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25 Ways to End a Professional Letter

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How to End a Professional Letter

Handwritten professional letters are becoming a lost art. These days, people email and text their professional correspondence instead of mailing it. While this is convenient for some, it's important to remember that handwritten letters have a personal touch that cannot be reproduced by typing something up on your computer or phone and pressing send. 

 When you write professional letters, the sign-off is one of the most important parts. What your letter says before your signature can be helpful and insightful, but it's what comes after that really matters in a business setting. Your closing should leave no room for confusion about how to respond or where to send a reply; it should also strive not only to end the letter a way the recipient would appreciate.

SEE ALSO:  How to Plan a Surprise Birthday Party

3 TIPS TO CONSIDER BEFORE STARTING YOUR LETTER

- Make sure you have enough time to write the letter. Nothing is more important than taking your time with professional correspondence, so don't rush it!

 - Don't just copy and paste a template that another company used - personalize it! Your recipients will appreciate knowing that they are not being ignored or overlooked because of their status as a professional contact. 

 - Handwritten letters are a lost art, but there's no reason why they can't make a comeback! Make sure to take the time and send out handwritten professional correspondence every once in awhile - it will be appreciated!

SEE ALSO:  How to Impact People With Handwritten Cards


Party guests pouring champagne.


4 MISTAKES TO AVOID WHEN WRITING YOUR LETTER

- Don't end your letter by just simply signing it - this is the professional equivalent of writing "Sincerely" at the bottom of a personal letter. You can do better than that! 

- Make sure to take time out and write down exactly what you wanted to say in your professional handwritten letter. If you are not fully satisfied with how your professional handwritten letter turned out, your professional contact may not be either. 

- Send a physical letter! Writing business letters is becoming a lost art. Stringing more than one word or two by hand happens less and less frequently. Cover letters aside, business correspondence should be tangible. An email is okay for quick thoughts, but for meaningful communications, you should favor warm wishes in a physical package (with a proper closing, of course.) 

  - Use ink! Don't try to save money by printing with black and white instead of using color - it looks unprofessional and lazy. A printed letter feels cold and impersonal. Your professional contacts deserve the best quality work you can provide them, so make sure that includes using colored ink in order to properly end your letters.

The Importance of a Formal Closing vs. Casual

When you're writing a formal letter, and business letters in general, the business letter closing you choose should reflect the type of relationship you have with the recipient. Business letter closings that are too casual can be off-putting in a professional context. For this reason, it's important to choose a complimentary closing that's appropriate. 

 When you end a business letter, consider how close you are with the recipient. Do you know them well? Have you known them for a long time? Are you on friendly terms, or is your business correspondence usually purely professional? 

 The answer to these questions should help you choose an appropriate business letter closing. 

 If you're writing a professional letter to someone you don't know well, or if it's a formal business letter, use a more professional sign-off. "Sincerely" is always a safe bet, as are "Regards" and "Respectfully." If you want to get a little more creative, try "All the best," "Best wishes," or "Warmest regards." 

 On the other hand, if you're writing a professional letter to someone you know well, you can use a less formal sign-off. "Cheers," "Take care," or even just "Thanks" are all appropriate in this case. 

 Ending a professional letter with "XOXO" is almost always inappropriate, no matter how well you know the recipient! Save the hugs and kisses for personal correspondence.

HERE ARE 25 WAYS YOU CAN END YOUR PROFESSIONAL LETTER

Try these business letter closing examples with your next letter. More formal closing thoughts are best for purely professional relationships. Chose the closing phrase best suited to your purposes.

1. Best, 

 2. Best wishes, 

3. Warm regards,

 4. Faithfully, 

 5. Cheers, 

 6. Yours truly, 

 7. With regards to you, 

 8. Always at your service, 

 9. I am looking forward to hearing from you soon! (friendly) 

 10. I'm looking forward to speaking with you soon. (business)                         

 11. Thankfully, 

 12. Warmest regards, 

 13. Best wishes for your success. (business)                         

 14. You can always depend on me.               

 15. Wishing you well, 

 16. Indeed, 

 17. With best wishes for your success. (business)                                

 18. Yours sincerely, 

 19. Acknowledge with thanks…(professional letter of recommendation or quotation request)                                             

 20. I am looking forward to hearing from you soon." (friendly professional correspondence) 

 21. I'm looking forward to speaking with you soon." (business professional correspondence)                                

 22. Be well,                              

 23. Good day! (friendly business letter ending)                        

 24. Best regards,                            

 25. Wishing you all the very best! (business professional correspondence)  

SEE ALSO:  Handwritten Business Letters: How They Can Help Your Business

Close up on a woman's hands preparing dessert.


WHY A PROFESSIONAL SIGN-OFF IS IMPORTANT

A professional sign-off does not happen often, so when one is included in a professional letter it makes an important impact on how professional your business will appear. When you write a professional letter, it is important to include a professional sign-off at the end. This shows that your business is professional. 

A professional sign-off is when you write the person's name and job title. It shows people that your business is professional.    It is important to end a professional letter with a sign-off instead of just simply signing it - when the letter is being used in a professional setting, using a professional sign-off shows the recipient that you took the time and effort to include this small but professional gesture. Professional closing phrases don't happen often, so when one is included in a professional letter it makes an important impact on how professional your business will appear!

CLOSE YOUR LETTER WITH A MEANINGFUL SENTENCE, NOT JUST A SIGN-OFF

Let’s end your letter with a bang! One final thought to really make an impression. Closing your letter with a meaningful sentence can be powerful. You want to make sure that the person reading it understands what you are trying to say and how they should feel about it as well, so use only one closing line. 

 In the end, we should strive for one meaningful sentence that captures our thoughts and emotions in a compelling way. The tone can be whatever you want it to be but I like how concise this passage is because they were able leave out all those extra words without being too short or dull: "Thank You."

SEE ALSO:  How to Send Bulk Handwritten Cards Online

Closing Sentence Examples

Your closing sentence should either summarize your message, offer a call to action, or both. This closing sentence is your last chance to make an impression on your letter's recipient. Here are some examples of effective closing sentences that maintain a professional tone and leave a good impression.

  • "Please know that we understand your concerns and have taken all appropriate steps to remedy the situation." 
  • "Your continued cooperation on the matter we've discussed is greatly appreciated. Please feel free to call me with any questions." 
  • "Thank you for your business. We look forward to continued working together in the future." 
  • "Thank you for your time and consideration." 
  • "If there's anything else we can do, please don't hesitate to let us know." 
  • "Thank you for your interest in our company." 
  • "We appreciate your feedback and will work to improve our services." 
  • "Thank you for your support."
  • "We look forward to serving you in the future." 
  • "Thank you for being a loyal customer." 
  • "Thank you for your time and effort on this project. I truly appreciate it." 
  • "Thank you for your understanding during this difficult time." 
  • "We hope that we can count on your continued support." 
  • "Thank you for giving us the opportunity to serve you." 
  • "Thank you for choosing our company." 
  • "Thank you, again, for coming to us with your concerns. We'll do everything we can to resolve the issue as quickly as possible." 
  • "We'll be in touch soon." 
  • "Thank you for your patience as we work to resolve this matter." 
  • "I hope this finds you well." 
  • "As always, thank you for your business."
  • "Please don't hesitate to contact me if there's anything I can do." 
  • "Have a great day!" 
  • "We expect to see some real improvement over the coming weeks or your position could be in jeopardy. Please sign and return this to HR within the week." 
  • "I hope we can come to an agreement on terms so that our business relationship can continue." 
  • "You've been a valuable member of the team, and we look forward to many more years of your service."
A woman dancing at a holiday party.


SHOULD YOU USE A SIGNATURE?

When signing off, you may wish to think about whether it's essential to use your actual handwritten signature. Although professional contacts deserve the best quality work you can provide them, your signature is something that's very personal and may not be appropriate for a professional letter. Leave your signature for signing documents and contracts and keep your note personal by staying consistent and just writing your name.When you use a signature, be sure to add a typed name as well.


NEED HELP SENDING YOUR PROFESSIONAL HANDWRITTEN LETTERS?

Heartfelt thank you cards make a lovely closing to a successful holiday party. They serve to rekindle your guests’ holiday cheer and remind them of beautiful memories.  

SEE ALSO:  Gratitude is a Business Strategy

Simply Noted is the perfect solution for any business that needs to show their customers and potential clients just how professional they really are. With our technology, you can now send 1,000s of pen-written letters in less time than it would take an email!  

We can also include your handwritten signature and, if you're looking for the ultimate personalization, we can recreate your handwriting with a custom Infinity font that perfectly replicates the subtleties of your own handwriting. Not only do you get the benefit of automated handwriting, but your recipients will also recognize the writing as uniquely yours — even if it's not.

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