Ending your business letter correctly is very important, because a proper letter closing should leave the reader with a positive impression about both you and your writing. It is crucial to use in a letter closing an appropriate word or phrase, which should have a relevant degree of familiarity and warmth according to how well you know the person you’re writing to. You should also consider the topic of your letter and your personal situation when selecting a letter ending.
Some of the most common formal letter closing options for employment-related correspondence and business are:
- Regards, Sincerely, Yours Sincerely, Yours Truly – the most used and the simplest letter closing examples for business letter writing. They can be used in almost all cases and are great to close an inquiry or a cover letter.
- Yours Respectfully, Best Regards and Cordially – these ending variants are a little bit more personal and can be used in cases when you know the person you’re writing to at least a little bit. You may have had a phone interview, corresponded via email or met each other at some event.
- With Appreciation, Best Wishes and Warm Regards – these letter closings are used when you know well the person you’re writing to. Use these letter endings if they make sense with the rest of the letter’s content.
Other examples of letter closings include:
There are also closings that should be avoided in all business correspondence, because they’re too informal and completely inappropriate to business tone. Examples are listed below:
- Take care
Signature. When you have selected a proper letter closing, you should also think about your signature, which should be placed below your letter closing. In case you’re writing a physical letter, you should include your name both written with a pen and as a typed signature. If you’re sending an email, then you can include only your typed signature.
It’s also crucial to include your contact information. For physical letters, it should be placed at the top of the letter, and for emails, it should be placed beneath your typed signature.
Formatting the letter closing. When you have selected the phrase for the letter closing, you should follow it with a coma and a little bit of blank space followed by your signature. In case you’re writing a physical letter, leave about 4 lines of blank space between your typed name and letter’s closing and write there your name with a pen.
If you’re working on the email, leave just one space between your signature and letter’s closing. Contact information should be placed right after the signature.
Make the best use of these tips to improve your business letter writing skills and impress your business partners!