How to Close a Business Letter

Writing business letters are an important part of doing business among companies and between individuals. Business letters can be sent through email, but they should still maintain a level of formality and professionalism that you would include in a handwritten letter to the recipient. When you close a business letter, the recipient should be clear on what you are expecting as a response to your letter and know why you wrote the business letter.

Difficulty:

Moderately Challenging

Instructions

1. Summarize the key points that you have made in your business letter. When you write a business letter, you are writing to convey information. This is something you want your recipients to remember, so you want to repeat it in the close of your business letter.

2. Request the action that you would like to happen in the closing of your business letter. You have written this business letter to have your recipient do something in response to the letter. It might be something as simple as keeping your thoughts in mind. It could also be something more complex, such as asking them to contact you or mail something to you. Make sure your request is clear at the end of the business letter.

3. Inform the recipient of the letter what is the best way to contact you. Let them know if you would like a letter sent in return to you, an email, a phone call or a visit. This should be made clear so there is no confusion on the part of the recipient.

4. Provide the best times to contact you if you are requesting a visit or a phone call. If you would prefer to be notified ahead of time before the call or visit, make sure you include this in your business letter closing as well. An example of this would be to say: "Please call my secretary at 555-1212 to arrange a time for us to discuss this situation further on the phone."

5. Close the letter respectfully. Even if you are sending a letter demanding an action to correct something in which you feel you were wronged, you should close the letter professionally and respectfully. Sign the letter and avoid making comments in the closing of the letter, or the body for that matter, that would influence the recipient not to reply to your request.

Tips & Warnings

• Business letters are written for a purpose. Make your letter short and to the point. Keep the letter on point, and do not stray onto other tangents. The recipient should be clear on why you wrote the letter and what you would like to happen as the next step.

• Avoid laying blame unless the situation is extreme, and offer the opportunity to work together to resolve the issue at hand.