To close a business letter, it is important to summarize the key points you have made in the letter. This is also the place to request any action you expect to see happen as a result of the letter. Make it clear and include your phone number or the best way to make contact with you. This will eliminate confusion as to what is expected or how to reach you.
After you've written the main content of your letter and before your valedictions and signature, you may want to add a business letter closing line. This short sentence or phrase typically includes thanks or sentiments of appreciation to the recipient and a quick reference to any future actions requested.
When you already have an established relationship with your letter recipient or are addressing an informal topic, you can use an informal letter closing phrase before your signature.
Formal letter ending phrases are ideal for letters to someone you've never corresponded with before or confidential matters.
While the last paragraph of a business letter conveys a summary of the letter's purpose, the complimentary closing ties it up with a hint of formality mixed with a personal touch. This is exactly why some people feel stuck when it comes to finding the right words to close a business letter. The complimentary closing follows the closing and is usually one or two words used to sign off at the bottom of your letter.
When it comes to choosing the right complimentary closing, it depends on whether the letter you write is considered informal, formal or very formal. It will also depend on the subject matter. If the letter deals with a disciplinary issue, you would not want to sign it with an informal closing like "Best wishes."
Examples of proper complimentary business letter closings include both traditional and modern phrases.
When you are dealing with serious matters or making an important first impression in a formal letter, a very formal closing is appropriate.
While there are many commonly accepted complimentary closings, it is also worth noting those that should not be used. The reason these closings are not used is that they are open to a number of interpretations. Some words, such as "truly," are considered cliché and should be avoided in closing phrases. Closings to avoid in business letters include:
Where you place the complimentary closing on the page will be determined by the letter style format used to construct the letter. If the letter is written in a block format with all lines starting at the left margin, the complimentary closing will also line up flush with the left margin. In the case of a semi-block business letter, the closing is typed to the right of center and will line up with the date at the top of the letter.
Spacing for the closing is as follows: Complementary Closing, Skip 4 lines (insert hand-written signature here) Your printed/typed name
At one time, it was considered improper to send a business letter by email, but that is no longer the case. For companies driven by electronic communications, an email business letter is a natural extension of day-to-day practice. If you decide to send your business letter via email, ending a professional email is slightly different than ending a business letter. Complimentary Closing,
No matter which venue you choose to send your business correspondence, be sure to include your contact information. If you send a printed letter, this information often appears on business letterhead, but if not it is important to include a phone number, address and email address if you have one. Contact information in an email often appears in the email signature, which is automatically added to any sent emails.
No matter the reason for writing your business letter, it is important to always close the letter respectfully. Even if the letter deals with a situation in which you were wronged, it should maintain a professional and respectful tone. The closing is not the place to make angry comments. In fact, it is important to keep the tone of the entire letter professional and positive. If you feel like you need more guidance to write an effective letter use sample business letters as templates to get you started. © 2022 LoveToKnow Media. All rights reserved. When closing a letter, there are certain differences between British and American English. Compare:
In formal emails, the same (as in business letters above) complimentary closes are generally acceptable. In informal ones, which are often personal emails, the following closing formulas are used. Note that these valedictions are not written in letters:
Besides, differences also occur between American and British English in terms of punctuation after the valediction:
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