How To Write The End Of A Letter: Mastering The Art of Closing

Crafting a compelling letter involves more than just the body; the ending, or closing, is crucial. It’s the final impression you leave on your reader, and it can significantly influence how your message is received. A well-written closing is polite, professional, and reflects the purpose of your letter. This guide explores how to write the perfect closing, covering everything from formal correspondence to casual notes.

Understanding the Importance of a Strong Letter Closing

The closing of a letter serves several important functions. First and foremost, it reiterates your purpose and provides a sense of closure. It signifies the end of your communication and often includes a call to action, expressing gratitude, or offering a final thought. The closing also contributes to the overall tone of your letter. A thoughtful and appropriate closing reflects your respect for the recipient and your commitment to effective communication. It’s the equivalent of a handshake or a warm farewell in a face-to-face conversation.

Choosing the Right Closing: Formal vs. Informal

The closing you choose hinges entirely on the relationship you have with the recipient and the purpose of your letter. Formal letters demand a different approach than informal ones.

Formal Closings: Maintaining Professionalism

Formal letters, such as those addressed to employers, clients, or government officials, require closings that convey respect and professionalism. Consider these options:

• Sincerely: This is a classic and versatile option that works well in most formal situations.
• Sincerely yours: Slightly more formal than “Sincerely.”
• Respectfully: Appropriate when addressing someone of higher authority or seniority.
• Yours truly: Another standard, professional choice.
• Best regards: A versatile and increasingly common closing that maintains a professional tone.

Following your closing, you should always include a comma and then leave a few lines for your signature. Below your signature, type your full name.

Informal Closings: Building Rapport

Informal letters, such as those to friends and family, allow for more relaxed and personal closings. Consider these options:

• Best: Simple and friendly.
• Warmly: Expresses warmth and affection.
• Love: Suitable for close friends and family.
• Cheers: A casual and upbeat option.
• Talk soon: Suggests a future conversation.

In informal letters, the closing is followed by a comma, and you typically sign your first name.

Crafting the Perfect Closing Phrase: Examples and Guidelines

Beyond the basic closing, the phrase you choose can further enhance your letter. Here are some examples and guidelines:

• For expressing gratitude: “Thank you for your time and consideration,” “I appreciate your help,” “Thank you for your prompt response.”
• For including a call to action: “I look forward to hearing from you soon,” “Please feel free to contact me if you have any questions,” “I hope to see you at the event.”
• For offering a final thought: “I wish you all the best,” “I hope this finds you well,” “I look forward to our continued collaboration.”

The key is to tailor the phrase to the specific context of your letter. Be genuine and authentic in your expression.

Avoiding Common Closing Mistakes

Several common mistakes can undermine the effectiveness of your letter’s closing. Avoid these pitfalls:

• Using the wrong closing: Don’t use overly casual closings in formal letters or overly formal closings in casual letters.
• Repeating yourself: Avoid restating information already covered in the body of the letter.
• Being insincere: Your closing should reflect genuine sentiment. Avoid using phrases that feel forced or unnatural.
• Forgetting to proofread: Always proofread your entire letter, including the closing, for any errors in grammar or spelling.
• Leaving it blank: Never end a letter without a closing. It’s like abruptly ending a conversation.

Signature and Postscript: The Final Touches

Your signature and postscript (P.S.) complete the ending of your letter.

The Importance of a Proper Signature

In formal letters, sign your full name. In informal letters, a first name signature is typically sufficient. Make sure your signature is legible. If the letter is a hard copy, sign the letter in ink. If it is digital, use a digital signature or a typed version of your name.

Adding a Postscript (P.S.) Effectively

A postscript, or P.S., can be used to add a final thought or reminder. However, use it sparingly. The P.S. should contain something important that you want to emphasize. Avoid using the P.S. for information that should have been included in the body of the letter.

Letter Closings Across Different Types of Correspondence

The ideal closing will differ depending on the letter’s purpose. Let’s examine a few specific examples:

• Business Letters: Closings like “Sincerely,” “Best regards,” and “Respectfully” are standard. Include a call to action and your contact information.
• Cover Letters: End with a strong statement of your interest in the position and a call to action, such as requesting an interview.
• Thank-You Letters: Express your gratitude explicitly. Use phrases like “Thank you again for your generosity” or “I appreciate your time.”
• Personal Letters: Use warm and friendly closings like “Love,” “Warmly,” or “Best.”

Optimizing Your Letter Closing for Clarity and Impact

The goal is to make your closing clear, concise, and impactful. Consider the following tips:

• Keep it brief: Avoid unnecessary words or phrases.
• Be specific: Tailor your closing to the specific content of your letter.
• Focus on the recipient: Show that you value their time and attention.
• Leave a positive impression: End on a note of optimism and goodwill.

Frequently Asked Questions About Letter Closings

Here are some common questions about writing the perfect closing:

• Can I use emojis in a letter closing? It depends on the context. Emojis are generally inappropriate in formal letters. However, they can be acceptable in informal letters to close friends and family.
• What if I don’t know the recipient’s name? Use a more general closing, such as “Sincerely,” followed by your name.
• How do I handle a letter that requires a quick response? Include a specific call to action, such as “Please reply by [Date]” or “I look forward to hearing from you by [Date].”
• Is it okay to use a generic closing? While a generic closing is better than nothing, a personalized closing is always preferable. Take the time to tailor your closing to the recipient and the purpose of your letter.
• What if I need to send multiple letters? Consider creating a template for your closing to save time, but personalize it slightly for each recipient.

Conclusion: The Art of the Perfect Letter Closing

Writing a compelling letter closing is an essential skill in effective communication. By understanding the nuances of different closings, avoiding common mistakes, and tailoring your approach to the specific context, you can significantly enhance the impact of your letters. From the formal “Sincerely” to the casual “Best,” the perfect closing reinforces your message, leaves a lasting impression, and demonstrates your respect for the recipient. By mastering this art, you can ensure that your letters are not only well-written but also memorable and effective.