The closing of a letter, often referred to as the complimentary close, is a crucial element that leaves a lasting impression on the recipient. It’s more than just a formality; it’s a reflection of your relationship with the reader, the tone of your message, and the purpose of your communication. Choosing the right closing requires careful consideration of these factors. A well-chosen closing reinforces your message and strengthens your connection with the recipient, while a poorly chosen one can undermine your message and create an unintended negative impression. Therefore, understanding the nuances of different closing options is essential for effective written communication.
Selecting the appropriate closing depends heavily on the context of the letter. For instance, a formal business letter demands a different closing than a casual email to a friend. Factors such as the level of formality required, your existing relationship with the recipient, and the overall tone of the message all play a significant role. Consider the industry you are in. Legal or financial sectors might require a more formal approach than the creative arts. Similarly, if you are writing to someone in a position of authority, a more respectful and professional closing is necessary. This guide will explore a variety of closing options, providing examples and insights to help you choose the perfect closing for any situation.
1. Sincerely
Sincerely is a classic and universally accepted closing, suitable for most formal and semi-formal letters. It conveys a sense of genuine politeness and respect, making it a safe choice for a wide range of professional communications.
Example:
Dear Mr. Smith,
Thank you for your time and consideration.
Sincerely,
[Your Name]
2. Best Regards
Best Regards is a slightly less formal option than Sincerely, but still maintains a professional tone. It’s appropriate for business letters, emails, and notes where you want to express goodwill without being overly formal. This is a great way to show you care.
Example:
Dear Ms. Johnson,
I look forward to hearing from you soon.
Best Regards,
[Your Name]
3. Kind Regards
Similar to “Best Regards,” Kind Regards expresses warmth and respect. It’s suitable for professional correspondence, especially when you have some level of familiarity with the recipient. It strikes a pleasant balance between formality and friendliness.
Example:
Dear Dr. Lee,
Thank you for your insights during our meeting.
Kind Regards,
[Your Name]
4. Yours Sincerely
While more common in British English, Yours Sincerely is a perfectly acceptable closing, particularly if you’ve addressed the recipient by name (e.g., “Dear Mr. Smith”). It’s considered slightly more formal than just “Sincerely.”
Example:
Dear Mrs. Davis,
I appreciate your prompt response.
Yours Sincerely,
[Your Name]
5. Yours Faithfully
Also more prevalent in British English, Yours Faithfully is used when you don’t know the recipient’s name and have started the letter with “Dear Sir or Madam” or a similar generic greeting. If you know the name, use “Yours Sincerely” instead.
Example:
Dear Sir or Madam,
I am writing to inquire about…
Yours Faithfully,
[Your Name]
6. Respectfully
Respectfully is used when writing to someone in a position of authority or when addressing a sensitive subject. It emphasizes your deference and appreciation for their position or perspective. It can also be used to show humility.
Example:
Dear President Thompson,
I submit this proposal for your consideration.
Respectfully,
[Your Name]
7. With Appreciation
With Appreciation is suitable when you want to explicitly express gratitude for something the recipient has done. It’s more personal than simply saying “Thank you” within the body of the letter.
Example:
Dear Professor Wilson,
Thank you for your guidance throughout the semester.
With Appreciation,
[Your Name]
8. Thank You
Simple and direct, Thank You is appropriate when you are primarily expressing gratitude. It’s suitable for less formal professional settings or personal correspondence.
Example:
Dear Team,
Thank you for all your hard work on this project.
Thank You,
[Your Name]
9. Best
Best is a concise and friendly closing, suitable for emails and less formal business correspondence. It’s a good option when you have an established relationship with the recipient and want to maintain a cordial tone.
Example:
Hi Sarah,
Let me know if you have any questions.
Best,
[Your Name]
10. All the best
A slightly warmer version of “Best,” All the best conveys good wishes to the recipient. It’s appropriate for emails and notes to colleagues, acquaintances, or friends.
Example:
Hi John,
Hope you have a great weekend.
All the best,
[Your Name]
11. Warmly
Warmly is a friendly and informal closing, suitable for personal letters and emails to friends and family. It conveys a sense of genuine affection and connection.
Example:
Dear Aunt Mary,
It was so lovely seeing you last week.
Warmly,
[Your Name]
12. Love
Love is reserved for close personal relationships, such as family members, romantic partners, or very close friends. It expresses deep affection and intimacy and should not be used in professional contexts.
Example:
Dear Mom,
I miss you so much.
Love,
[Your Name]
13. Cheers
Cheers is an informal closing common in British English and often used in emails and casual correspondence among colleagues or friends. It’s a friendly and lighthearted way to end a message.
Example:
Hi Mark,
Thanks for your help with this.
Cheers,
[Your Name]
14. Take care
Take care is a caring and considerate closing, suitable for both personal and professional correspondence when you want to express genuine concern for the recipient’s well-being. It is suitable in most cases.
Example:
Dear Emily,
Hope you are feeling better.
Take care,
[Your Name]
15. Talk to you soon
Talk to you soon implies an upcoming conversation, whether face-to-face, by phone, or online. It’s best suited for informal situations where further communication is expected.
Example:
Hi David,
Let’s catch up next week.
Talk to you soon,
[Your Name]
16. Looking forward to hearing from you
Looking forward to hearing from you is a professional closing that indicates your expectation of a response from the recipient. It’s common in business correspondence where you anticipate further communication.
Example:
Dear HR Manager,
I am excited about the opportunity to interview.
Looking forward to hearing from you,
[Your Name]
17. Respectfully submitted
Respectfully submitted is often used in formal reports, proposals, or legal documents to indicate that you are presenting the information with deference and adherence to proper protocols. It’s similar to just using “Respectfully,” but more suited to specific document types.
Example:
To the Committee Members,
Please find the attached report for your review.
Respectfully submitted,
[Your Name]
18. Yours truly
While somewhat old-fashioned, Yours truly can still be used in semi-formal contexts. It is generally considered less formal than “Sincerely” but more formal than “Best regards.” It works best if the tone of your letter is more conversational than strictly business.
Example:
Dear Mr. Johnson,
I hope this information is helpful.
Yours truly,
[Your Name]
Conclusion: Choosing the Right Closing
Mastering the art of letter closings is a valuable skill that enhances your written communication. The ideal closing is context-dependent, considering your relationship with the recipient, the level of formality required, and the overall message you want to convey. From the traditional “Sincerely” to the more casual “Cheers,” the options are plentiful. By carefully selecting the appropriate closing, you can leave a positive and lasting impression, strengthen your connections, and ensure your message is well-received.
Consider your audience, purpose, and the tone of your writing. If unsure, err on the side of formality, especially in professional settings. As your relationships develop, you can adjust your closing accordingly to reflect the evolving dynamic. Remember, a thoughtful and well-chosen closing contributes significantly to the overall effectiveness of your communication. By using this guide, you can confidently navigate the nuances of letter closings and communicate with clarity and impact.