The closing of a letter is often overlooked, yet it significantly impacts the overall impression. A well-chosen closing reinforces the tone and purpose of the communication, leaving a lasting positive impression on the recipient. Conversely, an inappropriate closing can undermine the message’s effectiveness, potentially creating confusion or even offense. This guide explores various options for letter closings, providing context and examples to ensure professional and impactful communication.
Understanding the Importance of Letter Closings
The concluding remarks serve as a final opportunity to reiterate key points, express gratitude, or solidify the relationship with the recipient. A strong closing can achieve several crucial objectives:
- Reinforces Tone and Purpose: The closing mirrors the overall tone established in the letter’s body. A formal letter requires a formal closing, while an informal letter allows for more casual options.
- Expresses Gratitude or Appreciation: A thoughtful closing can convey sincerity and strengthen the rapport between the sender and recipient.
- Provides a Call to Action (if applicable): In business correspondence, the closing may include a clear call to action, guiding the recipient toward the desired next step.
- Leaves a Lasting Impression: The closing is the last thing the recipient reads; a positive closing leaves a memorable and positive impression.
- Maintains Professionalism: Choosing an appropriate closing demonstrates respect for the recipient and upholds professional standards.
Factors to Consider When Selecting a Closing
The choice of closing depends on several key factors:
- Your Relationship with the Recipient: The level of formality should reflect your relationship with the recipient. A close colleague might warrant a more informal closing than a potential client or a superior.
- The Letter’s Purpose: The purpose of the letter influences the appropriate closing. A complaint letter will differ from a thank-you note or a job application.
- The Overall Tone: The tone of the letter should be consistent throughout, including the closing. A formal letter should have a formal closing, and vice versa.
- Industry Norms: Certain industries may have established conventions regarding preferred letter closings.
Formal Letter Closings
Formal letters necessitate a professional and respectful closing. Examples include:
- Sincerely: A classic and widely accepted choice for formal correspondence.
- Respectfully: Suitable when addressing someone of higher authority or status.
- Cordially: A polite and somewhat less formal option than “Sincerely” or “Respectfully.”
- Yours faithfully (UK): Used when the recipient’s name is unknown.
- Yours sincerely (UK): Used when the recipient’s name is known.
- With kind regards: A slightly warmer alternative to “Sincerely.”
Informal Letter Closings
Informal letters allow for more relaxed and personal closings. However, maintaining professionalism is still important. Suitable choices include:
- Best regards: A common and versatile option for less formal correspondence.
- Best wishes: Particularly suitable for letters expressing well wishes or congratulations.
- Warmly: Conveys warmth and friendliness.
- Cheers (informal): Acceptable in certain contexts, but use caution depending on the recipient and industry.
- Thanks: Appropriate for thank-you notes or letters acknowledging assistance.
Closings for Specific Letter Types
The appropriate closing can vary depending on the letter’s context. Here are some examples for different scenarios:
Job Application Letters:
Formal closings are essential for job application letters. “Sincerely,” “Respectfully,” or “Cordially” are typically the best choices.
Business Letters:
Business letters generally require formal closings such as “Sincerely,” “Respectfully,” or “Kind regards.” The level of formality depends on your relationship with the recipient.
Read Also: Simple Cover Letter Sample: A Quick Guide
Thank-You Letters:
Thank-you letters allow for slightly more flexibility. “Sincerely,” “Warmly,” or “With gratitude” are all appropriate.
Complaint Letters:
Maintain a professional tone even in complaint letters. “Sincerely” or “Respectfully” are suitable, although the overall tone should remain assertive yet polite.
Cover Letters:
Similar to job applications, formal closings such as “Sincerely” or “Respectfully” are recommended for cover letters.
Avoiding Inappropriate Closings
Certain closings should be avoided in professional correspondence, regardless of context:
- Overly casual closings: Avoid overly familiar or slang terms like “TTYL” or “Talk soon.”
- Inappropriate abbreviations: Avoid abbreviations like “Thx” or “Regards” unless explicitly appropriate for the context and recipient.
- Generic closings without thought: A thoughtfully chosen closing shows engagement and respect. Avoid generic options without considering the letter’s context.
- Closings that mismatch the tone: Ensure consistency between the tone of the letter’s body and the closing.
The Importance of Proper Formatting
Beyond choosing the right closing, proper formatting is crucial. The closing should be followed by a comma, then a double space, your typed name, and your handwritten signature (if a physical letter). Your title and contact information should typically appear below your signature.
Examples of Properly Formatted Closings
Here are some examples illustrating proper formatting:
Example 1 (Formal):
Sincerely,
[Double Space]
Jane Doe
[Handwritten Signature]
Chief Marketing Officer
Acme Corporation
Example 2 (Informal):
Best regards,
[Double Space]
John Smith
[Handwritten Signature]
Project Manager
Conclusion
Selecting an appropriate closing may seem insignificant, but its impact on the overall impression is undeniable. By carefully considering the factors discussed above, and selecting a closing that aligns with the letter’s purpose and tone, one can create a lasting positive impression and enhance the effectiveness of their communication.
