How to end a business letter

How to end a business letter

As you are nearly done drafting a business letter. The question is, “How should I conclude my business letter?” How should I summarize my core points? What phrase should you add for your authorization to make it more memorable? What is the appropriate level of formality?

Letters are a widely known and necessary mode of communication in business, and how you finish your letter is just as vital as how you initiate it. The intent is to confirm that your ending signature corresponds to the voice of the remaining portion of the letter and that you hit the correct balance with the appropriate degree of formality. If you do it appropriately, nobody will ever notice how you end the letter, rather, they will note the features of the body of the letter.

Tips for ending a business letter

The objective of developing a strategy to finish a business letter is to make a positive impact. You wouldn’t want your letter’s end to divert attention from the remainder of it, and you certainly don’t want it to leave such a bad taste that it minimizes the most integral element of your letter — the body, which contains the main text. To make a positive impression on the audience, follow these guidelines;

Use a significant concluding sentence

You may want to add an ultimate sentence or two after the foremost body of your letter but before you close it. You could use a statement just before your ending signature to do any of the following;

  • Restate the objective of the letter
  • Ask for a follow-up response
  • Send out an invitation
  • Express your gratitude
  • Verify the relationship
  • Illustrate a crucial point

 A few instances of ending a letter prior to the closing signature;

  • Thank you for the advice. 
  • Your sincerity is sincerely valued.
  • I acknowledge your thoughtfulness in this matter.
  • I eagerly await your response.
  • If you have any concerns, please let me know.
  • It has been a privilege to connect with you.
  • If you have any queries, do not hesitate to reach me.

Consider the connection

A formal ending should be used on all business letters. The viewer and your connection with the audience might well ascertain how professional your ending is. If you address the letter to someone you understand well or with whom you communicate regularly, your ending may be more casual than if you address the letter to someone you don’t recognize well. For instance,  ‘Thank you’ is less professional than ‘Regards.’

Adapt to the specific case

Your letter’s conclusion must be related to the letter’s total objective. For instance, if you’re sending a letter of thanks, you could finish it with ‘Thank you’ or ‘Kind thanks’.  If you’re writing a job application letter, you’ll employ a more official closing, like ‘Sincerely’ or ‘Best regards’.

Finish with your sign

The complimentary ending terms — ‘Regards’, ‘Sincerely’, etc. will be accompanied by your name in the ending signature. For printed version letters and letters enclosed to emails, also provide your contact details at the top of the letter; it doesn’t have to be in your closure. For electronic mail letters, you do not add your contact data at the top of the letter. Rather, write your mobile number alongside your signature. 

Instances of formal letter closings and complimentary words

The following are a few complimentary ending examples for the various official and unofficial corporate letters you may write.

Professional letter endings 

As a writer, you may enjoy coming up with novel ways to convey your message to avoid conversing in a formulaic manner. However, the closing of a letter isn’t the best place to experiment with the terminology or redefine the wheel. You must be confident using a diverse range of closing greetings, even as such communications often start with the known salutation like “Dear Monika Whigfield.” Below are the endings appropriate for almost all contexts as a proper way to end a letter. They’re ideal for employment inquiries, cover letters, and reference letters.

  • Sincerely  
  • Yours faithfully   
  • Appreciatively
  • Yours truly   
  • Best
  • Regards

The following endings are considered official since less professional than those mentioned above. They are suitable for letters addressed to people with whom you have had some interaction, like to and fro emailing or in-person interviews.

  • Cordially
  • Respectfully
  • Thank you
  • With appreciation

Informal endings for a business letter

Here are a few unofficial but formal closings to use when you understand and have a close connection with the individual you’re addressing.

  • Kind regards
  • Kind thanks
  • Many thanks
  • Best wishes
  • Stay well
  • Warm regards
  • Warm wishes
  • Thanks

Extra examples of signature endings

Considering the context of the letter, utilize the complimentary letter closings listed below for official and unofficial closings. Closings such as ‘Warmest condolences’ or ‘With sympathy’ might be suitable if you’re sending to express your condolences. “With deep admiration” or “In gratitude” can be used when asking for aid or appreciating somebody for their support.

  • In appreciation
  • In sympathy
  • With deepest sympathy
  • With great appreciation
  • With sympathy

Tips to format and capitalize the ending signature

The complimentary ending’s initial word is capitalized. The following words are written in lowercase.

  • After the complimentary phrases, add a punctuation mark.
  • If you’re forwarding a printed version letter, consider leaving four spaces in between the cordial end and written name. Incorporate space between the complimentary ending and typed name if sending the letter in the body of an electronic mail.

What is the purpose of a business letter?

The purpose of a business letter is to communicate professional information in a formal and structured manner. It serves as a written document to convey messages such as requests, proposals, inquiries, acknowledgments, or complaints. Business letters are often used to establish, maintain, or enhance professional relationships and can also serve as communication records for legal or organizational purposes. They ensure clarity, professionalism, and accountability in business interactions.

What are the essential elements of a business letter?

A business letter is a formal way to communicate professionally. Here are the key parts:

Sender’s Address: The sender’s address is written at the top of the letter, either on the left or right side.

Date: The date the letter is written comes below the sender’s address. Write the full date (e.g., December 7, 2024).

Recipient’s Address: This includes the recipient’s name, title, and their organization’s address.

Salutation: A formal greeting such as “Dear [Recipient’s Name].” If the recipient’s name isn’t known, use “To Whom It May Concern.”

Subject Line (Optional): A short line explaining why you’re writing the letter, making the purpose clear.

Body

  • Introduction: Explains why you’re writing.
  • Main Content: Shares the necessary details or makes a request.
  • Conclusion: Wraps up the letter with key points or next steps.

Complimentary Close: A polite ending, like “Sincerely,” “Best regards,” or “Yours truly.”

Signature: The sender’s signature, along with their printed name and job title.

Enclosures (if needed): A note mentioning any extra documents sent with the letter, like invoices or reports.

CC (Carbon Copy) (Optional): Lists other people who are also getting the letter.

How do you choose the correct format for a business letter?

Choosing the correct format for a business letter depends on the level of formality, the recipient, and the purpose of your communication. Here are the key factors to consider;

Level of Formality

  • Formal: Use formal formats for professional or official communication, such as when writing to a senior colleague, company, or government organization.
  • Semi-formal: If you have a less formal relationship with the recipient (e.g., a colleague or a business partner), you can use a semi-formal format with a more casual tone but still maintain professionalism.

Recipient’s Relationship

  • Known Recipient: If you know the recipient’s name, use a personalized greeting (“Dear Mr. Smith”) and add information about them.
  • Unknown Recipient: If you don’t know the recipient’s name, use a general salutation like “To Whom It May Concern” or “Dear Sir/Madam.”

Purpose of the Letter

  • Request or Complaint: A formal structure with clear points is needed to convey your message effectively.
  • Thank You or Congratulations: You may use a slightly less formal tone, but the structure should still follow business etiquette.

Business Type or Industry

  • Corporate Environment: Use a more structured and formal format.
  • Creative Industry: Some flexibility in tone may be allowed, but the format should still be professional.

Common Formats

  • Block Format: All parts of the letter are aligned to the left margin, with no indentation. It’s the most commonly used format for formal letters.
  • Modified Block Format: The sender’s address, date, and closing are aligned to the right or center, while the rest of the letter is left-aligned.
  • Indented Format: Each paragraph is indented. This format is less common in modern business letters but still acceptable in some formal settings.

What is the difference between formal and informal business letters?

The main difference between formal and informal business letters is in the tone, language, format, and the relationship between the sender and the recipient. Here’s a breakdown:

Tone and Language

  1. Formal Business Letters

      • The tone is serious, respectful, and professional.
      • The language is polite, neutral, and free of slang.
      • Common greetings are “Dear Mr. Smith” or “To Whom It May Concern.”

  2. Informal Business Letters

      • The tone is more friendly, relaxed, and conversational.
      • The language is less strict, with casual words or phrases.
      • Salutations such as “Hi [Name]” or “Hello [Name]” are popular.

Purpose

  1. Formal Business Letters: Used for important matters like job applications, business proposals, or legal issues.
  2. Informal Business Letters: Used for casual communication, like emails between colleagues or updates to business partners.

Structure

  1. Formal Business Letters

    • Have a clear format, including the sender’s and recipient’s addresses, a subject line (optional), formal greeting, body, and a professional closing like “Sincerely.”
    • The language is clear and to the point.

  2. Informal Business Letters:

    • The format is more flexible and casual, often shorter and conversational.
    • Standard endings such as “Best,” or “Take care” are included in the letter.

Relationship Between Sender and Recipient

  1. Formal Business Letters: Used when the sender and recipient don’t know each other well, like when writing to a client, boss, or government office.
  2. Informal Business Letters: Used when the sender and recipient have a close or casual relationship, like between coworkers, friends, or business partners.

How should you address the recipient in a business letter?

How you address the recipient in a business letter depends on the level of formality and your relationship with the person. Here’s how to approach it;

Formal Address

  1. Known Recipient

    • Add a professional salutation, if you are familiar with the recipient’s name.
    • Address them by their title (e.g., Mr., Mrs., Ms., Dr.) and their last name. Here are the examples
    1. “Dear Mr. Smith”
    2. “Dear Dr. Johnson”
    3. “Dear Ms. Brown”

  2. Unknown Recipient: If you don’t know the recipient’s name, use a general greeting.

    • Common phrases include;

      • “To Whom It May Concern”
      • “Dear Sir/Madam”
      • “Dear Hiring Manager” (for job applications)

Semi-Formal Address

  • Known Recipient: If you have a less formal relationship with the recipient, you can use their first name, but still maintain a respectful tone.

Example:

    • “Dear John”
    • “Dear Sarah”

Informal Address

  • Casual Relationship: If you have an informal relationship with the recipient, a simple greeting with their first name is acceptable.

Example

    • “Hi John”
    • “Hello Sarah”

Always consider the relationship and the context of the letter to choose the appropriate greeting.

What is the appropriate way to begin a business letter?

The appropriate way to begin a business letter depends on the formality of the letter and your relationship with the recipient. Here’s how to approach it;

  1. Formal Letters

  • Start with a formal greeting:

    • If you know the recipient’s name, use their title (Mr., Mrs., Ms., Dr.) followed by their last name.

    • Example: “Dear Mr. Smith,”

    • If you are not aware of the recipient’s name, add salutations like;

      • “To Whom It May Concern,”
      • “Dear Sir/Madam,”
      • “Dear Hiring Manager,” (for job applications)
  1. Semi-Formal Letters

  • Start with a more casual but still professional greeting:

    • If you have a less formal relationship with the recipient, you can use their first name.
    • Example: “Dear John,”
    • “Dear Sarah,”
  1. Informal Letters

  • Start with a friendly greeting:

    • If you know the recipient well and have an informal relationship, use their first name and a relaxed salutation.
    • Example: “Hi John,”
    • “Hello Sarah,”

After the greeting, begin the body of the letter by stating the purpose or reason for writing.

How do you maintain a professional tone in a business letter?

To keep a professional tone in a business letter, follow these simple tips;

  1. Use Polite and Respectful Language

    • Avoid slang or casual words.
    • Use polite phrases like “Please,” “Thank you,” and “I would appreciate it.”
    • Be respectful, even when making requests or addressing problems.

  2. Be Clear and Concise

    • Stick to the main point and avoid extra details.
    • Arrange your ideas logically so the reader can understand easily.
    • Keep your message to the point while explaining it clearly.

  3. Avoid Emotional Language

    • Keep your tone neutral, especially for serious or professional topics.
    • Focus on facts and solutions rather than expressing frustration or anger.

  4. Use Correct Grammar and Punctuation

    • Proper grammar and punctuation help your message make sense.
    • Always proofread your letter to catch any mistakes.

  5. Be Formal and Polite

    • Use formal greetings (like “Dear Mr. Smith”) and polite closings (like “Sincerely”).
    • Use professional titles (like Dr., Mr., or Ms.), unless told otherwise.

  6. Keep a Positive Tone

    • Even if the letter is about a problem, try to phrase it in a helpful way.
    • Use positive language to show you are focused on finding solutions.

What type of font and size is best for a business letter?

For a business letter, it’s important to choose a clear and professional font to make it easy to read. Here are some good options;

  1. Font Type

    • Serif Fonts (like Times New Roman or Georgia) are formal and traditional, making them a great choice for business letters.
    • Sans-serif Fonts (like Arial or Calibri) are modern, clean, and easy to read, especially on screens. They also work well for business letters.

  2. Font Size

    • The standard font size for a business letter is 12-point, which is easy to read and looks professional.
    • 11-point is also okay, especially if you need to fit the letter on one page, but avoid using a smaller size because it might be hard to read.

  3. Additional Tips

    • Use the same font throughout the letter (for both the body and headings).
    • Avoid fancy or overly decorative fonts, as they can seem unprofessional.
    • Make sure to use good line spacing (typically 1.15 or 1.5) to keep the letter clear and easy to follow.

How do you format the sender’s and recipient’s addresses in a business letter?

The sender’s and recipient’s addresses in a business letter should be formatted professionally. Here’s how;

Sender’s Address

  • Place the sender’s address at the top of the letter, aligned to the left or right.
  • Include the sender’s name, street address, city, state, ZIP code, and, optionally, phone number or email.

Date

  • Place the date below the sender’s address.
  • Use the full date format, such as “December 7, 2024.”

Recipient’s Address

  • Position the recipient’s address below the date, aligned to the left.
  • Include the recipient’s name, title, company name (if applicable), street address, city, state, and ZIP code.

What is the best way to organize the content of a business letter?

To organize a business letter properly, follow this simple structure;

  1. Heading and Date

    • Write the sender’s address at the top, followed by the date.
    • Align this information either to the left or right, depending on the format.

  2. Recipient’s Address

    • Include the recipient’s name, job title, company name, and address, all aligned to the left.

  3. Salutation

    • Use a formal greeting, such as “Dear [Recipient’s Name]” or “To Whom It May Concern,” if the name is unknown.

  4. Introduction

    • Begin with a proper introduction about why you are writing the letter.
    • Briefly mention the purpose of the letter, like making a request, sharing information, or addressing an issue.

  5. Main Body

    • Provide details about the purpose of the letter.
    • Break content into clear, short paragraphs to improve readability.
    • Use bullet points or numbered lists if listing items or points.
    • Keep the tone professional and focused on facts.

  6. Conclusion

    • Summarize the main points of the letter.
    • Add a call to action, such as requesting a reply or offering further assistance.
    • Be polite and express gratitude, like thanking the recipient for their time.

  7. Closing

    • Use a formal closing phrase, like “Sincerely” or “Best regards.”
    • Leave space for your handwritten signature (if printing) and type your full name below it. Optionally, include your job title or contact details.

  8. Enclosures: If other documents are included, note this at the end with “Enclosure” or “Attachments” and a brief description of the documents.

How should you write the closing paragraph of a business letter?

The last paragraph of a business letter should leave a good impression and explain what should happen next. Here’s how to write it;

  1. Restate Key Points

    • Quickly recap the main purpose of the letter.
    • Highlight the most important request or message without adding new details.

  2. Add a Call to Action

    • Clearly state what you want the recipient to do (e.g., respond to your letter, set up a meeting, or provide feedback).
    • Make your request simple and direct.

  3. Show Politeness and Gratitude

    • Thank the recipient for their time or effort.
    • Use respectful language to end on a positive note.

  4. Offer to Help: If needed, mention that you are available for further discussions or to provide additional details.

What are some effective ways to proofread and edit a business letter?

Here are simple and effective ways to proofread and edit a business letter;

Before You Start

  • Take a Break: Step away from the letter for a while to refresh your mind and eyes.
  • Print It Out: Reviewing a physical copy can make it easier to spot mistakes compared to reading on a screen.

Proofreading Tips

  1. Read Aloud: Reading your letter out loud helps you catch awkward sentences, missing words, and punctuation errors.
  2. Read Backwards: Start from the end and read one word at a time to focus on spelling and catch overlooked errors.
  3. Check for Specific Errors: Review one type of error at a time, such as grammar, punctuation, or spelling.
  4. Use Spell Check: A spell checker can find many mistakes, but it’s not perfect, so double-check manually.
  5. Refer to a Style Guide: Use guides like the Chicago Manual of Style or AP Stylebook for rules on grammar, punctuation, and formatting.

Editing Tips

  • Keep It Clear and Concise: Make sure your message is easy to understand and avoid overly complex words or unnecessary details.
  • Check Tone and Style: Ensure the tone matches the level of professionalism needed for your audience.
  • Review Formatting: Confirm proper margins, font, and spacing for a polished look.
  • Get Feedback: Ask someone you trust to review your letter for mistakes or suggestions.

Additional Advice

  • Be Patient: Take your time to avoid rushing and missing errors.
  • Don’t Rely Only on Tools: While helpful, spell checkers or grammar tools can’t replace careful reading.
  • Proofread More Than Once: Reviewing multiple times increases your chances of catching mistakes.

Conclusion

Ending a letter correctly is critical because it’s the final section your reader will read. Thus, it is essential to include the appropriate, instead of formal tone in the letter’s completion if you want to write an interesting business letter. Closings normally set the tone for future communications. Your letter’s conclusion must be completely focused on what you would like your readers to understand. It can provide the audience with extra information they ought to analyze your personal info, such as your name, contact number, job designation, and so on. In a brief, letter closings play a significant role in ensuring that your audience recognizes your message easily. Apply these suggestions as a tool to assist you to finish your letters with the highest suitable closing signature. The more you concentrate on how to close every business letter and email you submit and receive, the more you’ll establish an innate inclination for how to better complete each correspondence.

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