versatile closing that can be used for friends, family, and even acquaintances. It expresses genuine warmth and friendliness.
• Best wishes: A thoughtful closing that conveys positive thoughts and hopes for the recipient’s well-being.
• Thinking of you: A sweet and sincere closing that lets the recipient know you’re holding them in your thoughts.
• Take care: A caring and considerate closing that expresses concern for the recipient’s well-being.
• Yours always: A deeply affectionate closing reserved for romantic partners and very close friends.
• Hugs and kisses: An informal and affectionate closing suitable for close family members and romantic partners. (Use with discretion; avoid in professional or semi-professional contexts).
• Missing you: A heartfelt closing that expresses your longing to be with the recipient.

Important Considerations:

• Relationship: Your relationship with the recipient is the primary factor in choosing a personal closing. The closer your relationship, the more affectionate and informal your closing can be.
• Tone of the Letter: The closing should align with the overall tone of your letter. If your letter is lighthearted and humorous, you can use a more playful closing. If your letter is serious or heartfelt, choose a closing that reflects those emotions.
• Cultural Norms: Be mindful of cultural norms and expectations regarding expressions of affection. In some cultures, certain closings may be considered inappropriate or too intimate for certain relationships.

5 Sample Letter Endings

Here are five sample letter endings demonstrating different closing styles:

1. Formal Business Letter:
   
   [Body of the letter…]

   Sincerely,
   
   [Your Name]
   
   [Your Title]

2. Informal Business Letter (Established Relationship):
   
   [Body of the letter…]

   Best regards,
   
   [Your Name]

3. Personal Letter to a Family Member:
   
   [Body of the letter…]

   Love,
   
   [Your Name]

4. Thank-You Letter (Professional):
   
   [Body of the letter…]

   Thank you for your consideration.
   
   Looking forward to hearing from you.
   
   [Your Name]

5. Letter of Recommendation:
   
   [Body of the letter…]

   Respectfully,
   
   [Your Name]
   
   [Your Title]

Common Mistakes to Avoid

While choosing the right closing is important, it’s equally crucial to avoid common mistakes that can detract from your message:

• Using the wrong level of formality: Avoid using overly formal closings in personal letters or overly informal closings in professional correspondence.
• Inconsistent tone: Ensure that your closing aligns with the overall tone of your letter. A mismatch can create a jarring effect and confuse the recipient.
• Clichés and overused phrases: While some closings are classics for a reason, avoid using overly cliché or generic phrases that lack sincerity.
• Typos and grammatical errors: Always proofread your closing carefully for any typos or grammatical errors. A mistake in the closing can make you appear careless and unprofessional.
• Inappropriate abbreviations: Avoid using abbreviations in your closing, especially in formal correspondence.
• Forgetting a comma: Always place a comma after the closing before your name. This is a standard punctuation rule.
• Using a closing that doesn’t match the content: Ensure that your closing is relevant to the content of your letter. For example, don’t use a closing that expresses gratitude if you haven’t actually thanked the recipient for anything.
• Being too vague or impersonal: Try to personalize your closing whenever possible to make it more meaningful and impactful.

Beyond the Basics: Adding a Personal Touch

While the standard closings mentioned above are perfectly acceptable, you can also add a personal touch to your letter to make it more memorable and impactful. Here are some ideas:

• Refer back to something you discussed in the letter: This shows that you were engaged in the conversation and that you value the recipient’s input. For example, “Wishing you all the best with the upcoming conference!” (if you discussed their presentation earlier).
• Express your excitement for future interactions: This conveys your enthusiasm for continuing the relationship. For example, “Looking forward to catching up again soon!”
• Offer a specific suggestion or recommendation: This shows that you’re thinking of the recipient and want to be helpful. For example, “I highly recommend checking out that new restaurant we talked about.”
• Include a short, personalized message: This adds a touch of warmth and sincerity to your closing. For example, “Hope you have a wonderful week!”
• Tailor your closing to the recipient’s personality: Consider the recipient’s personality and preferences when choosing your closing. If they have a good sense of humor, you can use a more playful closing. If they are more formal, stick to a more traditional closing.

The Importance of Consistency

Maintaining consistency in your letter closings is crucial for building a strong and recognizable brand. Whether you’re communicating with customers, colleagues, or potential employers, using a consistent closing helps to create a professional and trustworthy image. Here are some tips for maintaining consistency:

• Develop a style guide: Create a style guide that outlines your preferred closing styles for different types of correspondence. This will help ensure that everyone in your organization is using the same closings.
• Use templates: Create letter templates with pre-written closings to ensure consistency across all communications.
• Review your correspondence: Regularly review your correspondence to identify any inconsistencies in your closing styles.
• Train your staff: Provide training to your staff on the importance of consistent letter closings and the proper use of different closing styles.

Digital Communication Considerations (Email)

While many of the same principles apply to email, there’s slightly more flexibility. Email closings can be a bit more informal, especially in ongoing conversations. However, always err on the side of professionalism when initiating a new email chain or corresponding with someone you don’t know well.

• Abbreviated Closings: “Rgds” (Regards) or “BR” (Best Regards) are sometimes used, but be very cautious. They are generally only acceptable in very informal, ongoing email conversations with colleagues you know well. Avoid them in initial emails or with anyone in a position of authority.
• Signature Blocks: A well-formatted signature block is essential in email. It should include your name, title, company, and contact information. This provides the recipient with all the necessary information to follow up.
• “Thank you in advance”: While common, some consider this phrase presumptuous. Consider alternatives like “Thank you for your time and consideration” or “I appreciate your help.”
• Responsiveness Expectations: Be mindful of implying immediate responses. Instead of “Awaiting your prompt reply,” try “I look forward to hearing from you at your convenience.”