End Your Letter Perfectly: Business Closings That Impress

Mastering the Art of the Business Letter Closing

The closing of a business letter is far more than just a formality; it’s the final opportunity to solidify your message and leave a positive, lasting impression on the reader. A well-crafted closing can reinforce your professionalism, express your appreciation, and prompt the desired action. It serves as a crucial bridge between the body of your letter and your signature, ensuring a smooth and impactful conclusion.

Choosing the right closing depends heavily on the context of your letter, your relationship with the recipient, and the overall tone you wish to convey. Factors like the level of formality, the purpose of the letter, and the industry you’re in all play a significant role in determining the most appropriate closing. Selecting an inadequate closing can undermine the impact of your message, potentially damaging your credibility or hindering the outcome you seek. Therefore, understanding the nuances of various closings is essential for effective business communication.

10 Ways to Finish a Business Letter with Impact

Knowing how to end a business letter professionally can significantly enhance your communication. Here are ten effective closings, along with explanations and examples, to help you choose the perfect sign-off for any situation.

1. Sincerely

   Sincerely is a classic and versatile closing suitable for most formal business letters. It conveys respect and professionalism and is generally safe to use when you have a professional relationship with the recipient.

   Dear Mr. Smith,

   [Body of the letter]

   Sincerely,

   [Your Name]

2. Respectfully

   Respectfully is best used when addressing someone in a position of authority or when you want to show deference. It’s particularly appropriate for formal requests or when communicating with superiors.

   Dear Dr. Jones,

   [Body of the letter]

   Respectfully,

   [Your Name]

3. Best Regards

   Best Regards is a slightly less formal option that still maintains a professional tone. It’s appropriate when you have a working relationship with the recipient and want to express goodwill.

   Dear Sarah,

   [Body of the letter]

   Best Regards,

   [Your Name]

4. Kind Regards

   Similar to Best Regards, Kind Regards is friendly and professional. It’s a good choice for ongoing communication and conveys a sense of warmth.

   Dear Michael,

   [Body of the letter]

   Kind Regards,

   [Your Name]

5. Yours Truly

   Yours Truly is another classic closing that is suitable for formal business letters. While slightly less common today, it remains a perfectly acceptable option, especially in traditional industries.

   Dear Ms. Davis,

   [Body of the letter]

   Yours Truly,

   [Your Name]

6. Thank You

   Thank You is appropriate when you want to express gratitude for something the recipient has done or is about to do. It’s a simple but effective way to show appreciation.

   Dear Mr. Brown,

   [Body of the letter]

   Thank You,

   [Your Name]

7. Thank You for Your Time

   A more specific variation of the previous closing, Thank You for Your Time acknowledges the recipient’s effort in reading your letter and considering your request. It’s particularly useful when you’re asking for something that requires their attention.

   Dear Mr. Lee,

   [Body of the letter]

   Thank you for your time,

   [Your Name]

8. Looking Forward To Hearing From You

   This closing is ideal when you anticipate a response from the recipient. It indicates your eagerness for further communication and prompts them to take action.

   Dear Mrs. Wilson,

   [Body of the letter]

   Looking forward to hearing from you,

   [Your Name]

9. Sincerely Yours

   Sincerely Yours adds a touch more formality than simply “Sincerely.” While similar in tone, it can subtly emphasize respect and is appropriate for more formal communications, though it’s used less frequently in modern business correspondence.

   Dear Mr. Thompson,

   [Body of the letter]

   Sincerely Yours,

   [Your Name]

10. Best

    Best is a modern and concise closing that is appropriate for emails and less formal business letters, especially when you have an established relationship with the recipient. It’s simple, direct, and conveys a friendly tone.

    Hi David,

    [Body of the email]

    Best,

    [Your Name]

Important Considerations:

• Consistency: Maintain a consistent tone throughout the entire letter, including the closing.
• Target Audience: Consider your audience and their expectations when choosing a closing.
• Relationship: The closer your relationship, the more informal you can be.
• Purpose: The purpose of the letter should also influence your choice of closing. A complaint letter might warrant a more formal closing than a thank-you note.
• Punctuation: Always use a comma after the closing.
• Capitalization: Only capitalize the first word of the closing.

Beyond the Closing: Adding Extra Polish to Your Sign-Off

While the closing salutation is crucial, there are other elements to consider that enhance the professionalism and clarity of your sign-off. Adding these details can contribute to a polished and impactful conclusion.

• Your Name: Always type your full name beneath the closing. This ensures clarity, especially if your signature is difficult to read.
• Your Title: Include your job title directly below your name. This provides context and reinforces your authority on the subject matter. For example:

  Sincerely,

  [Your Name]

  Marketing Manager

• Company Name (if applicable): If you are writing on behalf of your company, include the company name below your title. This clarifies your affiliation and adds a layer of professionalism.

  Sincerely,

  [Your Name]

  Marketing Manager

  Acme Corp

• Enclosure Notation: If you are including any documents with your letter, indicate this with an “Enclosure” or “Encl.” notation below your name or company name. This alerts the recipient to the presence of additional materials. For multiple enclosures, specify the number.

  Sincerely,

  [Your Name]

  Marketing Manager

  Acme Corp

  Encl. (2)

• Copy Notation (cc:): If you are sending a copy of the letter to other individuals, indicate this with a “cc:” notation followed by the names of the recipients. This ensures transparency and keeps all relevant parties informed.

  Sincerely,

  [Your Name]

  Marketing Manager

  Acme Corp

  cc: John Doe, Jane Smith

• Signature: Always sign your letter in ink above your typed name. A handwritten signature adds a personal touch and validates the document. If sending an email, a digital signature is acceptable.
• Proofread: Before sending your letter, always proofread it carefully for any errors in grammar, spelling, or punctuation. Errors can undermine your credibility and detract from your message.

Crafting a Closing for Specific Letter Types

The closing you choose should also reflect the specific type of letter you are writing. Here are some examples tailored to different scenarios:

• Job Application Cover Letter: In a cover letter, you want to express enthusiasm and eagerness for the opportunity. Closings like “Sincerely,” “Respectfully,” or “Looking forward to hearing from you” are appropriate. You can also use “Thank you for your consideration.” Example:

  [Body of the cover letter]

  Sincerely,

  [Your Name]

• Thank You Letter: A thank you letter should express genuine appreciation. “Thank you,” “Thank you again,” or “With sincere gratitude” are excellent choices. Example:

  [Body of the thank you letter]

  Thank you again,

  [Your Name]

• Complaint Letter: While you want to express your dissatisfaction, it’s important to maintain a professional tone. “Sincerely,” “Respectfully,” or “Yours truly” are suitable. You can also add a closing that expresses your desired resolution, such as “Thank you for your prompt attention to this matter.” Example:

  [Body of the complaint letter]

  Sincerely,

  [Your Name]

• Inquiry Letter: When requesting information, use closings that express your anticipation for a response. “Looking forward to hearing from you,” “Thank you for your assistance,” or “Sincerely” are appropriate. Example:

  [Body of the inquiry letter]

  Looking forward to hearing from you,

  [Your Name]

• Sales Letter: In a sales letter, you want to encourage the recipient to take action. Closings like “Sincerely,” “Best regards,” or “We look forward to serving you” are appropriate. You can also add a call to action in the closing, such as “Contact us today to learn more.” Example:

  [Body of the sales letter]

  We look forward to serving you,

  [Your Name]

Digital Communication: Email Closings

While the principles of business letter closings also apply to email, there’s room for slightly more informality, especially in internal communications or with individuals you know well. However, maintaining professionalism is still crucial.

• Formal Emails: For formal email communications, particularly with external clients or senior management, use closings such as “Sincerely,” “Respectfully,” or “Best Regards.”
• Informal Emails: For internal emails or communications with colleagues you know well, you can use closings such as “Best,” “Regards,” or even simply your name.
• Conciseness: Email closings tend to be more concise than those in traditional business letters. A simple “Thank you” or “Best” can be effective.
• Automatic Signatures: Utilize automatic email signatures to include your name, title, company name, and contact information. This ensures consistency and professionalism in all your email communications.