30 Polite Closings and Sign-offs: How to End a Professional Letter

When it comes to ending a professional letter, choosing the right closing can make all the difference in leaving a positive impression. Here, you’ll find a few examples of closing phrases to help you wrap up your correspondence with a professional touch.

Formal Letter Closing Examples

Traditional Sign-Offs

When ending a professional letter, you may want to use a traditional sign-off to convey formality and respect:

(Remember to choose the one that feels appropriate for the context of your letter.)

Professional Goodbyes

Sometimes, you may prefer a more modern or professional goodbye. The following examples are suitable choices for various formal situations:

These options still maintain a level of formality while offering a touch of warmth to your professional communication.

Informal Letter Closings

Friendly Farewells

In this subsection, you will find a list of friendly yet professional farewells to use when ending an informal letter. These sign-offs are suitable for colleagues or business acquaintances with whom you have a positive relationship. Feel free to use any of the following examples to suit your needs:

Casual Sign-Offs

On the other hand, if you’re writing a letter to a close coworker, friend, or someone you have a more informal relationship with, you might want to consider using a casual sign-off. Here is a list of casual sign-offs that convey a sense of familiarity and friendliness:

Email Signature Essentials

An essential part of ending a professional letter is your email signature. A well-crafted signature serves as your virtual business card and provides the recipient with your vital contact information. Some essential elements to include in your email signature:

1. Your Name: Include both your first and last name. You may opt to include your middle initial if you prefer.
2. Title: State your job title or position within the company. It’s essential in case the recipient needs to identify your expertise.
3. Company Name: Mention the name of the organization you represent. This creates a clear connection between you and the business.
4. Phone Number: Add your work phone number to give the recipient an alternative way of contacting you.
5. Email Address: Even though they received your email, including your email address makes your details easily accessible.
6. Website: If applicable, include the company website or your professional portfolio.

An example of a simple yet effective email signature:

You may also consider adding a few additional elements to make your email signature stand out:

• Social Media Links: Including professional social media profiles, such as LinkedIn or Twitter, can make it easy for the recipient to connect with you.
• Company Logo: If your organization permits, you can include a small company logo to enhance brand recognition.
• Formatting: Use consistent font styles, sizes, and color schemes to showcase a polished image.

Keep in mind that less is often more when it comes to email signatures. You want to provide valuable information without overwhelming the recipient. Make sure your signature does not exceed four to six lines, and to keep the formatting simple.

Common Mistakes to Avoid

• One common mistake you should avoid is using overly familiar or casual language. Though you might be tempted to use more personal closings like “Cheers” or “Yours truly,” these can come across as unprofessional. Instead, choose a proper closing from the examples provided above, such as “Sincerely” or “Kind regards.”
• Another mistake to avoid is using excessive punctuation or emojis. While these might be appropriate in informal communications with friends, they do not belong in professional letters. Stick to a simple comma or period after your closing phrase, followed by your typed or handwritten signature.
• Inaccurate or misspelled names can also be a significant source of embarrassment. Pay special attention to the spelling of the recipient’s name and their job title, as well as your own personal information. Double-check before you send out the letter to ensure there are no errors.

Frequently Asked Questions

What are some professional sign-offs I can use to wrap up a formal letter of application?

These formal closing lines show professionalism and communicate the right level of politeness:

What’s a casual yet professional way to end a business letter?

A casual yet professional way to end a business letter might include:

I want to finish off a personal letter in a warm way, but not with ‘Love’. Any suggestions?

If you’re trying to finish a personal letter warmly without using ‘Love,’ you can consider these alternatives:

These options add a friendly touch while avoiding an overly familiar or intimate tone.