What To Write At The End Of A Letter: Crafting the Perfect Closing

Writing a letter, whether for personal or professional reasons, is a skill that goes beyond simply putting words on paper. It’s about effectively communicating your message and leaving a lasting impression. One of the most critical elements of any letter, often overlooked, is the closing. This is your final opportunity to reinforce your message, express gratitude, and signal the end of the communication. This article will delve into the art of letter endings, providing you with the knowledge and examples to craft the perfect conclusion for any situation.

The Importance of a Strong Letter Closing

Why is the closing so important? Think of it as the final brushstroke on a masterpiece. It can elevate your letter from good to exceptional. A well-crafted closing:

  • Reinforces your key message: It reminds the reader of the purpose of your letter and what you hope to achieve.
  • Shows respect and professionalism: It demonstrates that you value the reader’s time and consideration.
  • Leaves a positive lasting impression: It can influence how the reader perceives you and your message long after they’ve finished reading.
  • Encourages a response (if needed): A clear call to action in your closing can prompt the reader to take the desired next step.

Choosing the Right Closing Based on Your Relationship

The closing you choose should align with your relationship with the recipient. A formal closing might be appropriate for a business contact, while a more casual closing might be suitable for a friend or family member. Consider the context and your goals.

Formal Closings for Professional Correspondence

When writing to a client, a potential employer, or someone you don’t know well, formality is key. Here are some effective options:

  • “Sincerely,” This is a classic and versatile choice that works well in most professional situations.
  • “Yours sincerely,” Similar to “Sincerely,” but perhaps slightly more formal.
  • “Respectfully,” This closing is suitable when addressing someone of high rank or authority.
  • “Best regards,” A slightly more modern and friendly alternative to “Sincerely,” still maintaining a professional tone.
  • “Thank you for your time and consideration,” This acknowledges the reader’s effort and is particularly useful when requesting something.

Informal Closings for Personal Letters and Emails

For friends, family, and colleagues you know well, you can relax the formality. Here are some options:

  • “Warmly,” This is a warm and friendly option.
  • “Best,” A simple and versatile choice.
  • “Cheers,” A slightly more casual option, suitable for friends.
  • “Love,” Best reserved for close friends and family.
  • “Looking forward to hearing from you,” Adds a sense of anticipation.

There are situations where a middle-ground approach is best. Perhaps you’re writing to a colleague you don’t know well, or you’re sending a thank-you note to a vendor. Here are some suitable options:

  • “Best wishes,” A versatile option that works well in many situations.
  • “Kind regards,” A slightly more formal option than “Best regards.”
  • “Thank you again,” Reinforces gratitude.
  • “Sincerely,” still works well in this scenario.

Crafting the Perfect Sentence Before Your Closing

Before you write your chosen closing, you need a final sentence or two to wrap up your message. This is your opportunity to:

  • Reiterate your purpose: Briefly remind the reader of the main point of your letter.
  • Express gratitude: Thank the reader for their time, consideration, or help.
  • Include a call to action: If you need a response, clearly state what you want the reader to do.
  • Offer assistance: Let the reader know you are available for further questions.

Here are some examples:

  • “I look forward to discussing this further with you.” (Business)
  • “Thank you for your time and consideration. I hope to hear from you soon.” (Job application)
  • “I hope to see you soon!” (Personal)
  • “Please let me know if you have any questions. I’m happy to help.” (General)

Common Mistakes to Avoid in Letter Closings

Even small errors can undermine the effectiveness of your letter. Here are some common pitfalls to avoid:

  • Using the wrong closing for the context: A casual closing in a formal letter can make you appear unprofessional.
  • Being overly familiar: Avoid using overly familiar closings with people you don’t know well.
  • Forgetting to sign the letter: Always sign your letter after the closing.
  • Being too vague: Avoid leaving the reader hanging without a clear next step.
  • Repeating yourself unnecessarily: Keep the final sentence concise and to the point.

Writing a Call to Action That Gets Results

If your letter requires a response, a clear call to action is crucial. Tell the reader precisely what you want them to do. Be specific and make it easy for them to comply. Here are some examples:

  • “Please call me at 555-123-4567 to schedule an interview.”
  • “Kindly respond to this email by Friday, October 27th, with your decision.”
  • “I would appreciate it if you could provide me with the information by [date].”
  • “Please confirm your attendance by replying to this email.”

The Art of the Handwritten Signature

While digital communication is commonplace, a handwritten signature still carries weight, especially in professional settings. A signed letter demonstrates a personal touch and adds a layer of authenticity.

  • Use a pen with dark ink: Black or blue ink is generally preferred.
  • Sign clearly: Ensure your signature is legible.
  • Print your name below your signature: This makes it easy for the reader to identify you.

Examples of Letter Endings in Action

Let’s look at some examples of how to apply these principles:

Example 1: Business Letter - Requesting Information

  • Final Sentence: “Thank you for your time and consideration. I look forward to your response.”
  • Closing: “Sincerely,”
  • Signature: (Handwritten)
  • Printed Name: John Smith

Example 2: Personal Email - Thanking a Friend

  • Final Sentence: “It was great catching up! Let’s do it again soon.”
  • Closing: “Best,”
  • Signature: (Optional, depending on your relationship)
  • Printed Name: (Optional)

Example 3: Cover Letter - Applying for a Job

  • Final Sentence: “I am eager to learn more about this opportunity and discuss how my skills and experience align with your needs. Thank you for your time and consideration.”
  • Closing: “Sincerely,”
  • Signature: (Handwritten)
  • Printed Name: Jane Doe

Frequently Asked Questions About Letter Closings

Here are some common questions regarding letter endings, answered in detail.

What is the most versatile closing to use?

“Sincerely,” is a safe and versatile closing that works well in a wide range of professional and semi-formal situations. It conveys respect and professionalism without being overly stuffy.

Can I use emojis in my letter closing?

Generally, it is best to avoid using emojis in formal or professional letters. They can detract from the seriousness of your message. However, for personal emails to close friends, emojis can enhance the tone.

Is it okay to use abbreviations in a letter closing?

It’s generally best to avoid abbreviations in a formal letter closing. Write out the full closing, such as “Sincerely” instead of “Sincerely,.” In informal letters, abbreviations may be acceptable.

How do I know when to use a particular closing?

Consider your relationship with the recipient and the purpose of the letter. For formal situations, choose a professional closing. For personal correspondence, choose a more casual option. If you are unsure, err on the side of formality.

When should I include a postscript (P.S.) in my letter?

A postscript can be used to add a final thought, highlight a key point, or include information that was initially omitted. It is best to use a postscript sparingly; it can be a helpful addition, but it can also signal a lack of planning.

Conclusion: Mastering the Letter Ending

The closing of a letter is more than just a formality; it’s a crucial element that can significantly impact your communication’s effectiveness. By understanding the importance of a strong closing, choosing the right closing based on your relationship with the recipient, and avoiding common mistakes, you can craft letters that leave a positive and lasting impression. Remember to reinforce your message, express gratitude, include a clear call to action when necessary, and always sign your letter. By mastering these techniques, you’ll be well on your way to writing letters that get results.