7 Thank You Letter Closings: A Definitive Guide to Ending with Gratitude

The oldest known parchment letter dates back to 1190, and evidence of letters carved into stone tablets goes back even further. There’s a reason handwritten correspondence has endured, even in an era dominated by instant messaging and email communication. Letters carry warmth, intention, and a personal touch that a screen often can’t replicate.

Among the most common letters still sent today are thank-you letters, used in both formal and informal contexts. One question comes up again and again: How do you end a thank you letter the right way? The closing you choose, your sign-off, closing phrase, or email sign off, can shape the reader’s final impression and determine whether your message feels professional, sincere, or awkwardly off-tone.

This guide walks through the best email sign-offs, formal and informal letter closings, punctuation tips, and real-world examples so you can end any thank you note with confidence, whether it’s after a job interview, to a prospective client, or a business partner.

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THE POWER OF EXPRESSING GRATITUDE

Expressing gratitude has a powerful effect on both individuals and organisations. On a personal level, gratitude strengthens emotional well-being, improves optimism, and fosters healthier relationships. Professionally, it plays an equally important role by improving morale, trust, and collaboration in the workplace.

When gratitude is expressed through a professional email or a handwritten note, it signals respect and recognition. People who feel appreciated are more likely to stay engaged, communicate openly, and contribute positively. In business environments, customer appreciation letters can strengthen partnerships, improve client relationships, and encourage long-term loyalty.

Appreciation also creates lasting impressions. A thoughtful thank you message does more than acknowledge an action, it reinforces goodwill and leaves the recipient feeling valued. Over time, these small acts of gratitude contribute to positive outcomes, including stronger professional networks, better teamwork, and a reputation for professionalism and courtesy.

WHY WRITING A THANK YOU LETTER STILL MATTERS

Thank you letters remain relevant because they offer a level of sincerity that casual messages often lack. A quick text or informal email may acknowledge an action, but a well-written thank you letter shows intentional effort and respect.

There are moments when a thank you note is essential, such as after a job interview, receiving a job offer, or working with a business partner. In these situations, a formal thank you reinforces professionalism and helps distinguish the sender from others. It shows attention to detail and an understanding of professional etiquette.

Beyond formality, thank you letters provide a personal touch. They allow the writer to acknowledge time, effort, or support in a meaningful way. In professional settings, this balance of courtesy and warmth helps build credibility and trust, ensuring the message feels both respectful and genuine.

WHY THE CLOSING IS THE MOST IMPORTANT PART

The closing of a thank you letter is the final impression the reader takes away. No matter how well the message is written, an inappropriate sign off can undermine the tone of the entire letter. The closing reinforces how the writer wants to be perceived, professional, warm, confident, or respectful.

A mismatched tone is a common mistake. An overly casual closing in a formal context can appear unprofessional, while an excessively formal closing in a friendly situation may feel distant. Both can weaken the message and disrupt the relationship with the recipient.

Choosing the right closing helps maintain alignment with the relationship and the context. When the tone matches expectations, the letter feels natural and thoughtful. A strong closing supports a positive impression, strengthens rapport, and ensures the message ends with clarity and confidence.

What to Include in the Closing Paragraph

The closing paragraph of a thank you letter should reinforce appreciation while gently guiding the conversation forward. It typically includes a brief restatement of thanks, a positive sentiment, and, when appropriate, a reference to next steps.

If future interaction is expected, this is the right place to mention follow-up actions, further discussion, or an upcoming meeting. The language should remain polite and open, avoiding pressure or urgency. Phrases that suggest availability or interest in continued communication work well without sounding demanding.

Ending professionally means keeping the tone respectful and concise. The goal is to close the letter with clarity, leaving the recipient feeling valued and comfortable about what comes next.

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FORMAL THANK YOU LETTER CLOSINGS (WHEN TO USE THEM)

Formal thank you letter closings are used when professionalism and respect are essential. These closings are appropriate when writing to a hiring manager, a prospective client, or in formal documents such as a cover letter. They help maintain appropriate boundaries while conveying gratitude.

Common formal closings include:

Sincerely

A universally safe choice, suitable for nearly any professional situation. It communicates honesty and respect without sounding stiff.

Best regards

A balanced option that feels polite and professional while remaining approachable.

Kind regards

Slightly warmer than more traditional closings, yet still appropriate for professional correspondence.

Gratefully yours

Often used when expressing deeper appreciation, especially after significant support or consideration.

Professionally yours

Ideal for highly formal contexts where maintaining a professional tone is critical.

Selecting the right formal closing ensures the letter ends with credibility and courtesy. When in doubt, choosing a more formal option is usually safer, particularly in business or career-related communication.

INFORMAL THANK YOU LETTER CLOSINGS (WHEN THEY’RE APPROPRIATE)

An informal closing is appropriate when the relationship with the recipient is familiar and comfortable. These closings are commonly used with a close friend, long-standing colleagues, or people with whom you share good rapport. In such cases, a slightly relaxed sign off can add warmth and a personal touch without undermining sincerity.

Examples of informal closings include warm wishes, looking forward, and thanks again. These phrases communicate appreciation while maintaining a friendly casual tone. However, caution is necessary in professional contexts. Using an overly casual closing in a business email can weaken credibility and appear careless.

In business settings, informal closings should be limited to situations where the relationship clearly supports it. Messages to a potential client, hiring manager, or related to a job interview should avoid informal language. Informal closings work best when trust is already established and the message is not tied to a formal decision or final opportunity.

NEUTRAL CLOSINGS THAT WORK IN MOST SITUATIONS

Neutral closings sit comfortably between formal and informal styles, making them suitable for many professional relationships. This “a little bit of both” category works well when writing to coworkers, vendors, or new contacts where a polite but approachable tone is needed.

Some of the best email sign offs in this category include warm regards, with appreciation, and best wishes. These phrases maintain professionalism while avoiding language that feels overly formal or distant. They are especially useful in ongoing email communication where the relationship is professional but friendly.

Neutral closings are safe and versatile because they rarely feel out of place. They help create a positive impression, support showing respect, and preserve the relationship with the recipient. When unsure about the right closing, these options often provide the right balance and help ensure the message ends smoothly and confidently.

PUNCTUATION, FORMATTING, AND EMAIL SIGN-OFF TIPS

Proper punctuation and formatting play an important role in how a closing is perceived. A closing phrase should always be followed by a comma, with the sender’s name placed on the line below. Only the first word of the closing should be capitalized, not the entire phrase.

In a professional email, the email sign off should match the tone of the message and include an appropriate email signature. This often consists of the sender’s full name, job title, and organisation. Handwritten notes, on the other hand, can be simpler and more personal.

Avoid common mistakes such as inconsistent capitalization, missing commas, or mismatched tone. Even a thoughtful message can lose impact if the formatting appears careless. Paying attention to these details ensures the letter closing supports a professional manner and reinforces credibility.

SHOULD YOU USE A P.S. IN A THANK YOU LETTER?

P.S. stands for postscript, a practice that originated when letters were typed and edits were difficult. In modern writing, its use should be intentional. In a formal email or professional thank you letter, a P.S. can make the message appear rushed or poorly planned.

However, a postscript may work in informal notes or messages to familiar contacts. It can be used to highlight a small reminder, add personality, or reference a shared detail. In professional contexts, especially emails tied to a job offer or follow up email, it is generally best to avoid using a P.S. and keep the message concise and polished.

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WHY HANDWRITTEN THANK YOU NOTES CREATE A BIGGER IMPACT

A handwritten note carries emotional authenticity that digital messages often lack. The effort involved signals sincere gratitude and creates a stronger personal connection. Unlike email communication, handwritten messages feel deliberate and thoughtful, making them more memorable.

Handwritten thank-you notes often leave a lasting impression because they stand out in a world of instant messaging. They are especially effective when thanking someone for significant support, collaboration on a specific project, or personal kindness.

While professional emails are appropriate in many situations, handwritten notes are often the better choice when the goal is to express deeper appreciation or reinforce relationships. When used thoughtfully, they demonstrate care, respect, and attention, qualities that strengthen both personal and professional connections.

THANK YOU EMAIL CLOSING – 7 BEST LETTER CLOSINGS YOU CAN USE ANYWHERE

Choosing the right closing depends on context, but some letter closings work well across most situations:

• Sincerely – Reliable and appropriate for almost any professional message
• Best regards – Polite and professional without being stiff
  
• Kind regards – Warm yet respectful
  
• Warm regards – Friendly and suitable for ongoing correspondence
  
• With appreciation – Ideal for expressing thanks clearly
  
• Gratefully yours – Best for deeper expressions of gratitude
  
• Professionally yours – Suitable for highly formal situations

Each of these closings helps maintain a professional tone while supporting clarity and respect. Selecting the right option ensures your message ends confidently and appropriately, regardless of whether the note is formal or semi-formal.

WHEN IN DOUBT, CHOOSE “SINCERELY”

When uncertainty exists around tone or relationship, Sincerely is the safest choice. It works in both professional and personal contexts without sounding overly formal or overly casual. Whether writing after a second interview, to a business partner, or during a follow up, it maintains credibility and sincerity.

“Sincerely” signals honesty and respect, making it an ideal fallback when the right closing is unclear.

Conclusion: Ending with Confidence and Appreciation

Choosing the right closing is a small but powerful part of effective communication. A thoughtful closing reinforces gratitude, strengthens relationships, and ensures your message leaves a positive impression. Whether formal, informal, or neutral, the closing should align with the context and the relationship involved.

Writing intentionally shows professionalism and care. By ending thank you letters with clarity and appreciation, you communicate respect and confidence. In every message, the closing is your final opportunity to express gratitude, and when done well, it makes a lasting difference.

FAQS:

1. What is the best thank-you email closing for a professional setting?

Closings like Sincerely, Best regards, or Kind regards are ideal for professional emails. They help maintain a respectful tone and leave a positive impression with hiring managers or clients.

2. How do I choose the right sign-off for a thank-you letter?

Choose a sign-off based on your relationship with the recipient and the context of the message. Formal situations require professional closings, while informal closings suit close colleagues or friends.

3. Are handwritten thank-you notes better than emails?

Handwritten notes create a stronger personal touch and a lasting impression. Emails are faster, but handwritten notes feel more thoughtful and sincere.

4. What should be included in the closing paragraph of a thank-you letter?

The closing paragraph should restate your appreciation and mention any next steps if needed. Keep it polite, clear, and professional.