7 Tips on How to End a Business Letter Professionally

A business letter is a formal document that communicates your message to a potential or existing client, partner, or employer. It is important to end a business letter with a courteous and respectful tone that leaves a positive impression and encourages further interaction. Here are seven tips on how to end a business letter professionally.

1. Choose an appropriate closing phrase

Depending on the purpose and tone of your letter, you can choose from a variety of closing phrases, such as “Sincerely”, “Best regards”, “Thank you”, “Yours faithfully”, or “Respectfully yours”. Avoid using informal or casual phrases, such as “Cheers”, “Take care”, or “See you soon”.

2. Use a comma after the closing phrase

A comma is the standard punctuation mark to use after the closing phrase of a business letter. For example, “Sincerely,” or “Best regards,”. Do not use a colon, semicolon, or period after the closing phrase.

3. Write your name and title on the next line

After the closing phrase and comma, skip a line and write your full name and title on the next line. Use the same font and size as the rest of the letter. For example, “John Smith, Marketing Manager” or “Jane Doe, CEO”.

4. Include your signature if possible

If you are sending a printed or handwritten letter, you should include your signature above your name and title. Use a pen with blue or black ink and write neatly and legibly. If you are sending an email or an electronic letter, you can either scan and attach your signature or use a digital signature tool.

5. Add any enclosures or attachments if necessary

If you are sending any additional documents with your letter, such as a resume, a contract, or an invoice, you should indicate them at the end of the letter. Skip a line after your name and title and write “Enclosure” or “Attachment” followed by a colon and the name of the document. For example, “Enclosure: Resume” or “Attachment: Invoice”.

6. Use a professional format and layout

A business letter should follow a standard format and layout that is easy to read and professional. Use a clear and legible font, such as Arial or Times New Roman, and a font size of 10 or 12 points. Use single or 1.5 spacing and align your text to the left margin. Use a formal salutation, such as “Dear Mr./Ms.” or “To Whom It May Concern”, and address the recipient by their name and title if possible. Use a clear and concise subject line that summarizes the main point of your letter. Use paragraphs to organize your content and avoid long or complex sentences.

7. Proofread and edit your letter before sending it

Before you send your letter, you should proofread and edit it for any spelling, grammar, punctuation, or formatting errors. You can use online tools, such as Grammarly or Hemingway Editor, to check your writing for clarity and accuracy. You can also ask someone else to review your letter for feedback and suggestions.

By following these tips, you can end a business letter professionally and effectively. A well-written business letter can help you achieve your goals, build relationships, and create a positive image for yourself and your organization.

How to End a Business Letter

Ending a business letter can be tricky, especially if you want to leave a good impression on the recipient. You need to choose a closing that is appropriate, respectful and professional, and that relates to the purpose of the letter. Here are two statistical paragraphs that show how to end a business letter effectively.

Choose a Meaningful Final Sentence

According to Indeed.com, after the main body of your letter but before the closing, you may want to include a short final paragraph that is only one or two sentences long. You can use this last sentence to clarify or restate the letter’s purpose, summarize a key point, request an action, offer an invitation, express thanks, or confirm a connection. For example:

I look forward to hearing from you soon.
I appreciate your input on this matter.
Thank you for your understanding, and I will contact you next week with more details.

Select an Appropriate Closing Phrase

Grammarly.com suggests that the best letter closings have a matching tone to everything that’s come before it. If your letter is work-related, you’re probably trying to strike a balance: business-like but not overly brusque, personable but not suspiciously chummy. You should also include a word like “Sincerely,” “Regards,” or “Best,” followed by your name and signature. Some examples of closing phrases are:

With appreciation
Respectfully yours
Cordially
Warmly
Yours truly

These are some tips on how to end a business letter in a professional and courteous way. Remember to always proofread your letter before sending it and make sure it is clear, concise and polite.

References:

https://en.wikipedia.org/wiki/Business_letter#cite_ref-1

https://en.wikipedia.org/wiki/Business_letter#cite_ref-2

https://archive.org/details/isbn_9780877791317

https://en.wikipedia.org/wiki/Business_correspondence#cite_ref-2

https://en.wikipedia.org/wiki/Business_correspondence#cite_ref-3

https://www.indeed.com/career-advice/career-development/business-letter-closing-examples
https://www.grammarly.com/blog/how-to-end-a-letter/

https://www.indeed.com/career-advice/career-development/how-to-end-a-business-letter

https://www.thebalancecareers.com/how-to-end-a-letter-with-closing-examples-2062308

https://www.businesswritingblog.com/business_writing/2006/06/how_to_end_a_bu.html