How to Write a Conclusion to a Letter

How to Write a Conclusion to a Letter

How to Write a Conclusion to a Letter?

Writing a strong conclusion to a letter is just as important as getting the opening right. The beginning draws the reader in, but the ending is what stays with them. Whether it is a formal letter, a business letter, a professional letter, or one of your personal letters, the way you end your message can shape how your words are received and remembered.

A clear and thoughtful ending helps you communicate your intentions, reinforce your message, and leave a positive impression. This guide explains how to conclude a letter properly, choose the right letter closing, and select a suitable sign-off for different situations, all in plain, human language, written in British English.

WHY THE CONCLUSION OF A LETTER MATTERS?

The conclusion is the final interaction between you and your recipient. It reflects your tone, your level of formality, and the nature of your relationship. A poorly chosen ending can undo the effort you put into the rest of the letter.

A strong conclusion helps to:

  • Reinforce your main point
  • Show respect and appreciation
  • Encourage a response or next step
  • Build rapport and maintain connection
  • End your letter clearly and confidently

In professional correspondence, your conclusion often signals whether you are polite, prepared, and considerate. In personal writing, it shows warmth, sincerity, and care.

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WHAT MAKES AN EFFECTIVE LETTER CONCLUSION?

An effective ending usually has three parts:

  • A clear concluding paragraph
  • A suitable letter ending
  • A fitting signature

Each part plays a role in ensuring your message closes smoothly and with purpose.

WRITING THE CONCLUDING PARAGRAPH

The concluding paragraph should briefly tie everything together. This is where you reflect on the purpose of the letter and guide the reader toward what comes next.

What to Include in a Concluding Paragraph

  • A summary of your key message
  • Any next steps or expectations
  • A polite expression of gratitude or hope

Your word choice should be deliberate and aligned with the right tone for the occasion.

Example (Professional Setting)

Thank you for taking the time to review this information. I look forward to discussing the next steps and would be happy to provide any additional details if required. This type of closing works well in a business letter, complaint letter, or cover letter.

HOW TO END A LETTER BASED ON TYPE

Different letters require different endings. Understanding the context helps you choose an appropriate closing.

ENDING A FORMAL OR PROFESSIONAL LETTER

A formal or professional letter demands a respectful and polished tone. This includes correspondence related to jobs, companies, legal matters, or official instructions.

Suitable Closings for Formal Letters

  • Sincerely
  • Yours sincerely
  • Respectfully
  • With appreciation
  • With gratitude

Example

Thank you for your consideration. I look forward to your response.

Sincerely,

This is ideal for a job application, a letter including your job title, or formal company correspondence.

HOW TO END A COVER LETTER?

A cover letter conclusion should reinforce your suitability for the role and invite further contact.

Tips for Cover Letter Endings

  • Reaffirm interest in the role
  • Express appreciation
  • Encourage follow-up

Example

I would welcome the opportunity to discuss how my experience aligns with this position. Thank you for your time and consideration.

Kind regards,

This keeps a professional tone while sounding confident and polite.

ENDING A BUSINESS LETTER

A business letter often focuses on action, decisions, or instructions. The conclusion should be clear and purposeful.

Example:

Please let me know if you require further information. I look forward to moving this forward.

Best regards,

Using best regards or kind regards is common and widely acceptable in business correspondence.

ENDING PERSONAL AND FRIENDLY LETTERS

When writing to friends, family, or close colleagues, your ending can be warmer and more relaxed. However, clarity and sincerity still matter.

Friendly Letter Sign-Offs:

  • Best wishes
  • Warm regards
  • All the best
  • With love
  • Friend forever

Example:

It was great catching up with you. I hope we can talk again soon.

Best wishes,

This works well in a friendly letter or informal note.

CHOOSING THE RIGHT SIGN OFF

Your sign-off is the final phrase before your name. It should match:

  • The relationship
  • The occasion
  • The overall tone of the letter

Common Ways to Sign Off Professionally

  • Sincerely
  • Kind regards
  • Best regards
  • Warm regards

Casual but Acceptable Options

  • Cheers
  • Talk soon
  • All the best

Avoid anything that sounds forced, overly familiar, or inappropriate for the context.

EXPRESSING GRATITUDE IN A LETTER ENDING

To express gratitude properly, keep it natural. Avoid overdoing it.

Examples:

Gratitude helps build goodwill and reinforces a positive impression.

ENDING A COMPLAINT LETTER

A complaint letter should remain polite and firm. The conclusion should encourage resolution without sounding aggressive.

Example:

I trust this matter will be addressed promptly. Thank you for your attention.

Yours sincerely,

This maintains professionalism while clearly stating expectations.

LETTER CLOSINGS TO AVOID

Some sign-offs can harm your message, especially in a professional setting.

Avoid:

  • Overly casual phrases
  • Slang or jokes
  • Emotional exaggeration
  • Mismatched formality

For example, signing “Cheers!” on a legal letter or “Respectfully” to a close friend feels out of place.

THE IMPORTANCE OF TONE AND WORD CHOICE

Your tone should reflect your intention. Ask yourself:

  • Is this formal or informal?
  • Am I trying to persuade, thank, or inform?
  • What impression do I want to leave?

Careful word choice ensures your ending feels sincere and appropriate.

ENDING A LETTER WITH HOPE AND POSITIVITY

Ending on a hopeful note helps strengthen the connection.

Examples:

  • I hope to hear from you soon
  • I look forward to our next conversation
  • Wishing you only good things

This approach works in both personal and professional contexts.

THE FINAL TOUCH: SIGNATURE AND NAME

After your sign-off:

  • Add your full name
  • Include contact details if needed
  • Use a handwritten signature for printed letters

A clean and clear ending shows attention to detail and professionalism.

POPULAR WAYS TO END A LETTER (QUICK REFERENCE)

Here are some popular ways to close a letter:

  • Sincerely
  • Kind regards
  • Best regards
  • Warm regards
  • Best wishes

These options are safe, acceptable, and widely used across many situations.

MAKING YOUR LETTERS FEEL MORE PERSONAL

Thoughtful conclusions help you build rapport, strengthen relationships, and ensure your message feels human. Services like SimplyNoted help people add a personal touch to written correspondence, especially when handwritten notes or cards are involved.

SEE ALSO:  How To Write Thank You Letters to Your Customers

FINAL THOUGHTS - HOW TO CONCLUDE A LETTER?

Learning how to end a letter properly is a valuable writing skill. Whether you are drafting a professional letter, a business letter, or writing to friends, your conclusion matters. It reflects your respect for the recipient, reinforces your message, and sets the tone for future correspondence.

By choosing the right letter ending, maintaining the correct formality, and signing off with care, you can ensure every letter you write leaves a lasting and positive impression and prepares the way for your next letter.

FREQUENTLY ASKED QUESTIONS

1. How do you properly conclude a letter?

To properly conclude a letter, summarise your main message, state any next steps clearly, and end with an appropriate closing phrase. The conclusion should match the tone of the letter and leave the recipient with a clear understanding of your intent.

2. What is the best sign-off for a professional letter?

Common and acceptable sign-offs for a professional letter include sincerely, kind regards, and best regards. These options maintain a professional tone and are suitable for most business and workplace correspondence.

3. How should a formal letter be closed?

A formal letter should be closed with a respectful and traditional ending. Use a polite concluding paragraph followed by a formal sign off such as yours sincerely or respectfully, and finish with your full name and signature.

4. Can you use the same letter ending for personal and business letters?

Some endings, such as sincerely, work well in both personal and business letters. However, more casual closings like best wishes or warm regards are better suited to friendly or informal letters, while formal correspondence requires a more structured approach.