Ending To A Formal Letter

The Art of the Perfect Closing: Mastering the Ending of a Formal Letter

The closing of a formal letter is more than just a polite farewell; it's a crucial element that reinforces your professionalism, summarizes your key points, and leaves a lasting impression on the recipient. A poorly chosen or poorly executed closing can undermine the entire impact of your well-crafted letter, while a strong closing can leave the recipient with a feeling of satisfaction and a clear understanding of your next steps. This comprehensive guide explores the nuances of ending a formal letter, covering everything from appropriate closings to formatting considerations and offering examples to help you master this essential skill.

Understanding the Importance of a Strong Closing

Many underestimate the power of a letter's closing. While the body contains the core message, the closing provides the final flourish, offering a chance to reiterate your purpose and solidify your relationship with the recipient. Think of it as the concluding paragraph of a persuasive essay – it needs to leave the reader with a clear takeaway and a positive feeling about the overall message. A weak closing can leave the recipient feeling uncertain or even disengaged, negating the impact of your carefully constructed argument or request.

A strong closing achieves several vital objectives:

• Reinforces your key message: It summarizes the main points of your letter, reminding the recipient of your core request or argument.
• Expresses professionalism and respect: The choice of closing and its tone reflect your understanding of formal communication etiquette.
• Sets expectations and calls to action: It clearly outlines next steps and expectations, guiding the recipient toward a desired outcome.
• Leaves a lasting positive impression: A well-written closing leaves the reader feeling valued and understood.

Choosing the Right Closing Salutation

The choice of closing salutation is paramount. It must align with the tone and context of your letter, maintaining a balance between formality and approachability. Here are some common and appropriate closings for formal letters:

• Sincerely: This is a classic and universally acceptable choice, suitable for most formal contexts. It conveys sincerity and respect without being overly familiar.
• Respectfully: This closing is ideal when addressing someone in a position of authority or seniority, conveying deference and respect.
• Cordially: This expresses warmth and friendliness while remaining professional. It's a good option when you have an established relationship with the recipient.
• Regards: A more concise alternative to "Sincerely," "Regards" is suitable for most formal situations.
• Best regards: Slightly more informal than "Regards," but still appropriate for many professional contexts.

Closings to Avoid in Formal Letters:

Several closings should be avoided in formal letters as they can appear too informal or even unprofessional. These include:

• Love, XOXO, or other overly familiar closings.
• Cheers, Talk soon, or other casual phrases.
• Warmly, which while seemingly appropriate, can sometimes feel too effusive in a formal setting.

Proper Formatting and Punctuation

The formatting of your closing is just as important as the choice of words. Here's how to correctly format your letter's closing:

• Spacing: Leave two to four blank lines between the last paragraph of your letter's body and the closing salutation.
• Capitalization: Capitalize the first word of your closing (e.g., Sincerely, Respectfully).
• Punctuation: Follow the closing salutation with a comma.
• Signature: Leave adequate space below the closing for your handwritten signature.
• Typed Name: Type your full name below your signature.
• Title (Optional): You may include your professional title beneath your typed name, particularly in business correspondence.

Examples of Effective Letter Closings

Let's examine some examples illustrating how different closings can be used effectively in various contexts:

Example 1: Job Application Letter

Sincerely,

John Smith

Software Engineer

This closing is straightforward, professional, and appropriate for a job application. It conveys sincerity and respect without being overly effusive.

Example 2: Letter to a University Professor

Respectfully,

Jane Doe

PhD Candidate

The use of "Respectfully" shows deference to the professor's position and expertise. It’s particularly suitable when requesting information, seeking guidance, or expressing appreciation.

Example 3: Letter to a Business Client

Cordially,

David Lee

Account Manager, Acme Corporation

"Cordially" works well in establishing and maintaining a positive relationship with a client. It suggests a friendly yet professional interaction.

Example 4: Letter of Complaint

Sincerely,

Sarah Jones

Customer

While a complaint letter is formal, "Sincerely" remains a suitable closing. It conveys the seriousness of the complaint without being overly aggressive.

Beyond the Closing Salutation: Adding a Final Touch

While the closing salutation is the core element, you can add further polish and professionalism to your letter's end. Consider these options:

• Contact Information: If appropriate, you can include your phone number or email address below your typed name. This makes it easier for the recipient to contact you if needed.
• Enclosures: If you've attached documents to your letter, indicate this with "Enclosures:" or a similar notation below your signature.
• Postscript (P.S.): Use a postscript sparingly, only to add a brief, important point that you forgot to mention in the main body.

Frequently Asked Questions (FAQs)

Q: Can I use a different closing than the ones listed above?

A: While the closings mentioned are widely accepted, you can use other professional closings if they align with the context and tone of your letter. However, it's always advisable to err on the side of caution and opt for a more traditional and universally accepted closing.

Q: How important is the handwritten signature?

A: A handwritten signature adds a personal touch and enhances the formality of the letter, though it's becoming less common in electronic correspondence. If sending a physical letter, a handwritten signature is strongly recommended. For emails, a typed name is sufficient.

Q: What if I'm unsure which closing to use?

A: When in doubt, "Sincerely" is always a safe and appropriate choice. It works well in most formal contexts and conveys professionalism and respect.

Q: Is it okay to use a different font for the closing than the rest of the letter?

A: It is generally recommended to maintain consistency in font throughout the entire letter, including the closing. Using a different font can appear unprofessional and detract from the overall impression.

Conclusion: Mastering the Art of the Perfect Close

The closing of a formal letter is a critical component that deserves careful attention. By thoughtfully selecting your closing salutation, adhering to proper formatting, and incorporating additional elements where appropriate, you can create a letter that is not only well-written and informative but also leaves a lasting positive impression on the recipient. Remember that the closing is your final opportunity to reinforce your message, showcase your professionalism, and leave the recipient with a sense of clarity and confidence in your communication. Mastering this seemingly small detail can significantly enhance your overall communication effectiveness and contribute to achieving your desired outcome.