Letters are an essential way of communicating in the business world. Whether sending a letter by mail or email, a well-written and well-formatted note can help you create and maintain positive business relationships. The way you end a business letter gives you an opportunity to leave a good impression with the recipient. In this article, we will review how to end a letter professionally with proper final sentences and closings.
Business Letter Format
2. Name and address
4. Opening paragraph
5. Closing paragraph
6. Complimentary close and signature
Related: Business Letter Format and Example
What is a business letter closing?
The closing of a letter is a word or phrase used before the signature to indicate farewell. This phrase shows respect and appreciation for the recipient.
When you are ready to end your letter, you should choose a complimentary closing that is appropriate, respectful and professional to draw the reader’s attention to the message of your letter. You can also use a closing to relate the ending to the content of the letter.
How to end a business letter
There are several things to consider when choosing how to end a business letter. The final words of a letter may leave a strong impression in the recipient’s mind, so you should choose an ending that reinforces the purpose of the letter and emphasizes your professional relationship. Use these five steps to craft an ending that can leave your reader with a positive impression:
- Use a purposeful final sentence.
- Consider the context.
- Consider your relationship.
- End with your signature.
1. Use a purposeful final sentence
After the main body of your letter but before the closing, you may want to include a short final paragraph that is only one or two sentences long. You can use this last sentence to accomplish a few different things, including the following:
- Clarify or restate the letter’s purpose.
- Summarize a key point.
- Request an action.
- Offer an invitation.
- Express thanks.
- Confirm a connection.
Consider these example final sentences to help you finish your business letter:
- I look forward to hearing from you soon.
- I appreciate your input on this matter.
- Thank you for your understanding, and I will contact you next week with more details.
- If you have any further questions, please do not hesitate to contact me.
- I await your reply with interest.
- It has been a pleasure doing business with you.
- Thank you for the recommendation, and I will keep you updated on my status.
- Thank you for your time and consideration.
- Please let me know if I can be of any more assistance.
2. Consider the context
The ending of your business letter should relate to the purpose of the letter. If you write to request a favor or convey your gratitude, you could end the letter with a phrase like “With appreciation.” If your letter is to pursue a business connection, you should maintain formality and respect by ending with a word like “Respectfully” or “Sincerely.” Consider the context of your letter when choosing your closing.
3. Consider your relationship
Your closing should be appropriate to the relationship you have with the recipient of the letter. If the letter is to a supervisor, someone you’ve never met or someone you don’t know very well, choose a formal and professional ending like “Sincerely,” “Regards” or “Respectfully.” If the letter is for someone you have interacted with frequently or know well, then you may use a more informal closing while still maintaining a professional tone, such as “Best,” “Cordially” or “Thanks.”
4. End with your signature
After the closing phrase, include your signature. Follow your signature with your contact information, unless it is already included in a heading at the top of a formal letter. You can include your title as well as your email address and phone number. If you are emailing the letter, you may also include a link to your online professional profile or work portfolio.
Related: How to Write a Professional Email
Formatting tips for business letter closings
Use these tips to professionally format the end of your business letter:
- Begin the complimentary closing on a new line after the last paragraph of the body of your message. If the letter is in a block format (all lines flush with the left margin), the closing line should also begin on the left. If you use a semi-block style (indenting the first lines of each paragraph), then begin the closing phrase to the right of the center, so it will align with the date in the heading.
- Start the closing with a capital letter. If the closing is more than one word, use lowercase for any following words.
- Use a comma after the complimentary closing, before your signature.
- Leave four spaces before your typed name so you can place your handwritten signature above it, if you send the letter on paper. If you send the letter by email, include one space between the closing and your name.
Business letter closing examples
If you want to be very formal in closing your business letter, consider using one of these phrases:
- Yours sincerely
- Yours respectfully
- Yours faithfully
Depending on the situation, you can use formal ways to conclude a business letter:
- Best regards
- Thank you
- With appreciation
- With gratitude
- With sincere thanks
- Sincerely yours
If you have a close relationship with the person you are corresponding with, consider an informal sign-off to conclude a business letter:
- All the best
- Best wishes
- Kindest regards
- Kind wishes
- Many thanks
- Thanks again
- Warm regards
Sample business letter endings
Below are examples of ways to end a letter that you can use as a guide when writing your own:
Sample 1: Ending a formal letter
Thank you again for your attention to this matter. Please don’t hesitate to contact me if you have any questions or if I can be of further assistance.
Sample 2: Ending an informal email
It’s been a pleasure doing business with you.
Marketing Director, L&H Firm