How To End a Letter With 25 Closing Examples
Why the Ending of a Letter Matters
The ending of a letter is the final impression you leave with the reader.
A strong closing can make your message feel complete, professional and respectful. It can also help the reader understand what you want them to do next.
A weak ending can make the letter feel unfinished or unclear. For example, if you write a detailed business request but do not include a clear next step, the reader may not know whether to reply, approve something, schedule a meeting or wait for more information.
A good letter ending can help you:
Reinforce your main point
Show appreciation
Encourage a response
Clarify next steps
Maintain a professional tone
Leave a positive impression
Strengthen your relationship with the reader
Whether you are writing a cover letter, resignation letter, thank-you letter, business letter, recommendation letter or formal request, the ending matters.
What To Include at the End of a Letter
A professional letter ending usually includes several elements.
You do not need to include all of them every time, but most strong endings include at least a final sentence, a closing phrase and your name.
Common elements include:
A brief closing sentence
A thank-you or appreciation statement
A clear next step
A polite call to action
A professional closing phrase
Your signature or typed name
Your contact information, if needed
Your job title or company, if relevant
For example:
“Thank you for your time and consideration. I look forward to the opportunity to discuss how my experience can support your team.
Sincerely,
Jordan Lee”
This ending works well for a cover letter because it expresses gratitude, reinforces interest and closes professionally.
How To End a Letter Professionally
1. Restate the Purpose Briefly
The final paragraph should remind the reader why you wrote the letter.
This does not mean repeating everything. Instead, summarize the main point in one or two sentences.
Example:
“Thank you for reviewing my application. I am excited about the opportunity to bring my project management experience to your team.”
Or:
“To summarize, I recommend moving forward with the revised timeline so the team can complete the project before the end of the quarter.”
A brief recap helps the letter feel complete.
2. Include the Next Step
If the reader needs to do something, say so clearly.
This is especially important in business letters, formal requests, cover letters, proposals and follow-up messages.
Examples:
“I would be happy to discuss this further at your convenience.”
“Please let me know if you need any additional information.”
“I look forward to your response by Friday.”
“Please review the attached document and share any feedback by the end of the week.”
Clear next steps reduce confusion and make the letter more useful.
3. Thank the Reader
Gratitude is often appropriate in professional letters.
You can thank the reader for their time, consideration, support, assistance or response.
Examples:
“Thank you for your time and consideration.”
“Thank you for reviewing my request.”
“I appreciate your support with this matter.”
“Thank you for the opportunity to apply.”
A thank-you sentence is especially useful in cover letters, recommendation requests, follow-up letters and customer or client communication.
4. Match the Tone of the Letter
The closing should match the tone of the letter.
A formal business letter should have a formal closing. A note to a close colleague can be slightly warmer. A condolence letter should sound gentle and empathetic. A cover letter should sound professional and confident.
For example:
Formal: “Sincerely,”
Warm but professional: “Best regards,”
Grateful: “With appreciation,”
Empathetic: “With deepest sympathy,”
Friendly: “Warmly,”
Choosing the wrong tone can make the letter feel awkward. “Cheers” may be fine for a friendly internal message, but it may not fit a formal job application.
5. Use a Professional Sign-Off
A sign-off is the closing phrase that appears before your name.
Examples include:
Sincerely,
Best regards,
Kind regards,
Respectfully,
Thank you,
The sign-off should be followed by a comma. Then include your name below it.
Example:
Best regards,
Taylor Morgan
6. Add Your Contact Information When Needed
If the recipient may need to contact you, include your contact information below your name.
This is common in business letters, cover letters, formal requests and professional emails.
Example:
Sincerely,
Taylor Morgan
(555) 123-4567
If your contact information is already in the letterhead or email signature, you may not need to repeat everything.
7. Proofread the Ending Carefully
The end of a letter is highly visible. A typo in your closing, name, title or contact information can make the message feel careless.
Before sending, check:
Recipient name
Closing phrase
Your name
Phone number
Email address
Job title
Company name
Date
Attachments
Any promised next steps
A polished ending supports a professional impression.
25 Closing Examples for Letters
1. Sincerely
“Sincerely” is one of the most common and reliable ways to end a professional letter.
Use it for business letters, cover letters, formal requests, recommendation letters and professional correspondence.
Example:
Sincerely,
[Your Name]
2. Best regards
“Best regards” is professional but slightly warmer than “Sincerely.”
It works well for emails, business letters, client communication and follow-up messages.
Example:
Best regards,
[Your Name]
3. Kind regards
“Kind regards” is polite, professional and friendly.
It is a good option when you want to sound respectful but not overly formal.
Example:
Kind regards,
[Your Name]
4. Regards
“Regards” is brief and professional.
It works best for straightforward business communication, especially when you already have an established relationship with the recipient.
Example:
Regards,
[Your Name]
5. Respectfully
“Respectfully” is more formal and serious.
Use it when writing to someone in authority, submitting a formal request or addressing a sensitive matter.
Example:
Respectfully,
[Your Name]
6. Thank you
“Thank you” is simple and useful when the letter includes a request, application or expression of appreciation.
It works well in cover letters, thank-you notes and professional emails.
Example:
Thank you,
[Your Name]
7. Thank you for your time
This closing is useful when the reader has reviewed your application, request or proposal.
It is especially common in cover letters and formal requests.
Example:
Thank you for your time,
[Your Name]
8. Thank you for your consideration
This is a strong closing for job applications, scholarship letters, grant requests or formal proposals.
It sounds polite and professional.
Example:
Thank you for your consideration,
[Your Name]
9. With appreciation
“With appreciation” is warm and professional.
Use it when you want to express sincere gratitude without sounding too casual.
Example:
With appreciation,
[Your Name]
10. With gratitude
“With gratitude” is slightly more emotional than “With appreciation.”
It works well for thank-you letters, mentorship messages, recommendation requests or letters recognizing support.
Example:
With gratitude,
[Your Name]
11. Warm regards
“Warm regards” is friendly but still professional.
Use it when you know the recipient or want the letter to feel more personable.
Example:
Warm regards,
[Your Name]
12. Warmly
“Warmly” is friendly and personal.
It may work well for notes to coworkers, nonprofit communication, community messages or relationship-based professional letters.
Example:
Warmly,
[Your Name]
13. All the best
“All the best” is polite and friendly.
It is best for less formal professional messages, internal communication or letters to people you know reasonably well.
Example:
All the best,
[Your Name]
14. Best
“Best” is short, casual and common in email.
It can work for coworkers, familiar contacts and routine communication, but it may be too casual for formal letters.
Example:
Best,
[Your Name]
15. Cordially
“Cordially” is formal and polite.
It can be used in invitations, formal business letters and traditional professional correspondence.
Example:
Cordially,
[Your Name]
16. Yours sincerely
“Yours sincerely” is a traditional formal closing.
It is more common in some regions and formal writing styles. Use it when it fits the tone of the letter.
Example:
Yours sincerely,
[Your Name]
17. Yours faithfully
“Yours faithfully” is another traditional formal closing, often used when the recipient is not known by name in certain business writing conventions.
Example:
Yours faithfully,
[Your Name]
18. Looking forward to your response
This closing works when you want to encourage a reply.
It is useful for follow-up letters, requests, proposals and scheduling messages.
Example:
Looking forward to your response,
[Your Name]
19. I look forward to hearing from you
This is a polished and common closing sentence, often used before a formal sign-off.
Example:
I look forward to hearing from you.
Sincerely,
[Your Name]
20. I look forward to speaking with you
This closing is useful when you hope to schedule a call, interview or meeting.
Example:
I look forward to speaking with you.
Best regards,
[Your Name]
21. Please let me know if you have any questions
This closing is helpful when you are sharing information, sending documents or explaining a process.
Example:
Please let me know if you have any questions.
Kind regards,
[Your Name]
22. Please let me know if I can provide any additional information
This is a strong closing for cover letters, applications, proposals and professional requests.
Example:
Please let me know if I can provide any additional information.
Sincerely,
[Your Name]
23. Thank you again
“Thank you again” works well when the letter already expresses gratitude and you want to reinforce it at the end.
Example:
Thank you again,
[Your Name]
24. With deepest sympathy
This closing is appropriate for condolence letters or messages of support during a difficult time.
It should only be used in sensitive or personal situations.
Example:
With deepest sympathy,
[Your Name]
25. In sympathy
“In sympathy” is another appropriate closing for condolence notes.
It is brief, respectful and empathetic.
Example:
In sympathy,
[Your Name]
Closing Examples by Letter Type
Cover Letter Closing Example
“Thank you for your time and consideration. I am excited about the opportunity to bring my experience in customer success and account management to your team. I look forward to the possibility of discussing how my background aligns with this role.
Sincerely,
[Your Name]”
This closing works because it is confident, polite and focused on the next step.
Business Letter Closing Example
“Please review the attached proposal and let me know if you have any questions. I would be happy to discuss the next steps at your convenience.
Best regards,
[Your Name]”
This closing works because it clearly explains what the reader should do next.
Thank-You Letter Closing Example
“Thank you again for taking the time to speak with me. I appreciate your advice and the opportunity to learn more about your experience.
With gratitude,
[Your Name]”
This closing is warm and appropriate for a thank-you message.
Recommendation Request Closing Example
“Thank you for considering my request. I would be happy to send my resume, project details or any other information that would make the recommendation easier to write.
With appreciation,
[Your Name]”
This closing is respectful and makes the request easier for the reader.
Resignation Letter Closing Example
“Thank you for the opportunities and support I have received during my time with the company. I will do my best to help with the transition before my final day.
Sincerely,
[Your Name]”
This closing leaves a professional impression and focuses on a smooth transition.
Apology Letter Closing Example
“Again, I apologize for the mistake and appreciate your understanding. I will take the necessary steps to prevent this from happening again.
Respectfully,
[Your Name]”
This closing takes responsibility and shows a plan for improvement.
Condolence Letter Closing Example
“I am deeply sorry for your loss. Please know that I am thinking of you and your family during this difficult time.
With deepest sympathy,
[Your Name]”
This closing is gentle, respectful and appropriate for a sensitive message.
Networking Letter Closing Example
“Thank you for taking the time to read my message. I would be grateful for the opportunity to connect and learn more about your work in this field.
Kind regards,
[Your Name]”
This closing is polite and relationship-focused.
Follow-Up Letter Closing Example
“I appreciate your time and wanted to follow up on my previous message. Please let me know if there are any updates or if I can provide additional information.
Best regards,
[Your Name]”
This closing is useful because it is clear without sounding too forceful.
Formal Request Letter Closing Example
“Thank you for reviewing my request. I appreciate your consideration and look forward to your response.
Respectfully,
[Your Name]”
This closing is direct, respectful and suitable for formal communication.
How To Format a Letter Closing
A professional letter closing usually follows this format:
Final paragraph
Closing phrase,
Your name
Contact information if needed
Example:
Thank you for your time and consideration. I look forward to hearing from you.
Sincerely,
Jordan Lee
(555) 123-4567
For a printed letter, leave space between the closing phrase and your typed name so you can add a handwritten signature.
Example:
Sincerely,
[Handwritten signature]
Jordan Lee
For an email, a typed name and contact information are usually enough.
Example:
Best regards,
Jordan Lee
Marketing Coordinator
Formal Letter Closing Format
Use a formal format when writing to employers, clients, executives, government offices, academic institutions or people you do not know well.
Example:
Respectfully,
Jordan Lee
Project Coordinator
Northline Consulting
(555) 123-4567
Formal letters should avoid overly casual closings. Choose safe phrases such as “Sincerely,” “Respectfully” or “Best regards.”
Email Letter Closing Format
Professional emails are usually shorter than printed letters, but they still need a clear ending.
Example:
Please let me know if you have any questions. I look forward to your feedback.
Best regards,
Jordan
For a workplace email, you may include your full email signature automatically.
Example:
Kind regards,
Jordan Lee
Customer Success Manager
BrightPath Software
Handwritten Letter Closing Format
For handwritten or printed letters, include a closing phrase, space for your signature and your typed name.
Example:
With appreciation,
[Signature]
Jordan Lee
If the letter is very formal, include your full name. If the recipient knows you well, your first name may be enough.
Closings To Avoid in Professional Letters
Some closings may be too casual, too emotional or inappropriate for professional letters.
Avoid closings such as:
Love,
XOXO,
Always,
Yours forever,
Later,
See ya,
Peace,
Thx,
Take it easy,
Cheers,
Some of these may be acceptable in personal messages, but they usually do not fit business letters, cover letters or formal workplace communication.
“Cheers” can be acceptable in some regions or casual workplace cultures, but when in doubt, choose a more professional closing.
How To Choose the Right Closing
To choose the right closing, consider four things:
Your relationship with the reader
The purpose of the letter
The formality of the situation
The feeling you want to leave behind
If you are applying for a job, choose a professional closing like “Sincerely” or “Best regards.”
If you are thanking someone, choose “With appreciation” or “Thank you.”
If you are writing to a close coworker, “Warm regards” or “Best” may work.
If you are writing a condolence message, choose “With deepest sympathy” or “In sympathy.”
If you are unsure, use “Sincerely” or “Best regards.” These are safe in most professional situations.
Tips for Ending a Letter Well
Be clear. Do not leave the reader guessing about the next step.
Be polite. Even a direct request should sound respectful.
Be concise. The ending should not introduce too many new ideas.
Be consistent. Match the closing to the tone of the letter.
Be specific. If you need a response, say what kind of response you need.
Be professional. Avoid closings that are too casual for the situation.
Be accurate. Check your name, title and contact information.
Be thoughtful. Consider how the reader may feel after reading the final lines.
A strong ending does not need to be complicated. It only needs to be appropriate, complete and clear.
Common Mistakes To Avoid
One common mistake is ending too abruptly. A letter that stops without a final sentence may feel unfinished.
Another mistake is using a closing that does not match the situation. For example, “Love” is not appropriate for most professional letters.
A third mistake is forgetting to include contact information when the reader needs it.
Another mistake is asking for action without explaining what action you want. If you need the reader to reply, review a document or schedule a meeting, say so clearly.
Some people also make the ending too long. The final paragraph should support the main message, not restart the letter.
Finally, avoid using an overly emotional or dramatic closing in business communication. Professional letters should be respectful and controlled.
How To End a Letter When You Want a Response
If you want the reader to respond, make the request clear but polite.
Examples:
“I look forward to hearing from you.”
“Please let me know your thoughts when you have a chance.”
“I would appreciate your feedback by Friday.”
“Please let me know if you are available to discuss this next week.”
“Would you be open to a brief call to discuss the next steps?”
These endings work because they tell the reader what you want without sounding demanding.
How To End a Letter When You Are Asking for Help
When asking for help, end with appreciation and make the request easy to understand.
Example:
“Thank you for considering my request. I would be grateful for any guidance you can provide and am happy to send additional information if helpful.
With appreciation,
[Your Name]”
This ending shows respect for the reader’s time.
How To End a Letter When You Are Saying Thank You
A thank-you letter should end with sincere appreciation.
Example:
“Thank you again for your time, support and encouragement. I truly appreciate your help.
With gratitude,
[Your Name]”
Keep the tone warm but not exaggerated.
How To End a Letter When You Are Apologizing
An apology letter should end by taking responsibility and showing your next step.
Example:
“I apologize again for the inconvenience. I understand the impact of this issue and will take steps to make sure it does not happen again.
Respectfully,
[Your Name]”
Avoid making excuses at the end. Focus on accountability and improvement.
How To End a Letter When You Are Declining Something
When declining an offer, invitation or request, end with appreciation and respect.
Example:
“Thank you again for thinking of me. Although I am unable to participate at this time, I appreciate the opportunity and hope we can stay in touch.
Best regards,
[Your Name]”
This keeps the relationship positive.
How To End a Letter When You Are Following Up
A follow-up letter should be polite, brief and clear.
Example:
“I wanted to follow up on my previous message and see if there are any updates. Please let me know if I can provide any additional information.
Kind regards,
[Your Name]”
This ending is professional and not overly pushy.
How Dokie Can Help You Create Professional Communication Materials
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Conclusion
Ending a letter well helps your message feel complete, professional and clear.
A strong ending should summarize your main point, thank the reader when appropriate, include any next steps and use a closing phrase that matches the tone of the letter.
Professional closings such as “Sincerely,” “Best regards,” “Kind regards,” “Respectfully” and “Thank you” work in many situations. Warmer closings such as “Warm regards” or “With appreciation” can work when the relationship or message allows.
The best closing depends on your audience, purpose and desired outcome.
Before sending your letter, review the final paragraph, sign-off, name and contact information. A thoughtful ending can help you leave a positive impression and make it easier for the reader to respond.
FAQs
What is the best way to end a professional letter?
The best way to end a professional letter is to summarize your main point, include any next steps, thank the reader if appropriate and use a professional closing such as “Sincerely” or “Best regards.”
What are common professional letter closings?
Common professional closings include “Sincerely,” “Best regards,” “Kind regards,” “Respectfully,” “Regards” and “Thank you.”
How do you end a cover letter?
End a cover letter by thanking the employer, restating your interest and expressing that you look forward to discussing the opportunity.
How do you end a business letter?
End a business letter by summarizing the purpose, clarifying the next step and using a professional closing phrase.
Should I put a comma after the closing?
Yes. In most professional letters, the closing phrase is followed by a comma. For example: “Sincerely,”
Should I include my full name at the end of a letter?
Yes, especially in formal letters or when the recipient does not know you well. If the recipient knows you closely, your first name may be enough.
Should I include contact information after my name?
Include contact information if the reader may need to reach you or if the letter is formal. In emails, your signature may already include this information.
Is “Best” professional?
“Best” can be professional in many workplace emails, especially when writing to colleagues or familiar contacts. For formal letters, “Best regards” is usually safer.
Is “Cheers” professional?
“Cheers” can be acceptable in some casual workplaces or regions, but it may be too informal for formal business letters or job applications.
Is “Sincerely” too formal?
No. “Sincerely” is a safe and professional closing for many types of letters.
How do you end a thank-you letter?
End a thank-you letter by restating appreciation and using a closing such as “With gratitude,” “With appreciation” or “Thank you.”
How do you end a condolence letter?
End a condolence letter with a gentle closing such as “With deepest sympathy” or “In sympathy.”
How do you end a letter when asking for a response?
Use a clear and polite sentence such as “I look forward to hearing from you” or “Please let me know your thoughts.”
What closings should I avoid in professional letters?
Avoid overly casual or personal closings such as “Love,” “XOXO,” “Later,” “See ya” or “Yours forever.”
How long should the ending of a letter be?
The final paragraph should usually be one to three short sentences. It should be clear, polite and focused.