When writing a business letter, it is crucial to end the communication professionally. A closing is a concise phrase that is used to formally end the letter, express appreciation or respect to the recipient, and sometimes reiterate the key point or desired action of the letter. It serves as a signal that the message is complete and helps maintain a professional tone throughout the letter.
In this article, we will explore the significance of closings in business letters and provide tips for creating successful ones.
What are Closings in a Business Letter?
Closings are the final words or phrases that are used to conclude a business letter. They are typically located a few lines below the body of the letter and above the sender’s signature. These closings are meant to convey the writer’s appreciation, respect, or desired outcome, while also indicating that the message is complete.
They play a crucial role in maintaining a professional tone and leaving a positive impression on the recipient.

Why are Closings Important?
Closings are important for several reasons.
- Firstly, they provide a formal and professional ending to the letter. This is essential in business correspondence as it shows respect and professionalism towards the recipient.
- Secondly, closings help to reinforce the key point or desired action of the letter. By restating the main objective, the writer ensures that the recipient understands the purpose of the letter and any next steps that need to be taken.
- Lastly, closings express gratitude or appreciation, which helps build and maintain positive relationships in business settings.
How to Create Effective Closings
Creating effective closings requires careful thought and consideration.
Here are some tips to help you craft a closing that is both professional and impactful:
- Keep it concise: closings should be short and to the point. Avoid using lengthy phrases or sentences that may dilute the impact of the closing.
- Choose appropriate language: Use language that is formal and professional. Avoid slang or casual expressions that may undermine the professionalism of the letter.
- Consider the tone: The closing should match the tone of the letter. If the letter has been formal and serious, the closing should reflect that. If the letter has been more friendly and casual, the closing can be slightly less formal.
- Express appreciation or respect: Include a phrase that expresses gratitude, appreciation, or respect towards the recipient. This helps to build and maintain positive relationships.
- Reiterate the key point or desired action: If necessary, briefly restate the main objective of the letter and any desired actions that need to be taken. This helps to ensure that the recipient understands the purpose of the letter.
- Use a complimentary close: Follow the closing with a complimentary close, such as “Sincerely,” “Best regards,” or “Thank you.” This provides a polite ending to the letter.
Example of a Closing
To illustrate the concept of a closing, let’s consider an example:
Dear Mr. Johnson,
I am writing to follow up on our meeting last week regarding the new marketing campaign. After careful consideration, I believe that implementing the proposed strategies will greatly benefit our company and help us achieve our sales targets. I kindly request your approval to proceed with the campaign as outlined in the attached proposal.
Thank you for your time and consideration. I look forward to your positive response.
Sincerely,
John Smith
In this example, the closing is “I look forward to your positive response.” It restates the desired action (approval of the marketing campaign) and expresses optimism for a favorable outcome. The closing is followed by the complimentary close “Sincerely,” and the sender’s name.




Tips for Successful Closings
To ensure that your closings are successful, keep the following tips in mind:
- Be genuine: Choose a closing that truly reflects your appreciation or desired outcome. Avoid using generic or insincere phrases.
- Proofread: Always proofread your letter to ensure that the closing is error-free and properly aligned with the overall tone and content of the letter.
- Match the formality: Consider the level of formality in your relationship with the recipient and choose a closing that aligns with that level of formality.
- Personalize when appropriate: If you have a personal relationship with the recipient, it may be appropriate to include a more personalized closing, such as “Warm regards” or “With best wishes.”
- Avoid negativity: Refrain from using negative or confrontational language in your closing. Keep the tone positive and professional.
Conclusion
Closings play a vital role in business letters as they formally end the communication, express appreciation or respect to the recipient, and sometimes reiterate the key point or desired action of the letter. By following the tips provided in this article, you can create effective and professional closings that leave a positive impression on your recipients.
Remember to be concise, choose appropriate language, and express gratitude or respect. With these guidelines in mind, your business letters will convey professionalism and effectively communicate your message.
Closing In a Business Letter Template – Download