How to End Business Letters With Appropriate Closings

signing business letter

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.

Examples of Closing Sentences for Business Letters

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.

Informal Business Letter Closing Sentences

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.

  • Thanks for your attention.
  • Thank you for your time.
  • Thanks in advance for considering my proposal.
  • I look forward to meeting you soon (or insert specific date).
  • I look forward to learning more about (specific topic/project).
  • I'd love for you to add this to your company calendar.
  • My apologies for the delay.

Formal Business Letter Closing Sentences

Formal letter ending phrases are ideal for letters to someone you've never corresponded with before or confidential matters.

  • Please feel free to follow-up with any questions or concerns.
  • I hope to hear from you/work with you soon.
  • Your time is greatly appreciated.
  • Please use the enclosed/attached document (specify document name) to (state action to be taken).
  • I'm available at (insert best contact method) should you need to discuss further.
  • Thank you for your prompt attention.

Proper Complimentary Closings for Business Letters

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.

Informal Complimentary Closing Examples

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."

  • Best wishes
  • Kindest regards
  • Regards
  • Best regards

Formal Complimentary Closing Examples

Examples of proper complimentary business letter closings include both traditional and modern phrases.

  • Sincerely
  • Sincerely yours
  • Thank you
  • With appreciation
  • With thanks

Very Formal Complimentary Closing Examples

When you are dealing with serious matters or making an important first impression in a formal letter, a very formal closing is appropriate.

  • Cordially
  • Respectfully yours
  • Respectfully
  • Yours Sincerely

Business Letter Closings to Avoid

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:

  • Always
  • By for now
  • Cheers
  • Ciao
  • Fondly
  • Love
  • TTYL
  • Warmly
  • Yours truly

Format for Closing a Business Letter

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 a Standard Business Letter Closing

Spacing for the closing is as follows:

Complementary Closing,
Skip 4 lines (insert hand-written signature here)
Your printed/typed name

Spacing Adjustments for Business Letter Closings in Emails

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,
Your typed name

How to Format Contact Information in Your 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.

Maintain an Appropriate Tone

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.

How to End Business Letters With Appropriate Closings