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Letter closing with gratitude

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Letter closing with gratitude
April 02, 2019 Wedding Anniversary Wishes 1 comment

A study shows that closing an email with three specific words are more likely to get While any expression of gratitude is a good start, “thanks in . thanking someone in advance in a letter has almost supernatural properties.

If you’re like most people, you write a LOT of emails. And, you probably spend your time focusing on your email’s contents while giving little thought to your closing. However, a new study from email software provider Boomerang suggests that the way you end your emails is a lot more important than you think.

The study looked at the closings for over 350,000 email threads and compared the response rates. Many of the emails were asking for advice or help, and thus were expecting a reply.

Gratitude Works

The analysis showed that emails ending with some variation of thanks (“thanks, thank you, or thanks in advance”) had the highest percentage of response rates, with a final total of 62%. In comparison, emails that closed without some variation of thank you (“regards,” “best,” etc.) had a response rate of just 46%.

That means that swapping out traditional closings with an expression of gratitude correlated with an impressive relative increase of 36% in response rates.

For Email, Best Might Be Worst

The study also compiled a list of the eight most popular sign-offs. Of these eight popular sign-offs, it was the classic “best,” followed by “best regards,” which had the lowest response rates.

So, which response got the most replies?

While any expression of gratitude is a good start, “thanks in advance” produced the highest response rate at 65.7%.

The fact that “thanks in advance” incurred the highest number of responses should come as no surprise. After all, not only are you expressing general gratitude, but also gratitude for an action that’s yet to come – something that’s more likely to convince your target to follow through!

The Exact 3 Words That Will Maximize Replies to Your Emails. #Neuromarketing Click To Tweet

Another Thank You Benefit for Email

There’s more data to support the conclusion of the Boomerang study. Academic researchers in Australia also found that a warm “thank you” boosted the rate of replies to an email.

In addition, they found that with the “thank you” the recipients had a more positive impression of the senders, finding them to have a warmer personality.

The Best Way to Respond to a Thank You

Sometimes, you may be on the other side of the expression of gratitude. When you are the recipient of a “thank you,” is there an optimum way to respond?

You could always throw out a classic “no problem” or a simple “you’re welcome…” Or, you could say something like Don Corleone from The Godfather, implying, “Someday I will come to you for a favor…”

Instead, according to persuasion expert Robert Cialdini, (as reported by my friend Guy Kawasaki), the following phrase is the best response to being thanked:

Why does this maximize the probability of that person helping you in the future? It’s because the feelings of reciprocity that this phrase evokes are part of what makes it so powerful. Do proceed with caution, though – you don’t want to sound like a Mafia don reminding unlucky individuals that they now owe him a risky or illegal favor in the future!

Thanks in advance!

If you liked this post, I’ll ask you for a favor – please take a moment to share it. Thanks in advance – you know I’d do the same for you!

How You Should Close Your Email to Get a Reply - just 3 words! #Neuromarketing Click To Tweet

Learn how to write effective thank you letters to your customers that will an interview, or being your customer, and express true gratitude. There are a lot of different closing salutations you can end your thank you letter with.

7 Sample Thank You Notes for Business

letter closing with gratitude

Formal English letters are quickly being replaced by email. However, the formal letter structure you learn can still be applied to business emails and other formal emails. Follow these structure tips to write effective formal business letters and emails.

A Purpose for Each Paragraph

First Paragraph: The first paragraph of formal letters should include an introduction to the purpose of the letter. It's common to first thank someone or to introduce yourself.

Thank you for taking the time to meet with me last week. I'd like to follow up on our conversation and have a few questions for you.

Body Paragraphs: The second and following paragraphs should provide the main information of the letter, and build on the main purpose in the introductory first paragraph.

Our project is moving forward as scheduled. We'd like to develop a training program for staff at the new locations. To this end, we have decided to rent out space in the local business exhibition center. New staff will be trained by our experts in personnel for three days. In this way, we'll be able to meet demand from the first day.

Final Paragraph: The final paragraph should shortly summarize the intent of the formal letter and end with some call to action.

Thank you for your consideration of my suggestions. I look forward to an opportunity to discuss this matter further.

Formal Letter Details

Open with an expression of formal address, such as:

Dear Mr, Ms (Mrs, Miss) - if you know the name of the person you are writing to. Use Dear Sir / Madam if you do not know the name of the person you are writing to, or To Whom it May Concern

Always use Ms for women unless you are specifically requested to use Mrs or Miss.

Beginning Your Letter

First, provide a reason for writing. If you are beginning correspondence with someone about something or asking for information, begin by providing a reason for writing:

  • I am writing to inform you about ...
  • I am writing to ask/inquire about ...
  • I am writing to ask about information for small businesses.
  • I am writing to inform you that we have not yet received payment for ...

Frequently, formal letters are written to express thanks. This is especially true when writing in response to an inquiry of some kind or when writing to express appreciation for a job interview, a reference, or other professional assistance you have received. 

Here are some useful phrases of gratitude:

  • Thank you for your letter of (date) inquiring about ...
  • We would like to thank you for your letter of (date) asking for / requesting information about ...
  • In response to your letter of (date), we would like to thank you for your interest in ...
  • I would like to thank you for your letter of January 22nd requesting information about our new line of lawnmowers.
  • In response to your letter of October 23, 1997, we would like to thank you for your interest in our new line of products.

Use the following phrases when asking for assistance:

  • I would be grateful if you could + verb
  • Would you mind + verb + ing
  • Would it be too much to ask that ...
  • I would be grateful if you could send me a brochure.
  • Would you mind telephoning me during the next week?
  • Would it be too much to ask that our payment be postponed for two weeks?

The following phrases are used to offer help:

  • I would be happy to + verb
  • We would be pleased to + verb
  • I would be happy to answer any questions you have.
  • We would be pleased to assist you in finding a new location.

Enclosing Documents

In some formal letters, you will need to include documents or other information. Use the following phrases to draw attention to any enclosed documents you might have included.

  • Enclosed please find + noun
  • Enclosed you will find ... + noun
  • We enclose ... + noun
  • Enclosed you will find a copy of our brochure.
  • Enclosed please find a copy of our brochure.
  • We enclose a brochure.

Note: if you are writing a formal email, use the phase: Attached please find / Attached you will find.

Closing Remarks

Always finish a formal letter with some call to action or reference to a future outcome you desire. Some of the options include:

A referral to a future meeting:

  • I look forward to meeting / seeing you
  • I look forward to meeting you next week.
  • Please do not hesitate to contact me if you have any questions regarding this matter.
  • If you need any further assistance please contact me.

A Formal Sign Off

Sign the letter with one of the following phrases:

  • Yours faithfully,
  • Yours sincerely,
  • Best wishes.
  • Best regards.

Make sure to sign your letter by hand followed by your typed name.

Block Format

Formal letters written in block format place everything on the left-hand side of the page. Place your address or your company's address at the top of the letter on the left (or use your company's letterhead) followed by the address of the person and/or company you are writing to, all placed on the left side of the page. Hit the key return a number of times and use the date.

Standard Format

In formal letters written in standard format place your address or your company's address at the top of the letter on the right. Place the address of the person and/or company you are writing on the left side of the page. Place the date on the right-hand side of the page in alignment with your address.

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Best Letter Closing Examples to Make a Powerful Last Impression

letter closing with gratitude

This article is more than 2 years old.

Should we write "Thanks and Regards" or "Thanks and regards" at the end of an email? “Thank you” expresses gratitude, whereas “regards” is more of a 'best wishes' and is, therefore, a correct and acceptable closing to an email or letter.

89 Ways To Sign Off On An Email

letter closing with gratitude

Ending with aplomb, gratitude, and relevance is a great way to stick the landing on your cover letter, and the words and phrases you choose do make a difference. Your cover letter closing paragraph sets a tone for communication with a potential employer and may be the last thing they read from you before considering your resume.

The best cover letter conclusions are polite, confident, and customized to the application. They’re never overly pushy or casual, but you do want to walk a line between sounding flippant and uncomfortably formal.

Ask a friend or trusted co-worker for advice: If they think the sign-off sounds cute, it’s probably a bit too casual for most employers. While you don’t want to be boring, you also shouldn’t be funny in an inappropriate or offensive way.

What Should the Final Paragraph of a Cover Letter Include?

There are five things to keep in mind when writing a cover letter closing paragraph:

  1. First, express an appreciation for the reader’s consideration. It takes time to carefully review a cover letter and resume, so communicate your thanks.
  2. Next, include a gentle interest in next steps. Be polite. You should request an interview, but never demand an interview or declare that you’ll call the office in the coming week.
  3. After that, add a succinct summary of the value you can provide for the organization. You should conduct research about the company and study the job ad before writing your cover letter. Use the final paragraph of your cover letter to pepper in small details that reflect that you’ve done your research.
  4. Then write a closing that focuses on what you can do for the organization and not what they can do for you.
  5. Finally, end with a professional sign-off. “Sincerely,” “thank you,” or “best regards” are all safe bets.

8 Cover Letter Closing Paragraph Templates

Use these closing paragraph templates word-for-word, or as inspiration as you write your own.

  1. Thank you for taking the time to review my resume. I truly believe that my past experience and education would make me a valuable asset for your organization. I’m particularly excited about the opportunity to learn more about (insert something specific about the company from your research) and how I can contribute to that effort.
  2. In conclusion, I think that my background and skillsets have prepared me to be a successful contributing team member in this type of environment and for an organization exactly like yours. Thank you so much for your time and consideration.
  3. Thank you for considering my application. I hope to bring my industry expertise and past experience to an organization, like yours, where I can contribute to growth and success. Please don’t hesitate to contact me at (insert phone number or email) if you need any additional information.
  4. Thanks for your time and consideration. I’d love a chance to learn more about this position and demonstrate how I can help (company or team) reach organizational goals. I believe my skills and motivation make me a great potential asset. I can be reached at (phone or email) if you need any other information.
  5. I look forward to any opportunity to discuss the position and what I can do for your company. I believe my personal vision and values align with the (company) brand and that I’d be a great fit for your organization. Thank you for your time in reviewing my resume.
  6. I know I can bring value to your organization and would love the chance to discuss how my experience and skills can contribute to growth or success at (company name). Thank you for taking time to review my application. I’m available at (insert email or phone number) should you need further information.
  7. I appreciate your time and consideration and hope that my skills and experience align with your needs. I’m attaching my resume, and you’ll note that (highlight something relevant from your resume). The work (company) is doing in the (industry) space is incredibly interesting, and I’d love to learn more about how to become part of the team.
  8. Thank you for considering my application. I believe my (insert skill/credential) would be valuable in the (specialization of company) space, and I look forward to any opportunity to show you how I can be of assistance in your organization. I’ve attached my resume and would be happy to provide any additional information you might need.

Learn More About How to End Your Cover Letter

Questions about some of the terminology used in this article? Get more information (definitions and links) on key college, career, and job-search terms by going to our Job-Seeker's Glossary of Job-Hunting Terms.

Need help starting your cover letter? Check out Customizable Opening Paragraphs for Job-Seeker Cover Letters.

Here's a guide to formal letter structure written for English learners with Final Paragraph: The final paragraph should shortly summarize the intent of the formal letter and end with Here are some useful phrases of gratitude.

letter closing with gratitude
Written by Mibar
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