by Bob Schmidt

Created on: November 03, 2009   Last Updated: April 26, 2010

There are different formats used in proper closings of professional letters. The selection of the correct tone of closing is related to the familiarity that one has with the person to whom the letter is sent, and professionals seldom deviate from the basic formats of acceptability.

Closings for New Business Contacts...

When there is not an existing familiarity with the person for whom the letter is intended, most professionals use one of the following closings:

a) Sincerely,

b) Respectfully yours,

c) Yours truly,

d) Sincerely yours,

"Sincerely yours" assumes some familiarity with the recipient, while "Faithfully yours" would imply a lack of familiarity. The key with all of the above closings is that they show a level of formal respect which is always desirable.

Closings for Letters to Current Business Associates...

One aspect of having a current relationship is the assumption that a friendly working relationship exists. The following closings are appropriate when this is the case, and a professional format is being employed:

a) Best personal regards, ( Best regards, Warm regards, With high regards )

b) Cordially yours, ( Cordially )

c) With appreciation,

New Trends in Business Communications...

All of the aforementioned closings conform to traditional formats of professional letter writing. With that being said, there is also a trend within the business community that seems to be rewriting the rule book in the area of business communication. Just as some businesses have adopted informal attire, some have also shed the restrictions of formality in the area of communications.

Creativity in Business Letter Writing...

Some creative letter writers use the closing phrase in their business letters to leave a lasting impression of their own creativity. The use of less common superlatives adorn such creative efforts, such as:

a) With great admiration,

b) With great anticipation,

c) Awaiting in anticipation,

d) Sincerest appreciation,

It is probably not a good idea to deviate very far from the norm, but carefully selecting an alternative closing from the most traditional does make a statement. Standing out from the norm can be important to the success of your correspondence.

The Bottom Line...

All business letters should set a tone of respect, and propriety. Neatness, clarity of message, and tone of the communication are essential. Communicating at a professional level is an advantage that can be exploited by those with the knowledge and skill to do so. Paying careful attention to the tone of each business letter closing is the best way to assure that your final impression to the recipient is a good one.

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