Choosing the Right Letter Closing: Making a Lasting Impression
The closing of a letter, often referred to as the complimentary close, is the final touch that can significantly impact how your message is received. It’s more than just a formality; it’s a subtle signal of your relationship with the recipient and the overall tone of your communication. Selecting the appropriate closing demonstrates professionalism, respect, and attention to detail, ensuring your letter leaves a positive and lasting impression.
This article explores eight effective ways to end a letter professionally, providing sample letters for each. We’ll delve into when each closing is most appropriate, considering factors such as the relationship with the recipient (formal vs. informal), the purpose of the letter (job application, thank you note, complaint), and the industry you’re writing in. Understanding these nuances will empower you to choose the perfect closing for any situation, enhancing the effectiveness of your written communication.
8 Ways to Finish a Letter Professionally
- Sincerely: The classic and versatile choice.
- Respectfully: Ideal for formal communication and showing deference.
- Best Regards: A warm and professional option for established relationships.
- Kind Regards: Similar to “Best Regards” but slightly more formal.
- Yours Truly: A traditional closing suitable for various business letters.
- Thank you: Expresses gratitude and appreciation.
- Best: A concise and friendly closing for informal professional settings.
- With Appreciation: Shows deep gratitude, often after receiving help.
Sample Letters with Different Closings
Sample Letter 1: Using “Sincerely”
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name]
[Recipient Title]
[Company Name]
[Recipient Address]
Dear Mr./Ms. [Recipient Last Name],
I am writing to express my interest in the Marketing Manager position at [Company Name], as advertised on [Platform]. My experience in developing and implementing successful marketing campaigns, coupled with my passion for the industry, makes me a strong candidate for this role. I have been consistently impressed by [Company Name]’s innovative approach to marketing and believe my skills and experience align perfectly with your company’s goals.
In my previous role at [Previous Company], I was responsible for [list key responsibilities and achievements]. I have a proven track record of increasing brand awareness, generating leads, and driving sales growth. I am proficient in various marketing tools and technologies, including [list specific tools].
I am eager to learn more about this opportunity and discuss how my skills and experience can contribute to the success of [Company Name]. Thank you for your time and consideration.
Sincerely,
[Your Signature]
[Your Typed Name]
Sample Letter 2: Using “Respectfully”
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name]
[Recipient Title]
[Organization Name]
[Recipient Address]
Dear Mr./Ms. [Recipient Last Name],
I am writing to formally submit my appeal regarding the decision made on [Date of Decision] concerning [Subject of Appeal]. I understand and respect the process undertaken in reaching this decision, but I believe that there are mitigating circumstances that warrant further consideration.
Specifically, [Clearly and concisely explain the reasons for your appeal, providing supporting evidence and documentation]. I have attached copies of [List attachments] for your review. I am confident that upon review of this additional information, a more favorable outcome can be reached.
Thank you for your time and attention to this matter. I am available to discuss this further at your convenience.
Respectfully,
[Your Signature]
[Your Typed Name]
Sample Letter 3: Using “Best Regards”
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name]
[Recipient Title]
[Company Name]
[Recipient Address]
Dear [Recipient Name],
It was a pleasure speaking with you at the conference last week. I found our conversation about [Topic discussed] particularly insightful, and I appreciate you taking the time to share your expertise.
As promised, I’ve attached the document we discussed. Please feel free to reach out if you have any questions or would like to connect further. I look forward to future opportunities to collaborate.
Best Regards,
[Your Signature]
[Your Typed Name]
Sample Letter 4: Using “Kind Regards”
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name]
[Recipient Title]
[Company Name]
[Recipient Address]
Dear Mr./Ms. [Recipient Last Name],
Thank you for your prompt response to my inquiry regarding the upcoming training program. I have reviewed the materials and found them to be very informative and helpful.
I would like to confirm my registration for the [Training Program Name] program scheduled for [Date]. Please let me know if there is any further information required from my end.
Kind Regards,
[Your Signature]
[Your Typed Name]
Sample Letter 5: Using “Yours Truly”
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name]
[Recipient Title]
[Company Name]
[Recipient Address]
Dear Mr./Ms. [Recipient Last Name],
This letter is to confirm your order for [Product Name] placed on [Date of Order]. The order number is [Order Number]. Your order is currently being processed and is expected to ship within [Number] business days.
You will receive a separate email notification with tracking information once your order has shipped. If you have any questions or concerns, please do not hesitate to contact us at [Phone Number] or [Email Address].
Yours Truly,
[Your Signature]
[Your Typed Name]
Sample Letter 6: Using “Thank you”
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name]
[Recipient Title]
[Company Name]
[Recipient Address]
Dear [Recipient Name],
I am writing to express my sincere gratitude for your assistance during the recent [Event/Situation]. Your support and guidance were invaluable, and I truly appreciate your willingness to go the extra mile.
Specifically, [Mention specific actions for which you are grateful]. Your help made a significant difference, and I am incredibly grateful for your kindness.
Thank you,
[Your Signature]
[Your Typed Name]
Sample Letter 7: Using “Best”
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name]
[Recipient Title]
[Company Name]
[Recipient Address]
Hi [Recipient Name],
Just wanted to follow up on our conversation about the [Project/Task]. I’ve attached the revised document for your review. Let me know if you have any questions.
Hope you have a great week!
Best,
[Your Signature]
[Your Typed Name]
Sample Letter 8: Using “With Appreciation”
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name]
[Recipient Title]
[Company Name]
[Recipient Address]
Dear [Recipient Name],
I am writing to express my sincere appreciation for your generous contribution to [Cause/Project]. Your support has been instrumental in [Specific positive impact of the contribution].
Your dedication to [Cause/Project] is truly inspiring, and we are incredibly grateful for your partnership. We could not have achieved [Specific achievement] without your help.
With Appreciation,
[Your Signature]
[Your Typed Name]
Conclusion: Mastering the Art of the Letter Closing
Choosing the right closing for your letter is a critical yet often overlooked aspect of professional communication. As we’ve explored, the complimentary close serves as the final impression you leave on the recipient, reinforcing the tone and purpose of your message. Selecting the most appropriate closing requires careful consideration of your relationship with the recipient, the context of the letter, and the desired level of formality.
Key Takeaways:
- “Sincerely” remains a versatile and reliable choice for a wide range of professional letters. Its formality is generally well-received and appropriate for most business correspondence.
- “Respectfully” is reserved for situations requiring significant deference or formality, often when addressing superiors or dealing with sensitive matters. Use it sparingly to avoid sounding overly formal or insincere in less formal contexts.
- “Best Regards” and “Kind Regards” strike a balance between professionalism and warmth, making them suitable for established relationships where a degree of familiarity exists. They convey a sense of goodwill without being overly casual.
- “Yours Truly” offers a traditional option that is acceptable in various business contexts, although it may feel slightly dated compared to more modern alternatives.
- “Thank you” is a powerful closing when expressing genuine gratitude for assistance, a favor, or valuable information. Ensure the letter’s content clearly reflects the reason for your appreciation.
- “Best” provides a concise and friendly option for more informal professional settings, such as internal communications or correspondence with trusted colleagues. However, use it cautiously with individuals where a more formal approach is expected.
- “With Appreciation” signifies a deeper level of gratitude, often used after receiving substantial help or support. It conveys a sincere acknowledgement of the recipient’s contribution.
Beyond simply choosing from these options, remember to personalize your letter closing whenever possible. Referencing a specific point from your conversation or expressing a genuine interest in the recipient’s work can make your closing more impactful and memorable. The key is to create a closing that feels authentic and reinforces the overall message you want to convey.
Ultimately, mastering the art of the letter closing involves developing an awareness of the nuances of professional communication and tailoring your approach to each individual situation. By carefully considering these factors, you can ensure that your letters leave a positive and lasting impression, fostering strong relationships and achieving your communication goals.
In addition to the above, remember to always proofread your letter carefully before sending it. Errors in grammar, spelling, or punctuation can detract from the overall impression you create, regardless of how carefully you choose your closing. A well-written and error-free letter demonstrates attention to detail and professionalism, further enhancing the effectiveness of your communication.
Consider also the cultural context. While these closings are generally accepted in many Western business cultures, it’s crucial to be aware of the specific conventions of the culture you’re communicating with. Researching cultural norms and adapting your approach accordingly can prevent misunderstandings and demonstrate respect for your international counterparts.
By embracing these best practices and continually refining your communication skills, you can elevate your professional correspondence and make a lasting positive impact in all your written interactions.