How to End a Letter
How to End a Letter: A Complete Guide with Examples and FAQs
Ending a letter is just as important as beginning one. While the opening of a letter sets the tone, the closing leaves a lasting impression on the reader. Whether you are writing a formal business letter, a professional esay, an academic letter, or a personal note, knowing how to end a letter properly is essential for effective communication.
This article explains how to end a letter, the best closing phrases for different situations, common mistakes to avoid, and practical examples. By the end, you will be confident in choosing the perfect ending for any type of letter.
Why Is Ending a Letter Important?
The ending of a letter:
- Shows respect and professionalism
- Reinforces the purpose of your message
- Leaves a positive final impression
- Encourages a response or future communication
A weak or inappropriate ending can reduce the impact of an otherwise well-written letter.
What Does Ending a Letter Mean?
Ending a letter involves three main parts:
- Closing sentence or paragraph
- Complimentary close (sign-off)
- Signature or sender’s name
Each part should match the tone, purpose, and relationship between the writer and the reader.
1. Writing a Strong Closing Sentence
The closing sentence prepares the reader for the end of the letter. It often:
- Summarizes the purpose
- Expresses gratitude
- Requests action
- Offers future contact
Examples of Closing Sentences:
- I look forward to your response.
- Thank you for your time and consideration.
- Please feel free to contact me for further information.
- I appreciate your support and cooperation.
2. Choosing the Right Complimentary Close
The complimentary close is the polite word or phrase written before your name. Choosing the correct one depends on the formality of the letter.
Formal Letter Endings
Formal letters are used for:
- Job applications
- Business communication
- Official requests
- Academic or legal matters
Common Formal Closings:
- Yours sincerely
- Yours faithfully
- Respectfully
- With sincere regards
Examples:
- Yours sincerely,
- Yours faithfully,
Rule to Remember:
- Use “Yours sincerely” when you know the recipient’s name.
- Use “Yours faithfully” when you do not know the recipient’s name.
Professional and Business Letter Endings
Professional letters are slightly less formal but still polite and respectful.
Common Professional Closings:
- Kind regards
- Best regards
- Sincerely
- Regards
Examples:
- Best regards,
- Kind regards,
These are suitable for emails, workplace communication, and client correspondence.
Semi-Formal Letter Endings
Semi-formal letters are written to:
- Teachers
- Colleagues
- Acquaintances
- Business contacts you know
Common Semi-Formal Closings:
- Warm regards
- Best wishes
- With thanks
Examples:
- Best wishes,
- With thanks,
Informal and Personal Letter Endings
Informal letters are written to:
- Friends
- Family members
- Close relatives
Common Informal Closings:
- Yours truly
- Take care
- Lots of love
- Love
- See you soon
Examples:
- Love,
- Take care,
These endings express warmth and closeness.
Ending an Email vs Ending a Letter
Emails often require shorter and more direct endings compared to traditional letters.
Email Ending Examples:
- Best regards,
- Thanks,
- Looking forward to hearing from you,
Emails should remain polite but concise.
How to End a Letter Politely
Politeness is essential, especially in formal and professional writing.
Polite Ending Phrases:
- Thank you for your time and consideration.
- I would appreciate your response at your convenience.
- Please do not hesitate to contact me if you require further information.
These phrases show respect and professionalism.
How to End a Letter Requesting Action
When you want the reader to take action, the ending should be clear but polite.
Examples:
- I look forward to receiving your feedback.
- Kindly let me know your decision.
- I would appreciate a response by the end of the week.
Avoid sounding demanding or rude.
How to End a Letter with Gratitude
Expressing gratitude leaves a positive impression.
Examples:
- Thank you for your assistance.
- I sincerely appreciate your support.
- Thank you for considering my request.
Gratitude is especially important in business and formal letters.
How to End a Letter Apologetically
When writing an apology letter, the ending should be sincere and respectful.
Examples:
- I sincerely apologize for the inconvenience caused.
- Thank you for your understanding.
- I appreciate your patience in this matter.
How to End a Cover Letter
Cover letters require a professional and confident ending.
Examples:
- I look forward to the opportunity to discuss my application further.
- Thank you for considering my application.
- I would welcome the chance to contribute to your organization.
Recommended Closing:
- Yours sincerely,
- Best regards,
How to End a Complaint Letter
A complaint letter should end firmly but politely.
Examples:
- I look forward to a prompt resolution.
- I hope this issue will be resolved as soon as possible.
- Thank you for your attention to this matter.
How to End a Letter to a Teacher or Principal
Such letters should be respectful and semi-formal.
Examples:
- Thank you for your guidance and support.
- I appreciate your time and consideration.
Closings:
- Yours sincerely,
- Respectfully,
Common Mistakes When Ending a Letter
Avoid these common errors:
1. Using an Inappropriate Closing
Do not use informal closings in formal letters.
Incorrect:
- Love, (in a job application)
2. Forgetting the Complimentary Close
Always include a sign-off.
Incorrect:
- Ending directly with your name.
3. Overly Casual Language
Avoid slang or emojis in formal writing.
4. Repeating the Same Phrase
Avoid unnecessary repetition of earlier points.
Capitalization and Punctuation in Letter Endings
- Capitalize the first word of the complimentary close.
- Use a comma after the closing phrase.
Example:
- Yours sincerely,
- Best regards,
Formatting the End of a Letter
The standard format includes:
- Closing sentence
- Complimentary close
- Signature
- Printed name
Example Format:
Yours sincerely,
Muhammad Salim
Ending a Letter Confidently
Confidence does not mean arrogance. Use polite and positive language.
Examples:
- I am confident this matter can be resolved promptly.
- I look forward to a positive response.
Conclusion
Knowing how to end a letter is an essential writing skill. The ending shapes how your message is remembered and how the reader responds. Whether the letter is formal, professional, semi-formal, or personal, choosing the right closing words shows respect, clarity, and confidence. By matching your tone to the situation and avoiding common mistakes, you can ensure that your letters end on a strong and positive note.
Frequently Asked Questions (FAQs)
1. What is the best way to end a formal letter?
The best way is to use a polite closing sentence followed by a formal sign-off such as “Yours sincerely” or “Yours faithfully.”
2. Can I use “Best regards” in a formal letter?
Yes, “Best regards” is suitable for professional letters but may be too casual for legal or official documents.
3. How do I end a letter when I don’t know the recipient’s name?
Use “Yours faithfully” as the complimentary close.
4. Is it necessary to thank the reader at the end of a letter?
While not mandatory, thanking the reader is polite and highly recommended.
5. How do I end a personal letter?
Personal letters can end with warm closings such as “Love,” “Take care,” or “Best wishes.”
6. Should I end every letter the same way?
No, the ending should match the type of letter and your relationship with the reader.
7. Can an email and a letter have the same ending?
Yes, but email endings are usually shorter and less formal.
