Concluding Formal Letters: Expert Tips & Examples

The Importance of a Professional Closing

The closing of a formal letter is arguably as important as the introduction. It’s your final opportunity to leave a positive and lasting impression on the recipient. A well-crafted closing not only expresses respect and professionalism but also reinforces your message and encourages the desired action. A poorly written or inappropriate closing, on the other hand, can undermine the entire letter and damage your credibility. Think of it as the final handshake – you want it to be firm, confident, and memorable for the right reasons. Therefore, choosing the right closing phrase and the correct level of formality is essential for achieving the desired outcome.

Consider your audience, the purpose of your letter, and the overall tone you’ve established throughout the body. A business letter requesting a job interview requires a different closing than a thank-you note to a colleague. Similarly, a letter addressing a complaint necessitates a more cautious and polite closing than one confirming a successful transaction. Understanding these nuances allows you to select a closing that is both appropriate and effective in conveying your message. The closing should naturally flow from the content of the letter, reinforcing your key points and leaving the reader with a clear understanding of your expectations.

How to Conclude a Formal Letter: Key Elements

Concluding a formal letter effectively involves more than just choosing a standard closing phrase. It’s about synthesizing the key elements of professionalism, clarity, and a call to action (if applicable). Here’s a breakdown of the essential components:

1. Reiterate Your Purpose (Optional): Briefly remind the reader of the main point of your letter. This is especially helpful if your letter is lengthy or complex.
2. Express Gratitude or Appreciation: Showing gratitude, even if it’s a standard expression, conveys politeness and respect.
3. State Your Availability: Indicate your willingness to provide further information or assistance. This demonstrates your commitment and professionalism.
4. Call to Action (If Applicable): If you expect a response or action from the recipient, clearly state what you need them to do and when.
5. Choose an Appropriate Closing Phrase: Select a closing phrase that aligns with the formality of your letter and your relationship with the recipient.
6. Use a Correct Comma: Always place a comma after the closing phrase (e.g., Sincerely,).
7. Leave Sufficient Space for Your Signature: Allow 3-4 lines of space between the closing phrase and your typed name.
8. Type Your Name and Title: Below the signature space, type your full name and, if applicable, your job title.
9. Proofread Carefully: Before sending your letter, carefully proofread for any errors in grammar, spelling, or punctuation.
10. Consider Your Digital Signature: If sending electronically, consider using a professional digital signature.
11. Formal Tone Maintenance: Ensure your closing matches the formal tone of the overall letter. Avoid contractions or overly casual language.
12. Positive Reinforcement: End on a positive note, reiterating your commitment to the subject matter or the relationship.
13. Enclosure Notices: If enclosures are present, indicate this appropriately below your signature with a line like “Enclosure: [Document Name]”.
14. Consider the Culture: Be mindful of cultural differences in communication styles, as closing conventions may vary.
15. Professional Formatting: Maintain consistent formatting throughout the letter, including proper margins, font, and spacing.

15 Sample Letter Closings with Examples