Business Letter Etiquette for Closings

How you close formal business letters depends on the situation and recipient.

There are several ways that business letters can be closed, depending on individual style and preference. It is important to recognize that closings should be different depending on the overall message the letter is sending, whether it be strictly professional or more sociable. The closing should match the communication.

Letters to New Contacts

Keep it professional when writing to new contacts.

When writing a letter to a new business contact, sending in a resume for review, or sending lead letters to potential sales clients, you would opt for a professional and formal letter. So you should close the letter the same way. "Sincerely" is arguably the most popular closing, along with "Respectfully yours" or "Yours truly."

Letters to Existing Contacts

Closings to existing contacts can be more informal.

When writing letters to contacts with whom you have an existing relationship, both the content and closing don't need to be so formal. For example, it is appropriate to use more informal and friendly closings such as "Kind regards," "Warm regards," or "Many thanks."

Consider the Tone

When writing business letters, tone is important.

Aside from basing the closing on whether or not the recipient is an existing contact, you must also consider the tone of the letter. For example, a cover letter being sent with a resume in an effort to obtain a new job should convey the utmost professionalism. Conversely, if the letter brings good news or congratulations on a job well done, the tone may be more friendly and relaxed, thus invoking a more informal text and closing.

Consider the Recipient's Title

Closings vary from CEOs to sales representatives.

Consider the title of the individual receiving the communication. If the person is of senior level (CEO, vice president, etc.), keep the letter and closing formal. However, if the letter is intended for a more mid- or entry-level recipient, the tone may be more friendly and less formal, and the closing should follow suit.

Using Your Best Judgment

Ask questions of colleagues and co-workers.

When struggling with closings, put yourself in the recipient's shoes to determine what would be most appropriate. In addition, colleagues or co-workers can be excellent sounding boards.

References

• Write Express: Letter Closings