Once you write the final paragraph of a formal letter, you may feel like you're finished and can move on to proofreading. But just as there are rules about how to address someone in a formal letter, there are also guidelines in place for how to sign off. Show When ending a formal letter, it's important to convey the appropriate amount of respect to the person receiving the letter. For example, you would use a different, more conservative complimentary close for an unknown recipient than you would for a business associate you know quite well. Your closing and signature should be as professional as the rest of your letter or email message. A complimentary close, also known as a complimentary closing, is the term inserted prior to your signature in an email message or a formal letter.
This signoff phrase shows your respect and appreciation for the person who is considering the request in your letter or email. Although it may seem somewhat old-fashioned, using a complimentary close is still considered important when writing formal business correspondence. When writing or emailing a cover letter for a job or any type of business letter, it's appropriate to use a complimentary close. Make sure to choose one, though, that is professional rather than casual. The following options are all good ways to close a formal letter:
Here are more examples of letter and email closings and signatures: All of the options listed above are appropriate for use in business correspondence.
Choose which one to use based on how well you know the recipient and the circumstances behind your letter writing. For instance, limit options that are some form of a thank you (such as "With appreciation" and "With gratitude") to instances where you are requesting a favor or expressing appreciation. You can think of "Best regards," "Sincerely," “Cordially,” and the variations on these closers as the little black dress of complimentary closes. You can't go wrong choosing one of these options—they're always appropriate. Keep in mind that if you are writing someone in the armed forces, it is customary in the military to use the complimentary close, “Very Respectfully” or its abbreviation, “V/R.” You are not emailing with a friend or sending a thank you note to a relative. Do not use casual signoffs like “Love,” “Cheers,” “Later,” “Ciao,” or “Always.” These options do not match the formality of your letter. Keep the professional tone of your correspondence consistent, from the salutation through the content to the signoff. Always remember to follow up the close with a comma, as in the examples below. Your typed name will go after the complimentary close. If you are sending a hard copy letter, leave four lines of space between the closing and your typed name. When you print out the letter, this will give you plenty of space in which to sign your name in blue or black ink between your complimentary close and your typed name. You can write your title below your name, as well as your phone and email address. In emails, you can include an email signature section with contact information.
Sincerely, Tanisha JohnsonSales Manager, ABC 555-123-1234
Best regards, (written signature) FirstName LastName If you're still unsure about what should be included (or not) in a formal business letter, keep these key tips in mind:
Contents Elements of a Business Letter When business letters are written on company letterhead stationery, they are generally formatted in a full block style with each part of the letter justified to the left margin. Letters not on company letterhead stationery are written in a modified block style with the heading, date and complimentary close left justified to the center line and the inside address, salutation and body justified to the left margin. When a business letter requires more than one page, the secondary pages should have a header that includes the recipient's name, the page number and the date. Elements of a Business LetterThe elements of a business letter are:
Heading
The Inside Address
The Salutation
The Body
The Complimentary Close
The Additional NotationA number of situations call for a business letter to be marked with notations signifying those situations. These notations should be placed two spaces below the position or title line following the writer's printed signature. When a letter references one or more documents that are enclosed by the writer for the recipient, the enclosure is noted in one of the following ways:
When a letter has been dictated to an assistant it should be initialed. Both writer and assistant are acknowledged with their personal initials. The writer's will appear in uppercase letters and the assistant's will appear in lowercase letters in one of the following ways: When copies of a letter are sent to named business associates or other interested parties, the copy recipients are acknowledged with their full name as in the following example.
Citation InformationPeter Connor. (1994-2022). Business Letters: Format. The WAC Clearinghouse. Colorado State University. Available at https://wac.colostate.edu/resources/writing/guides/. Copyright InformationCopyright © 1994-2022 Colorado State University and/or this site's authors, developers, and contributors. Some material displayed on this site is used with permission. |