What Do You Write At The End Of A Letter: A Guide to Letter Closings and Sign-Offs
The art of letter writing, though sometimes overshadowed by the immediacy of digital communication, remains a powerful tool for connection and expression. Whether you’re drafting a formal business correspondence or a heartfelt note to a loved one, the closing lines of your letter are crucial. They leave a lasting impression and determine the tone of your final words. This guide will explore the nuances of letter closings, providing you with the knowledge to craft the perfect ending for any occasion.
Understanding the Importance of a Letter Closing
The closing of a letter is more than just a formality; it’s a strategic element. It’s your last chance to reinforce your message, express your sincerity, and leave the recipient with a positive feeling. A well-chosen closing reflects your personality, the relationship you have with the recipient, and the overall purpose of the letter. Think of it as the final brushstroke on a masterpiece. It ties everything together and enhances the overall impact.
The Psychology Behind a Good Sign-Off
The words you choose at the end of your letter subtly influence how the recipient perceives you and the content of your message. A warm and friendly closing can foster goodwill, while a professional sign-off establishes credibility. Consider your audience and the desired outcome when selecting your closing. Subtle cues within the closing can impact the recipient’s emotional response and their willingness to act on your message (in the case of a business letter).
Formal Letter Closings: Maintaining Professionalism
Formal letters demand a degree of decorum. The closing should reflect respect, courtesy, and a professional demeanor. Here are some of the most appropriate options:
Choosing the Right Formal Closing
- Sincerely: This is a widely accepted and versatile option, suitable for most formal situations. It conveys sincerity without being overly familiar.
- Yours sincerely: A slightly more formal alternative to “Sincerely.”
- Respectfully: Use this when addressing someone in a position of authority or in a context where deference is expected, such as a cover letter for a job application.
- Yours faithfully: This closing is used when you begin your letter with “Dear Sir or Madam” or a similar impersonal salutation.
- Best regards: A slightly more modern and less formal option than the above, suitable for professional correspondence with someone you know.
Formatting Your Formal Closing
The closing should be placed a few lines below the body of your letter. Capitalize only the first word of the closing. After the closing, leave space for your signature. If you are sending an electronic letter, ensure your name is typed below the space for your signature.
Informal Letter Closings: Expressing Warmth and Personality
Informal letters allow for more flexibility and personal expression. The closing can be tailored to reflect the relationship with the recipient.
Selecting Informal Sign-Offs
- Love: This is a heartfelt option reserved for close friends, family members, or romantic partners.
- Warmly: A friendly and approachable option suitable for friends and acquaintances.
- Best: A simple, versatile closing that works well for various situations, including friends, family, and colleagues.
- Cheers: A casual and upbeat closing, suitable for friends and colleagues.
- Take care: A caring and thoughtful closing that expresses your concern for the recipient.
Adding a Personal Touch to Your Informal Closing
Consider adding a brief, personalized phrase after your closing to make your letter even more special. For example, after “Love,” you could add “Always,” “Forever,” or “Thinking of you.” After “Best,” you might add “Best wishes,” or “Best, [Your Name]”.
Business Letter Closings: Balancing Professionalism and Approachability
Business letters require a balance of professionalism and approachability. The closing should be polite and leave a positive impression while maintaining a formal tone.
Appropriate Business Letter Closings
- Sincerely: As mentioned above, this is a safe and reliable option.
- Best regards: A good choice for a slightly less formal business setting.
- Kind regards: A more personable yet professional option.
- Yours sincerely: More formal and appropriate for certain situations.
- Thank you: If you are expressing gratitude, this is a suitable closing.
The Importance of Action Verbs in Business Letter Closings
When appropriate, consider including a call to action in your closing. For example, if you are requesting a meeting, you could end with “I look forward to hearing from you soon” or “I am available at your earliest convenience.” This gives a clear directive to the recipient.
The Art of the Signature: Personalizing Your Closing
The signature is the final touch on your letter. It personalizes the closing and serves as a tangible representation of your identity.
Handwritten vs. Typed Signatures
In the age of digital communication, handwritten signatures can make a letter feel more personal and valuable. If sending a physical letter, always sign it by hand. If sending an electronic letter, you can type your name below the closing. In some professional situations, a scanned signature might be appropriate.
Including Your Typed Name and Title
When sending an electronic or typed letter, always type your full name below the space for your signature. If you are writing in a professional capacity, include your job title or relevant credentials below your name.
Common Mistakes to Avoid in Letter Closings
Even seemingly small errors in your closing can undermine your message.
Avoid Clichés and Overused Phrases
While some closing phrases are standard, avoid using clichés like “Hoping to hear from you soon” or “Sincerely, yours.” These phrases can sound insincere and impersonal. Strive for originality and authenticity.
The Importance of Proofreading Your Closing
Always proofread your closing for spelling, grammar, and punctuation errors. A simple mistake can detract from the overall impact of your letter. Ensure that your closing aligns with the tone and content of the letter.
Inconsistency in Tone
Ensure the tone of your closing matches the tone of the rest of the letter. A formal letter should have a formal closing, and an informal letter should have an informal closing. Inconsistencies can confuse the recipient.
Letter Closing Examples for Various Scenarios
Let’s look at specific examples of closings tailored to different scenarios.
A Thank You Note to a Friend
“Warmly, [Your Name]”
A Cover Letter for a Job Application
“Sincerely, [Your Typed Name] [Your Job Title, if applicable]”
A Business Email to a Client
“Best regards, [Your Typed Name]”
A Letter to a Family Member
“Love, [Your Name]”
FAQs About Letter Closings
What is the most versatile closing phrase? “Sincerely” is a highly versatile closing, appropriate for most formal and semi-formal situations. It conveys sincerity and respect without being overly familiar.
Can I use emojis in a letter closing? Emojis are generally not appropriate for formal or professional letters. They are best reserved for informal communications with friends and family, and even then, use them sparingly.
How do I choose the best closing for a letter to a new acquaintance? When writing to a new acquaintance, opt for a closing that is polite and professional but not overly familiar. Options like “Best regards” or “Sincerely” are good choices.
What if I’m unsure which closing is best? When in doubt, err on the side of caution. A more formal and respectful closing is always preferable to one that is too casual. Use “Sincerely” or “Best regards” as your default options.
Is it okay to use a different closing for each letter I write? Yes, absolutely! Varying your closings based on the recipient and the purpose of the letter demonstrates thoughtfulness and attention to detail. However, ensure the closing is consistent with the overall tone of the letter.
Conclusion: Mastering the Final Word
The closing of a letter is a powerful tool. By understanding the nuances of letter closings, you can craft endings that are both effective and memorable. Whether you’re aiming for professionalism, warmth, or a touch of personality, the right closing will elevate your message and leave a lasting impression. From the formality of a business letter to the intimacy of a personal note, mastering the art of the sign-off is a skill that enhances all your written communications. Take the time to consider your audience, your message, and the desired outcome, and choose your closing wisely.