Whether you’re writing a thank you letter, business letter or a letter of recommendation, it is important to end with a professional closing. Writing a good ending to your letter can leave your reader with a positive impression and provide important information about next steps for following up.
Why letter endings are important
Ending a letter clearly and professionally is important as it is the last thing your audience will read. It sets the tone for future correspondence, allows for next steps or instruction and helps build rapport with your reader.
Depending on how you decide to end your letter, it might also provide important information the audience needs like your first and last name, job title, phone number, company and more. Elements of a letter ending include a concluding paragraph, sign off and your signature.
Tips for ending your letter
A good letter ending is professional, respectful and clear. When considering how you should end your letter, you should take the following into account:
What you want the reader to do next. It is common practice to end your letter with next steps, instructions or follow up information. Consider your ideal outcome in terms of what actions you’d like the reader to take after reading your letter. Include these at the end of your letter. Even if you’ve explained something in detail in the body of your letter, it can be helpful to quickly recap the main ideas at the end.
“To recap, please follow up with the finance team at your convenience to go over our new budget and begin planning for next quarter.”
How you want the reader to feel. Taking time to think about how you want the audience to feel after reading your letter can help you form a letter closing. For example, if you want the reader to have a sense of urgency, you might include words like “immediately” or “as quickly as possible” in your letter ending. If you want them to feel calm and supported, you might end your letter with something like this:
“Thank you for taking time to read my note—I know it is a lot of information, so please don’t hesitate to reach out if you have any questions at all about the new process.”
What information the reader needs. You should be sure to include all contact information, dates, times and other instructions the reader needs as you end your letter. You might include some of this in your concluding paragraph or in your signature if they will need your email, phone number or job title.
All the best,
Product Marketing Manager, Cloud Clearwater
Appropriate ways to sign off. You should select a closing phrase that is suitable to your audience. For example, if you are writing to a client or colleague you should select a professional closing phrase like “Sincerely,” or “Thank you.”
20 Closing phrases to end your letter
Here are several examples of ways you can close your next letter. Consider your audience and select a closing that fits well depending on their relationship with you:
The closing phrases listed below are the most popular and recommended. They can be used in any situation, formal or casual.
This professional sign-off is always appropriate, especially in a formal business letter or email. It relays the sincerity in which you hope the message is received.
- Kind regards,
This sing-off is slightly more personable while still remaining professional. This leaves the reader thinking that you are wishing them well. This closing phrase is recommended for check-in, update or follow-up emails or letters.
- Thank you for your time,
This is another popular and encouraged close as it expresses gratitude for taking the time to read your message. This sign-off is recommended for emails or letters in which you are asking for a favor, or hoping to be considered for something such as in a letter of interest or cover letter.
- Hope to talk soon,
This closing phrase is appropriate for all situations and urges follow-up communication. This is a great closing phrase to use when you’re hoping for a response from the reader.
- With appreciation,
Similar to “Thank you for your time,” this sign-off can be used to express gratitude for taking the time to look over your correspondence. It is recommended to be used for cover letters and letters of interest.
These closings are appropriate for new contacts, managers or other important stakeholders you don’t speak with often.
These closing phrases are appropriate for friends, close colleagues or stakeholders you communicate with on a regular basis.
All the best,
Have a good day/evening/weekend,
Closings to avoid in professional letters
The following are examples of closings you should avoid in a professional setting. While you might use these in personal letters, you should consider something more professional when writing a business letter.
How to format your letter closing
After choosing your closing phrase, follow with a comma, 2-4 lines of space and your letter signature. Your signature should include your first and last name with a few pieces of information depending on what your reader needs. Examples of information you might include with your signature are your email, job title, company name, phone number, work address, company logo or a short quote that represents you or your work. Many companies have premade signatures that include approved information. If so, use this and alter it if needed.
Here are a few templates of signatures:
Electronic letter or email: