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Formal way of ending a letter

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Formal way of ending a letter
May 21, 2019 Wedding Anniversary Wishes 4 comments

What's the strongest way to end a work email? It's “safe” – not too casual nor too formal. “Maybe for a cover letter, but not in the office.".

Odds are, if you're writing a business letter, you have something important to say, and you want to make sure you communicate it effectively. Business letter format plays an important part in that communication -- it shows the person to whom you are writing that you are professional and credible. Similarly, ending a business letter professionally can help you establish that professionalism and credibility. Because the ending of the letter is the last part that the recipient will read, it is what will be freshest in her memory. Even if you have a very professional greeting and body, an unprofessional ending can make a negative impression.

Final Paragraph

In some types of business letters, such as cover letters, there is a specific format to follow for concluding letters. However, as a general principle, use the final paragraph of your letter to wrap up your business, including how you would like to be contacted or what items you need to receive in the mail. Also include a polite ending in which you thank the recipient for her time, wish her success with the endeavor or state that you would be thrilled to talk more about the issue via telephone.

Closing

Your letter's closing is the word or phrase you type after the body of the letter; the closing is always followed with a comma. Depending on the type of business the letter refers to or your relationship with the recipient, you can choose from a variety of professional greetings. "Sincerely" and "Regards" are two almost-always safe choices. "Thank you," with only the first word capitalized, is a good choice if you are requesting something in the letter, like a meeting or paperwork. However, it is also acceptable to end a nonrequest letter with "Thank you"; it is a way of thanking the recipient for her time.

Signature

After your closing, skip three blank lines before your signature. Signing your business communications by hand shows the recipient that you have taken the time to make the letter professional. It also shows that you have reviewed the letters, since many business letters are prepared by a secretary. However, you may not be able to sign your letters in all cases. For example, many corporations' human resources departments now require that cover letters be submitted through an electronic system. In this case, do not leave the three blank lines; just type your name.

Final Elements

After your signature comes your typed name, followed by your title on the next line. In some cases, you may want to provide your address, email address or phone number following your title at the closing of your letter. Do this especially in very formal business letters that are addressed to someone you don't know. This way, if the person loses the envelope, she can still reply to your letter. Finally, after the direction information, skip a line and indicate whether there are any enclosures. Always refer to the enclosures in the article body as well. However, at the end of the letter, write "Enclosure:" (note the colon) and briefly describe what the enclosure is -- for example, "Resume."

About the Author

Miranda Morley is an educator, business consultant and owner of a copywriting/social-media management company. Her work has been featured in the "Boston Literary Magazine," "Subversify Magazine" and "American Builder's Quarterly." Morley has a B.A. in English, political science and international relations. She is completing her M.A. in rhetoric and composition from Purdue University Calumet.

Photo Credits

  • Hemera Technologies/AbleStock.com/Getty Images

Please note that ending a letter will highly depend on the fact whether you If you do not know the name of the person, end the letter this way.

Forget “Best” or “Sincerely,” This Email Closing Gets the Most Replies

formal way of ending a letter

MORE THAN once, I’ve experienced writer’s block at the end of an email. Yes, I have a few fall-back phrases (Love, Hugs, or See you soon) for notes to the family and close friends, but other email recipients leave me stumped.

How should I close a letter to a magazine editor, a volunteer coordinator, or the church secretary?  Sometimes, the old stand-by (Sincerely) simply falls too stale and flat.

If you’ve ever shared this dilemma, fear not! Famous writers, entertainers, and politicians offer us a wealth of ideas in their published letters. I present to you (tongue-in-cheek, of course) these nifty phrases in five fabulous categories!

5 Fabulous Ways to Close Letters and Emails

1. Rename Yourself

Ask yourself, “Who am I in relation to the reader?” If you’re an adoring fan or a steadfast subscriber, don’t be shy—say so! To get your wheels turning, ponder these samples:

  • Your Affectionate Aunt, (Jane Austen)
  • Yours truly, (George Bernard Shaw)
  • Yours ever, (Margaret Thatcher)
  • I trust you will find this reply satisfactory, and remain yours faithfully, (J. R. R. Tolkien)
  • I am your fellow man, but not your slave, (Frederick Douglass)

2. The Present Participle

What could leave a better final impression than an active –ing verb? In the following examples, the writer included either a copy of his book or a synopsis of his story (a nail-biting experience for any author!).

If hitting “send” leaves you in agonizing suspense too, consider something like this:

  • Hoping that you may like it believe me / Very truly yours, (Sir Henry Rider Haggard)
  • Waiting to know your judgment, I am, / Yours very truly and devoted, (Roberto Rossellini)
  • And my own variation: Wondering when you’ll write again, (Daniella Dautrich)

3. Prepositional Phrase

The sign-off options are virtually endless when you choose the prepositional phrase. Are you “in a great hurry” or “on top of the world”? Perhaps you’re feeling “beyond grateful” or “down with the flu.” You might even try one of these on for size:

  • With the greatest esteem and respect, I am, dear Sir, your most obedient and most humble servant, (Benjamin Franklin)
  • With friendly thanks and best wishes, / Yours, (Albert Einstein)
  • With kindest regards, I remain, / Sincerely yours, (Fred Astaire)

4. All about Adverbs

At last, we have discovered the perfect solution to writer’s block: ask your child to make a list of –ly adverbs. Choose one and insert into your letter. Voilà!

These famous figures found a variety of adverbial solutions to letter closings:

  • Affectionately your brother, (Abraham Lincoln)
  • Respectfully yours, (Jackie Robinson)
  • Truly Yours, (Edgar Allan Poe)
  • Cordially, (Philip K. Dick)
  • Always your friend, (Ernest Hemingway)
  • And, my personal favorite: Scientifically yours, (Dr. Bunsen Honeydew PhD Esq.)

5. Short and Sweet

These final selections are tried and true. Note the second-to-last for letters filled with mirth and goodwill, and the last for letters full of annoyance.

  • Cheers, (Kurt Vonnegut)
  • Regards, (Owen Chamberlain)
  • Adieu, adieu, adieu! (Mark Twain)
  • All the best, (Dr. Seuss)
  • All best otherwise, (Harlan Ellison)

I hope you enjoyed learning about different—and often over-the-top—ways notable figures have signed their letters. If you’re on the hunt for more practical, modern-day letter closings, Chloë Ernst offers many creative suggestions for “proper goodbyes.”

What is your favorite way to sign off?

Daniella Dautrich is a WriteShop alumna and a graduate of Hillsdale College. She and her husband fill their home with books on writing, literature, and computer science. Daniella blogs at www.waterlilywriter.wordpress.com.

 Photo of Thomas Eakins [Public domain], via Wikimedia Commons.

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Formal Letter Closings

formal way of ending a letter

Email is one of a few primary forms of communication during the job search and in the workplace. While it’s important to thoughtfully compose each part of your message, a well-constructed email sign-off (the last line of your email and your signature) is essential to leaving the reader with a positive impression.

Writing clear, professional emails can help position you positively in your career both with your colleagues, people in your network or potential employers. To help make sure you achieve this goal, here is some background on how to end an email, elements you should include and several helpful examples.

Related: How to Send an Email Cover Letter

 

Phrases to use when ending a professional email

While some more casual closing phrases might be fine once you’re already working at a company and exchanging communications with colleagues, you’ll want to make sure the phrases you use during the hiring process are more professional.
 
Here are the best professional email closings:

  • Best
  • Sincerely
  • Regards
  • Kind regards
  • Thank you
  • Warm wishes
  • With gratitude
  • Many thanks
  • Respectfully

 

Phrases to avoid when ending a professional email

 
Avoid using these phrases when ending a professional email:

  • Your friend
  • Cheers
  • Peace
  • Thanks a bunch
  • Chat soon
  • Yours truly

 

Why email closings are important

An email closing is the last thing your audience reads after finishing your message and can be the motivating factor in how quickly they respond—or whether they respond at all.

Imagine meeting a new business contact at an industry event. Once your conversation concluded, you wouldn’t turn and walk away without another word. That would be rude, leave a bad impression and likely prevent future discussions. Instead, you would probably say something like, “It was so nice meeting you! Please take one of my cards. I hope to hear from you soon!”

Think of your email closing as the ending of a conversation. By using friendly, polite and professional language with a clear call-to-action, you have a better chance of earning a positive response.
 

Tips for creating a professional email ending

Here are a few things to keep in mind as you compose your email closings:

  • Use your full name. Always include your first and last name in your closing—especially in the first few correspondences. This way, your recipient is clear on your identity and is less likely to confuse you with other contacts who have the same first name.
  • Be professional. Use context clues to determine the appropriate tone to use in your closing. If you are emailing someone you’ve never met, keep a professional tone by avoiding casual sign offs like “Chat soon!”. If you have exchanged several emails and feel that a more laid-back closing would be more appropriate, feel free to mirror your audience’s tone. If you’re unsure, it’s always a good idea to err on the side of professional.
  • Decide whether a closing is appropriate. If you’ve exchanged several emails with someone, it can be tempting to skip the closing. In this case, it is good to be thoughtful about including a closing in your email. While your conversations might have become more casual, an email closing still exhibits attention to detail and professionalism. Additionally, the recipient may forward your email to others within the organization who may not have communicated with you previously. A thoughtful closing will leave a favorable impression on them and makes the communications clear and easy to follow.

Related: How to Email a Resume

 

What to include in your email endings

There are a few elements you should consider when writing your email closing. Here’s what you’ll need to include:

1. A closing line
The last line of your email should not only share gratitude with the recipient for reading your message, but also include a call-to-action or statement that will either motivate the recipient to respond or shows you anticipate a response. For example, a closing line might look like this:

    Thank you for taking the time to review my resume and professional references. I look forward to hearing from you soon!

    Sincerely,
    Beth McKnight

2. Your full name
Use first and last name in your email sign off to avoid confusion and help ensure they remember you. By using your full name in your email signature, resume, cover letter and any other documents you share, your chances of getting a response should be increased.

3. Your professional title
You don’t necessarily need to use your current job title (i.e., Account Manager at ABC Company), but it can be helpful to include a title that illustrates what you do. For example,

    Joe Jefferson
    Sales Manager


4. Contact information
Even though the person receiving your message already has your email address, it’s important to include additional methods of communication, such as your direct phone number.

 

Examples of email endings

Here are five examples of how to end an email, based on where you are during the hiring process.

When applying for a job:

    Thank you for considering me for this position. I look forward to hearing from you!

    Sincerely,

    Mohammad Rahim
    Experienced Sales Professional
    123-555-4567

After completing a phone screening:

    I’ve attached my portfolio for your review. Please let me know if there’s anything else you need.

    Warm regards,

    Erica Garza
    Web Designer & Illustrator
    456-555-1234

When responding to a meeting request:

    I look forward to meeting with you next Monday.

    Thank you,

    Jeff Richards
    Social Media Marketing Professional
    www.portfoliowebsite.co
    789-555-4567

After completing an interview:

    I look forward to the next step in the process.

    Best,

    Anika Patel
    Full Stack Software Engineer
    www.websitenamehere.com
    111-555-6789

When accepting a job offer:

    I look forward to discussing the details and next steps!

    With gratitude,

    Yung Lee
    Experienced Finance Professional
    678-555-6789

Displaying a polished appearance through your email ending will help solidify a positive impression and ensure recipients understand you take pride in how you present yourself in professional situations. By implementing these tips and using these examples to help craft your email ending, you can make sure your email message reflects your competence, attention to detail and professionalism.

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Learn how to write an informal and formal letter in Spanish. to write a form letter , like a business letter, or an informal email to a friend. How to End a Letter.

8 Brilliant Cover Letter Closing Paragraph & Conclusion Examples

formal way of ending a letter

Ending a Letter: Tips, Phrases and Guidelines

While endinga letter it is significant to note and consider the elements that are required to conduct a professional and effective correspondence. The way by which the letter is addressed to the method in which the content of the letter is written, the quality of the letter effects how the reader understands the message being delivered. Keeping this in mind, it is also important to consider tips for ending a letterwhile conducting a business correspondence.

Types of Endings for Different Letters

Ending a Formal Letter

A letter which is written formally for a business tends to be more professional than other kinds of writings. This type of letter needs a courteous, professional and straightforward tone, with an element of warm regards in ending a letter.

Letter Closing Tips for a Business Letter

While concluding this kind of letter, the following phrases can be used: “Looking forward to hear from you”, “Thank you and waiting for your response”. After this, close the letter with “Yours faithfully”, “Yours sincerely” or “Kind Regards”.

Ending an Informal Letter

In an informal letter which is written for corresponding with a colleague or a boss the tone is less formal and straight as compared to a business formal letter. This letter tends to be simple and lighter in tone when it comes to the end. You may write the following phrase “I appreciate that you have taken some time out of your busy schedule to read this. Kindly reply when free.” The letter is then closed by saying Thanks before the name of the sender.

Ending a Letter Sent to a Client

If a letter is being written for a business deal with a client, then an element of friendliness and flair can be added to end a letter. This is because you are appreciating the recipient of the letter for conducting business with you or you feel courteous. The following phrase can be appropriate “I hope that everything is going smooth in your company and I look forward to interact with you soon”. The letter is then closed by saying something like “Best Wishes”.

What to Consider While Ending a Letter

If the writer is not sure if the letter is informal and has no idea of whom the interaction of the letter will be with, then once the letter is written, it is advised to adopt a middle tone and be professional in writing. The following phrase can be applicable in this case “Thanks and have a great day.” This is followed by ending a letter with “Sincerely” as it is a courteous and professional way of closing the letter.

Hence, it is important to consider the ending of a letter closely. The end has to create a positive impact on the reader as well as the writer. An appropriate and respectful phrase or word is always advised to be used in the end. Majority of the formal letter closing choices are already determined, but all should have an element of familiarity and warmth in them.

Tips for Ending a Letter Effectively

Since a letter’s end creates a lasting impression on the reader, the closing should be planned carefully. Following are some important tips to be kept in mind while ending a letter.

Closing Remarks

Firstly, begin the concluding paragraph with the closing remarks that you intend to make. Ensure that this is your last paragraph of the letter and it usually contains a call to action for the reader like the cancellation of an order.

Thank You Note

Make sure that some kind of thank you note should be mentioned in the last paragraph. Showing gratitude to the recipient of the letter is important in terms of thanking them for their time and attention to read the letter. Additionally a line should be added for getting more information and contact details about the sender.

Future Contact

Remember to mention the contact in future while ending a letter. A general phrase that can be used here can be “Looking forward to your response on this matter”. Some more specified statement can be like” Looking forward to our upcoming meeting this Monday”. The statement that you write depends whether the meeting is scheduled between you two or not.

Ending Phrases

Towards the end of a letter, a closing phrase is written like ”Sincerely” or “Best Regards”. There is a huge list of ending statements or closing lines however it is vital to choose the ones which are accurate for the type of letter you are writing. Certain endings like “Later on” might be accurate for informal and personal letter however they should not be used for formal and professional letters.

Name and Title

Once the closing phrase or statement is written, your name and title should follow it. You should not rely completely on your printed or typed name. You must sign the letter once it has been printed.

Postscripts

If required, a letter is ended with a postscript. Usually it is not a part of business letter, however if there is some important information that you did not write in the letter content, then it can be added. If you by chance forgot to write information, then it is very vital to write a postscript in the end. Also if that information does not fit with any content in the letter, it is written in the end.

Proofreading

Once the letter is finished, you must proofread it to avoid any grammatical errors and mistakes in the content. Also check the flow of the content and see if it follows the same tone till the end. For example in the case of business letters a professional tone should be followed till the closing of the letter.

Therefore, it is important that for ending a letter, certain rules should be followed in terms of maintaining the correct tone and the use of appropriate words according to the type of letter being written.

Very formal (for official business letters) Informal (personal letters). These salutations should be used with people you are close to, as they might offend others.

formal way of ending a letter
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