How to End a Letter Appropriately: Sign Off the Right Way
Understanding how to end a letter appropriately will make a big difference in whether or not you get a response.
Think of it this way. If you sign off in an impolite, offensive, or inappropriate way, do you think the letter’s recipient will get back to you? Probably not.
Therefore, learning the simple conventions and understanding which words and phrases to use will help you bring your formal letter to a close.
So, join us as we reveal how to end a letter appropriately and check out our ready-made examples you can use in various settings.
How to end a letter: Why does it matter?
Letter writing might not be as prominent as it once was, but there are still many times when you need to write one. After all, in the UK alone, eight billion letters were sent in 2022, highlighting that it’s still prevalent on the island.
Across the pond, 37% of Americans say that they haven’t written a personal letter in five years, indicating that it’s not as popular as it once was state-side. This means many people aren’t prepared and don’t have the tools or skills to write letters effectively.
Whether you’re writing to your bank, school, or workplace, you need to get the structure, contents, and tone of the letter right.
The ending of the letter is just as important as every other section. Using an inappropriate or offensive sign-off, even if unintentional, will make the recipient think twice about responding. It may also cause embarrassment on your part.
Also, many of the conventions relating to how to end a letter apply to how to end an email, too. Though there are slight differences, you can use some of the logic, tips, and examples given below when closing some of your emails.
The importance of a strong sign-off sentence
Before we get into how to end a letter appropriately, we first need to reveal the importance of a strong sign-off sentence. This closing sentence is the last thing you write before you sign off.
You can think of it as the ideal way to reinforce a key point from your message or to emphasize that you expect the recipient to reply. You may also point to something in the future, be it the next time you plan to talk or that you’re looking forward to a meeting.
The sign-off sentence should be clear, concise, and formal. It should also be polite and courteous, without overstepping any boundaries. Our Writing Improver can help to sharpen some of your sentences and will help you to bring your letter to a close appropriately.
Here are a few ideas that you can try, depending on the purpose of your letter:
- Example 1: Thanks for taking the time to read this letter.
- Example 2: I look forward to your response before our meeting next Friday.
- Example 3: I’ve thoroughly enjoyed working with you; thanks for your support.
- Example 4: I would really appreciate a response, as I’m very keen to resolve this matter.
- Example 5: I’m excited to receive your email to discuss the next steps.
How to end a letter: Eight options, depending on tone and formality
Choosing the right way to end your letter is extremely important. Using an inappropriate closing phrase could cause offense, or it might discourage the recipient from responding.
So, as there are many ways to end a letter, choosing the right way to sign off can make a big difference. Here are eight options, with advice on when to use each of them:
Sincerely
Traditionally, the most appropriate way to end a letter to someone that you know is to sign it “sincerely.” This means “genuinely,” which reinforces that the contents of the letter are true and that you are someone to be trusted.
However, “sincerely” is seen by many as an old, slightly archaic way of signing off a letter. In some instances, it might be too formal, particularly if you have a good relationship with the recipient.
Still, we recommend this closing if you’re writing a formal email or letter to someone that you know of, rather than someone you know well. A good example might be a hiring manager you recently spoke to about a job opening.
How to end a letter sincerely
There are a few ways to sign off with this ending:
- Yours sincerely (this is the most commonly used ending in British English letters).
- Sincerely yours (this is the most commonly used ending in American English letters).
Faithfully
Signing a letter “faithfully” has long been a way of ending a letter to someone you don’t actually know. After all, it implies that you’re putting faith in the fact that the letter will be well received.
Like “sincerely,” signing a letter with “faithfully” is quite an old-school approach, but it’s formal and polite and can work in numerous situations.
For instance, if you’re writing to a politician about a cause that you’re passionate about, signing off with “faithfully” is appropriate. The same is true if you’re writing to anyone you have never met before.
How to end a letter faithfully
Common examples of this ending include:
- Yours faithfully (British English)
- Faithfully yours (American English)
Thank you
If you’re wondering how to end a letter in a slightly less formal way, thanking the recipient for their consideration is a good option.
This ending is appropriate if you are asking the recipient for something. It could be a favor, a recommendation, a referral, or a specific product or service.
The idea is that you can pre-emptively thank them for considering and hopefully approving your request. Showing gratitude is a good way to win favor, and it ensures a polite and cordial tone between sender and recipient.
How to end a letter with thanks
There are several ways to thank someone at the end of a letter, including:
- Thank you in anticipation
- Thanks
- Thanks for your time
- Many thanks
- With gratitude
Regards
Sending your “regards” is a warm and polite way to end a letter to anyone. However, this phrase is best used between people who are on first-name terms but aren’t necessarily close.
A good example would be between a client and a service provider. Or, you can offer your “regards” if you’re reaching out to someone that you admire, perhaps in your faith community, in an education setting, or to a community leader.
How to end a letter with regards
You can offer your “regards” at the end of emails and letters, as it’s a convenient way to end both. Again, there are a few ways to formulate this ending, and you can select from the following:
- Kind regards
- Best regards
- Warm regards
- Kindest regards
Best
Wondering how to end a letter with a polite yet slightly informal tone? Offering your best wishes is a great way to go about it.
We like this approach because it fits so many situations and is an excellent way to show your sincerity. Sending your best wishes is a bit like wishing someone a good day when you see them in person. It’s friendly and lighthearted, which makes it a great ending for emails.
How to end a letter with your best wishes
You can offer your best wishes to the recipient of your letter or email in several ways:
- All the best
- Best wishes
- Best regards
Respectfully
Also viable for your letter ending is “respectfully.” This is a simple way to show respect to the person you’re contacting, making it a good choice for formal exchanges.
We also recommend signing off with “respectfully” if you want to show deference to the recipient. Therefore, this can be a good closing when you’re making a request or asking for a favor.
How to end a letter respectfully
Try some of these letter endings if you want to show your respect:
- Respectfully
- With respect
- Yours respectfully
Speak ___
While many of the above options are ideal for formal exchanges, you might prefer to sign your letter informally. Informing that you plan to “speak” to the recipient is an informal way to end your letter. Also, it can be instructive, as it indicates what you’re planning to do next.
How to end a letter with “speak soon”
Some options for this ending include:
- Speak soon
- Looking forward to speaking to you soon
- Let’s speak in the near future
Good day
Wishing people a good day has long been part and parcel of communication among Americans. This is true when you visit the gas station, eat at a restaurant or leave your friend’s house.
Therefore, there’s no reason why you can’t wish someone a good day when signing off a letter or email. This is a pleasant, slightly informal way to express your best wishes to the recipient.
How to end a letter with good day greetings
For example, you could try any of the following:
- Have a great day
- Hope you have a good day
- Enjoy your day
- Have a great weekend (if you’re sending an email on a Friday)
What about letter endings to avoid?
If you’re writing a letter or a professional email, overfamiliarity is the main thing to avoid. When you sign off, you don’t want to give the impression that you’re arrogant. Therefore, keeping things polite, civil, and formal will help to send the right message.
With that in mind, here are a few letter endings that you should avoid, as they all might suggest overfamiliarity or arrogance:
| Endings to avoid | Better alternatives |
| ❌Cheers | ✅Thanks or thank you |
| ❌Ta | ✅Thank you |
| ❌Best | ✅Best wishes or best regards |
| ❌Ciao | ✅Speak soon |
| ❌Have a blessed day | ✅Have a good day |
| ❌Take it easy | ✅Best wishes |
In addition to avoiding these potentially inappropriate sign-offs, don’t forget to end your email or letter formally. So, in other words, don’t skip the formal ending. Jumping straight to your name can seem impolite and may imply to the recipient that you’re annoyed with them.
Our Email Writer is a handy tool that will help you produce a template and appropriate tone for your content. It will also help you to close your letter or email appropriately, which will take away any issues you may encounter from using the wrong choice at the end of your letter.
After the greeting: Other information to include in your letter ending
Whether you go for “yours sincerely” or “kind regards,” you haven’t quite finished yet. Following the sign-off, you need to include your name and contact details. Here are some guidelines to consider when signing your letter:
Name & signature
If it’s your first time contacting the recipient of your letter, you should always write your full name. At the very least, you should include your first and surname.
You may also wish to include your title, particularly if you’re a doctor or don’t use the standard Mr or Mrs. This will help the recipient address you in their reply.
If you have corresponded with the person before and they know who you are, you can drop your surname if you wish.
Your letter should also include your signature. If you’re sending the letter through the mail, you should sign the letter by hand. If you’re sending the letter as an attachment to an email, an e-signature should suffice.
There’s no need to sign an email each time you send it. Rather, you can set up an auto signature in your mailbox settings, which automates the process and makes it easier.
Contact information
You should also include your contact information at the bottom of the letter. Assuming you have structured your letter correctly, your address will already be in the top right corner.
But underneath your signature and your full name, you can provide your phone number or email address. This is a handy way to ensure the recipient has the correct details to contact you if they don’t wish to send you a letter in return.
If the letter is official or from a company, you should stamp it or write it on the company’s headed paper.
Bringing it together: Examples that show how to end a letter appropriately
Okay, so as we bring this article to a close, we want to leave you with some examples. You can use these to structure your own email closings, but you may have to adjust them slightly. Here are four different letter endings that you can try:
Ending 1: Very formal; you don’t know the recipient
I would like to take this opportunity to thank you for reading this letter and considering the points laid out above. I do hope to hear from you soon.
Yours faithfully,
[Signature]
Mr [Full Name]
[Phone Number]
Ending 2: Formal; you know of the recipient
Thanks very much for your consideration, and I look forward to your response.
Yours sincerely,
[Signature]
[Full Name]
[Phone Number]
Ending 3: Friendly; you know the recipient well
I hope I’ve covered all the essential points, but you can let me know if there’s anything to add. Looking forward to your feedback.
Best wishes,
[First Name]
Ending 4: Informal; the recipient is a good friend
I really appreciate your help with this, [Recipient’s Name]. Give me a call if you want to chat about any of this before submission.
Thanks,
[First Name]
Recap: How to end a letter appropriately
Ending a letter appropriately requires you to consider who you’re writing to. After all, a letter to a childhood friend will require a different closing than a letter to the mortgage lender at your local bank.
As illustrated in the above examples, adjusting your tone and using an appropriate closing will make a big difference to your letter. It will encourage the recipient to read it, avoid any offense and embarrassment, and help you get what you want.
Don’t forget to run your letter through our Grammar Checker before sending it out to avoid any unnecessary spelling mistakes or grammatical errors.
How to end a letter FAQ
How do you politely end a letter?
You can use “sincerely” or “respectfully” to end a letter politely in a formal way. For something a little less formal, try an ending like “best wishes” or “kind regards.”
How do you end an informal letter?
If you have adopted an informal tone, you can simply end your letter by saying, “thanks.” This is sufficient to bring an informal letter to a close and is polite enough to keep things appropriate.
How to end a formal email?
You can use the same tips and conventions for ending a letter when ending an email. The likes of “yours sincerely” and “kind regards” are good for formal endings, while “thank you” and “best wishes” are a bit mroe informal.
Should you say “thank you” at the end of a letter?
This depends, but expressing your gratitude is a good way to bring a letter to a close. You can say thanks in numerous ways, including by actually saying “thank you.” Alternatively, choose something like “many thanks” or “with gratitude” if you’re looking for something more formal.
