How to Close Off a Formal Letter
Closing off a formal letter is an essential aspect of professional communication. It not only marks the end of your message but also leaves a lasting impression on the recipient. A well-crafted closing can make your letter more effective and professional. In this article, we will discuss the best practices for closing off a formal letter.
1. Choose the Right Closing
The first step in closing off a formal letter is to select the appropriate closing. The choice of closing depends on the relationship you have with the recipient and the context of the letter. Here are some commonly used formal closings:
– Sincerely
– Respectfully
– Cordially
– Closely
– Kind regards
It’s important to use a closing that matches the tone of your letter and your relationship with the recipient.
2. Follow the Closing with Your Name
After choosing the closing, follow it with your name. Make sure to use your full name or the name that is most commonly used in professional settings. For example:
– Sincerely, John Doe
– Respectfully, Jane Smith
This helps the recipient identify the sender and maintain a professional tone.
3. Consider Adding a Postscript (P.S.)
If you have something important to add after the main body of the letter, consider using a postscript. A postscript is a brief additional note that follows the closing. It can be used to emphasize a key point or to include a reminder. For example:
– Sincerely, John Doe
– P.S. Please feel free to contact me if you have any questions.
Remember to keep the postscript brief and relevant.
4. Avoid Informal Closings
When writing a formal letter, it’s crucial to avoid using informal closings. Informal closings, such as “Best,” “Cheers,” or “Take care,” can come across as unprofessional and may undermine the purpose of your letter.
5. Proofread Your Letter
Before sending the letter, always proofread it to ensure that the closing is appropriately placed and that there are no typos or grammatical errors. A well-crafted closing can make a significant difference in the overall quality of your letter.
In conclusion, closing off a formal letter is an important part of the writing process. By following these best practices, you can ensure that your letter is both professional and effective. Remember to choose the right closing, follow it with your name, and proofread your letter to leave a lasting positive impression on the recipient.
