How to end a letter

Overview

Ending a letter is the final touch that leaves a lasting impression on the recipient. The choice of closing can significantly impact how your message is perceived, conveying respect, warmth, or professionalism. A well-chosen closing complements the content of your letter and reinforces the tone you've established throughout.

Choosing the Right Closing: Formality and Relationship

The most crucial factor in selecting an appropriate letter closing is the level of formality and your relationship with the person you are writing to. What works for a close friend will likely not be suitable for a formal business inquiry.

Formal Closings

For formal correspondence, such as job applications, business proposals, or letters to individuals you don't know well or hold in high regard, opt for traditional and respectful closings. These convey a sense of seriousness and professionalism.

• Sincerely: This is perhaps the most common and versatile formal closing. It's appropriate for almost any situation where you want to maintain a professional or respectful tone.
• Yours faithfully: Traditionally used when you don't know the recipient's name (e.g., you started the letter with 'Dear Sir/Madam').
• Yours truly: Similar to 'Yours faithfully,' often used when you don't know the recipient's name, though 'Sincerely' is generally preferred in modern business contexts.
• Respectfully: This is a very formal closing, often used when writing to someone in a position of authority or in highly official capacities.
• With deepest sympathy: Used specifically for condolences or letters expressing sorrow.

Semi-Formal Closings

When writing to colleagues, acquaintances, or in situations where the tone is friendly but still professional, semi-formal closings strike a good balance.

• Regards: A safe and widely used option for general business correspondence.
• Kind regards: A slightly warmer variation of 'Regards,' suitable for ongoing professional relationships.
• Best regards: Similar to 'Kind regards,' conveying a friendly yet professional sentiment.
• Warm regards: Even warmer than 'Kind regards,' suitable for established professional relationships where there's a friendly rapport.

Informal Closings

For personal letters to friends, family members, or very close colleagues, you can use more casual and personal closings. These reflect intimacy and personal connection.

• Best: A concise and friendly closing, suitable for most informal situations.
• Cheers: A very informal and cheerful closing, common in British English, but used more broadly now.
• Warmly: Conveys genuine warmth and affection.
• All the best: A friendly and optimistic closing.
• Love: Reserved for very close friends and family members.
• With love: A more emphasized version of 'Love.'
• Yours: A simple, affectionate closing for someone you know very well.

Punctuation and Formatting

Regardless of the closing you choose, consistent punctuation and formatting are essential for a polished appearance. The standard practice is to place a comma immediately after the closing word or phrase. For example: 'Sincerely,' or 'Best regards,'.

Following the comma, leave a space (typically four blank lines) for a handwritten signature if the letter is being physically mailed or if a signature is required. Below the signature space, type your full name. If it's an email or a less formal correspondence, a signature space might not be necessary, and you can simply type your name directly after the closing and comma.

Example (Formal):

Sincerely,



John Smith

Example (Informal):

Best,

Jane Doe

Common Mistakes to Avoid

While the principles of choosing a closing are straightforward, some common pitfalls can detract from your letter's professionalism or appropriateness.

• Inappropriate Tone: Using an overly casual closing like 'Ciao!' in a formal business letter or a stiff closing like 'Yours faithfully' in a letter to your best friend.
• Missing Punctuation: Forgetting the comma after the closing word(s) is a frequent error.
• Incorrect Spacing: Insufficient space for a signature or no space at all can look unprofessional.
• Misspelling: Always double-check the spelling of your closing and your name.
• Overly Generic Closings: While 'Sincerely' is safe, sometimes a slightly more personalized closing (like 'Kind regards' if you've corresponded before) can enhance the connection.

Ultimately, the best way to end a letter is to be thoughtful about your audience and the purpose of your communication. By selecting an appropriate closing and adhering to standard formatting conventions, you ensure your message concludes with clarity and courtesy.