Choosing the Right Letter Closing
Selecting the appropriate closing for your letter is crucial for conveying the right tone and maintaining a professional image. The best closing depends on the relationship you have with the recipient and the purpose of the letter. A formal closing, such as “Sincerely,” is suitable for professional correspondence where you may not know the recipient personally. A more informal closing, like “Best regards,” can be used when you have an established working relationship. Consider the overall message and your desired impression before making your choice.
Furthermore, consistency is key. If you’ve used a particular closing throughout a series of communications, it’s best to maintain that consistency unless the situation warrants a change. A sudden shift in tone can be misinterpreted. Be mindful of cultural differences, too. What is considered acceptable in one country may be perceived differently in another. Research common business etiquette practices for the recipient’s region to avoid unintentional offense. Proper use of grammar and spelling are also critical for maintaining professional integrity.
7 Ways to Sign Off Your Letter
- Sincerely: The most common and safest option for formal letters.
- Respectfully: Used when addressing someone of higher authority or with significant respect.
- Best regards: A slightly less formal but still professional option.
- Kind regards: Similar to “Best regards” but can feel warmer.
- Yours truly: A classic, slightly old-fashioned option, still acceptable in many contexts.
- Thank you: Appropriate when you are expressing gratitude in the letter.
- Best: A short and friendly closing, suitable for colleagues or people you know well.
Letter Examples
1. Sincerely
Dear Mr. Smith,
I am writing to express my interest in the Marketing Manager position advertised on your website. I have been working in marketing for five years and have a proven track record of success.
Thank you for your time and consideration.
Sincerely,
[Your Name]
2. Respectfully
To the Honorable Judge Miller,
I am submitting this letter as a formal request for reconsideration of the sentencing in the case of John Doe.
Respectfully,
[Your Name]
3. Best regards
Dear Jane,
It was a pleasure speaking with you at the conference last week. I enjoyed learning more about your company’s innovative work in renewable energy.
Best regards,
[Your Name]
4. Kind regards
Dear John,
I hope you are doing well. I am writing to you today to follow up on our conversation from last week.
Kind regards,
[Your Name]
5. Yours truly
Dear Sir or Madam,
I am writing to you today to inquire about the availability of your services. I am looking for a qualified contractor to help me with a project.
Yours truly,
[Your Name]
6. Thank you
Dear Hiring Manager,
Thank you for taking the time to interview me for the position of Software Engineer at [Company Name]. I enjoyed learning more about the team and the exciting projects you are working on.
Thank you,
[Your Name]
7. Best
Hi Mark,
Just wanted to send over the updated project proposal we discussed. Let me know if you have any questions.
Best,
[Your Name]
Conclusion
Choosing the right letter closing is a small but important detail that can significantly impact your professional image. By understanding the nuances of each closing and tailoring your choice to the specific situation, you can ensure that your message is received with the respect and attention it deserves. Consider the examples above as a guide to finding the perfect sign-off for every letter you write.
