Best Ways To Sign a Business Letter (With Examples and Tips)
Updated February 27, 2023
Your signature on a business letter is the final impression you will give the reader. Using the right words and format in electronically generated correspondence can demonstrate your professionalism and help you succeed in receiving a job offer, signing a contract or getting a raise. There are many ways to close a letter, and knowing what to include can help you follow the same tone as the rest of the letter's content.
In this article, we list the steps to take to close your letter and provide examples.
Read more: How to End a Letter
What to include in your signature
Here's what you should include in your closing:
Statement of gratitude: Toward the end of your letter, thank the recipient for the time they spent reading it. You can also thank them in advance if you're expecting to receive a response from them, such as a follow-up after a job interview. For example: "Thank you for your time."
Closing: There are many professional closing lines you can add to a letter, such as "Respectfully," "Sincerely" or "Regards." Choose one that you believe best fits the tone of your letter, though you can use most closings interchangeably.
Signature and name: When you're typing your letter, leave a space in between your closing and printed name so you can handwrite your signature. Handwriting a signature adds a personal tone to your letter and shows you put effort into it. If you're sending an email, you can add an electronic signature that has the same effect. Below your signature, add your name in regular print. This is standard for all business correspondence.
Contact information: Depending on the letter you're sending, you may want to add your contact information, such as your phone number, email address, professional networking profile link or portfolio link. For sales inquires, you should add your phone number and email address. If you're sending a thank you note after an interview or to ask for an informational interview, include your phone number, email address and any relevant links.
Most business-related letters will have these elements. If you're sending an email or a more casual letter, you can usually include just the closing and your printed name. Most email platforms have an option to create an automated closing that is added to each email you send. Using an automated email closing ensures you always have the correct elements in your correspondence.
Examples of ways to sign a business letter
Below are some examples of letter closing based on different business scenarios:
Thank you letter after an interview
Make sure to include your contact information so it's easy for hiring managers to reach you. You can also include any links to your work so employers can review it again. For example:
Thank you for taking the time to meet with me, and I hope to hear from you soon.
Job acceptance letter
Add your contact information so hiring managers can reach you for the next steps. You don't need to add any additional links to your work since you got the job. For example:
I look forward to working with you.
Job offer rejection letter
Wishing the company luck at the end of a job offer rejection letter can help you keep an open connection in the future. Include relevant contact info, such as email and phone number, so they can contact you. For example:
I appreciate your time and wish you the best of luck.
Sales meeting letter
A sales meeting or inquiry letter is a good opportunity to add your company's website link so potential clients can review your services or products. You can add the link below your email address. For example:
I look forward to hearing from you soon.
When you send a letter as a preface for a contract, include your contact details in case the client wants to reach you with any questions. For example:
Please contact me if you have any questions, and thank you for your business.
Raise or promotion request letter
When you're requesting a raise or promotion, you don't need to add contact details, though it can help to add your phone number and extension. For example:
Thank you for your time and consideration,
464-4646-6742, ext. 76
Resignation letter closings can be simple and concise since you've likely already had an in-person conversation with your manager. You can include your personal phone number or email address to keep in contact with your supervisor and coworkers. For example:
Thank you for the past 20 years.
Tips for formatting a letter signature
Here are some tips to consider when signing your letter:
Check the spacing. The end of your letter should have the same spacing and margins as the rest of the content. The standard for professional correspondence is single spacing with 1-inch margins.
Use a professional font. Your closing font should be professional and easy to read. Choose a font like Arial, Helvetica or Times New Roman. Make sure it's easy to see by using 10- to 12-point font sizes.
Proofread before sending. Proofread your letter for any spelling or grammatical errors to make a positive impression. Make sure the beginning of each line at the end of your letter is capitalized, though you don't need to capitalize your email address or websites.
Explore more articles
- 9 Types of Informative Speeches To Educate an Audience
- 5 Career Goals for Software Engineers (With Tips)
- RAPID vs RACI: When To Use These Decision-Making Systems
- 12 Essential Tips to Overcome Indecision
- 11 Safety Incentive Program Examples (With Tips To Implement Them)
- How To Close a Business Letter (With Tips and Examples)
- How To Become a Real Estate Developer
- 11 Tips for Accident Prevention in the Workplace
- How To Speak Confidently in 6 Steps (Plus Tips and Importance)
- How Long Should You Stay at a Job? 6 Questions To Ask
- How To Become a CFO in 7 Simple Steps (Plus Salary and FAQs)
- P&L Management: Definition, Importance and Helpful Tips