How to Close a Letter Formally
Closing a letter formally is an essential aspect of professional communication. It leaves a lasting impression on the recipient and demonstrates respect and professionalism. A well-crafted closing can make the difference between a letter that is merely read and one that is remembered. In this article, we will discuss the key elements to consider when closing a letter formally.
Choose the Right Closing
The first step in closing a letter formally is to select the appropriate closing. There are various options to choose from, depending on the context and your relationship with the recipient. Some common formal closings include:
– Sincerely
– Cordially
– Respectfully
– Closely
– Yours truly
Each of these closings has its own connotations, so choose the one that best suits the tone of your letter and your relationship with the recipient.
Follow with Your Name
After choosing the closing, always include your name. This ensures that the recipient knows who the letter is from. If you are using a formal title, such as “Mr.” or “Dr.,” include it before your name. For example:
– Sincerely, John Smith
– Cordially, Dr. Jane Doe
If you are sending the letter on behalf of an organization, include the organization’s name after your name:
– Respectfully, John Smith, ABC Company
Consider Adding a P.S.
A postscript (P.S.) can be a useful addition to a formal letter, especially if you want to emphasize a particular point or include additional information. However, use a P.S. sparingly, as it may come across as informal if overused.
When adding a P.S., ensure that it complements the content of your letter and does not detract from the formal tone. For example:
– Sincerely, John Smith
– P.S. I look forward to our meeting next week.
Review and Proofread
Before sending your letter, always review and proofread it, including the closing. Check for any typos or grammatical errors, and ensure that the closing is appropriate for the context of the letter. A well-crafted closing can make a significant difference in the overall impact of your letter.
In conclusion, closing a letter formally is an important aspect of professional communication. By choosing the right closing, including your name, considering a P.S., and reviewing your letter, you can leave a lasting, positive impression on the recipient.
